Fundraising Process

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Perrysburg Schools Process for All Fundraisers

All fundraisers for Perrysburg Schools must be approved in advance by the Board of Education. This includes but is not limited to sales, t-shirt sponsorships, restaurant nights, carnivals, booster activities, patron sales, etc.

CHECK DATE CONFLICTS: Before completing a fundraiser request, we suggest viewing the Master Fundraiser List (linked here) to check for possible date conflicts. This list contains all fundraiser requests received (approved by the Board of Education AND submitted / pending approval). This list is updated as requests are received. Checking for date conflicts will hopefully prevent our groups, clubs, and teams from competing against each other for support during restaurant nights and car washes.

FUNDS GIVEN TO OUTSIDE ORGANIZATIONS: If the proceeds of a fundraiser are to be given to an outside organization (i.e. American Cancer Society), but district employees are handling the funds, the money must be deposited in a district account. A purchase order must be requested, and once approved and returned "ok to pay", the Treasurer's Office will send a check for the amount of the proceeds to the benefiting organization. If the fundraiser is a one-day event, make one deposit for the whole amount. If possible, use the same account for the deposit and the PO. If you are unsure of which account to use, please contact Becky Spoerl in the Treasurer's Office by email at bspoerl@perrysburgschools.net, or by phone at 419-874-9131 x2148.

FOOD AND CANDY SALES: Fundraisers involving sales of food and/or candy must meet the Smart Snack standards (linked here). Foods that do not meet the Smart Snack standards cannot be sold from midnight through 30 minutes after the school day has ended. More information regarding the rules of this federal regulation is linked here.

 

All District Clubs, Activity Groups, Athletic Teams (any group with an account with the Treasurer's Office)

Purpose Statement & Budget Form
Please complete the PAPER Purpose Statement & Budget Form provided by the Treasurer's Office so that your budgets can be set up for next school year. If you have any questions regarding this process, please contact Becky Spoerl at bspoerl@perrysburgschools.net, or by phone at 419-874-2148 ext. 2148.

Fundraisers to be Approved 
Separately, please send a list of all planned fundraisers for next school year to Marissa Dombrowsky in the Development Office by email at mdombrowsky@perrysburgschools.net. Please use the District Groups Mass Fundraiser Request form (linked here) to provide the required information for your fundraisers. Please make a copy of the template, rename the new file specific to your group, and fill in your group's information.

Submissions received by May 1 (of the current school year for next year's requests) will be considered at the regular May Board Meeting. Submissions received by June 1 (of the current school year for next year's requests) will be considered at the regular June Board Meeting.

You will be notified by the Development Office when these fundraisers have been approved by the Board of Education. If you do not know exact dates at this time, please note the planned month or season, such as "April 2020" or "Spring 2020".

 

District Support Organizations ONLY

Annual Registration
1. All District Support Organizations are annually required to complete the District Support Organization Registration Form (linked here) by June 1, for the upcoming school year.
2. When entering your information into the District Support Organization Registration Form, click the link above to open the template file. In the upper left corner, click "File" then "Make a Copy." Rename the file specific to your organization and then enter your information.
3. Fill in all sections of your Officer and Organization Information, as well as the Fiscal and Event Information.
4. In the revenue section, list out individually all planned fundraisers and indicate your promotional plans for each fundraiser. Include all sources of income such as sales, dues, membership fees, plays, etc.
5. In the expenses section, list all expenses that you are aware of.
6. Carefully read the Statement of Assurances section, type in the date and your name to electronically "sign" the form.
7. Send your completed form to Marissa Dombrowsky in the Development Office at mdombrowsky@perrysburgschools.net by clicking “Share” in the upper right hand corner of the sheet, or save the file as a PDF and email as an attachment.
8. Once your requested fundraisers have been approved by the Board of Education, you will receive an email from the Development Office for further instructions on tracking each fundraiser.
9. All cash and checks must be deposited within 24 hours of receipt.

 

Single Fundraiser Request Form - Requesting Additional Fundraisers Not Included on Purpose Statement and Budget Form - for All District Support Organizations, Clubs, Activity Groups, Athletic Teams

1. If requesting additional fundraisers that were not included on your Purpose Statement and Budget Form, the Advisor/Group Leader must complete the Single Fundraiser Request Form (linked here).
2. At the latest, this request must be submitted by the 1st of the month, one month before the event date or start of the activity. For example, if your fundraiser is to be held October 1, please submit your request no later than September 1.
3. Once your requested fundraiser has been approved by the Board of Education, you will receive an email from the Development office for further instructions on tracking each fundraiser. Paper fundraiser tracking forms will no longer be submitted to the Treasurer’s Office.
4. All cash and checks must be deposited within 24 hours of receipt.




All outside fundraising agencies (this includes anyone soliciting businesses or individuals on behalf of Perrysburg Schools or its groups) must be identified and approved by Jeff Abke, Director of Development, prior to beginning fundraising.

This includes:
• Ad Sales
• T-Shirt Promotions
• Banners
• Etc.

If you have questions please contact Jeff Abke ’96, Director of Development, by phone at 419-874-9131 ext. 2274, or by email at jabke@perrysburgschools.net.

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Definitions and Examples

Fundraiser Definition: It is considered a fundraiser if the intent is to raise money for your organization.

Examples of Fundraisers: Coupon Books, Patron Ads, Car Washes, Restaurant Nights, Promotional T-Shirts, Coin Wars, Walk-a-thons, Pie Sales, Movie Nights, Sucker Sales, Skate Nights, Ornament Sales, Book Fairs, Spirit Sales, Carnivals, Pancake Breakfasts, All Camps, Concessions

Examples of Events: Homecoming Dance*, Ball Games, Yearly Plays^, Prom*

Examples of Cost of Doing Business: Dues, Club T-Shirts, Memberships


*Homecoming Dance and Prom are considered events, but if you sell t-shirts to raise money for the dance, the t-shirt sale is a fundraiser.

^Yearly Plays are considered events, but if you sell patron ads, the patron ad sales are a fundraiser.

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Updated 3/19/19

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