Fwd: Re: fundraising for YEP

[Tiffany Parsons <lilparsons21@yahoo.com>]

Hey everyone if you could have a look at this and let
me know what you think that would be great thanks!
Tiffany
Note: forwarded message attached.


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Date: Sun, 14 Mar 2004 15:13:22 -0500
From: Kathie Brosemer <kathie@cleannorth.org>
To: Tiffany Parsons <lilparsons21@yahoo.com>
Subject: Re: fundraising for YEP
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Hi Tiffany,

You can collect a cheque from any business, at any time, and give them an
"unofficial" receipt which you can tear out of a receipt book.  Write
Unofficial on the receipt.  Tell them that the official receipt will be
mailed to them.

Have them make the cheque out to Clean North and put YEP or Youth
Environmental Program, or something clearly identifiable as your project,
in the bottom left Memo line on the cheque.

You don't have to do any official paperwork with city hall unless you
wanted to do a raffle or draw of some sort.  Clean North can cover you with
our paperwork for any other kinds of fundraising (car wash, collecting
donations, selling t-shirts, even a silent auction) you might want to do.
So if there's a "chance" element to it like a draw, you will need
paperwork, if not, no problem just do it!  We have a PST and GST number,
vendor permit, charitable status, etc.  We also have liability insurance so
you aren't at risk if anyone sues you while you're doing YEP work.  The
benefits of being affiliated with CN.

If you want to open a bank account for YEP, I recommend the Hongkong bank.
They have a "community service" account with no monthly or per-transaction
fees.  But you'd have to pay for the cheques themselves, and they're
expensive (minimum purchase 200 cheques, cost about $100 if you get
imprinting with YEP's name).

If you want to do your banking through CN accounts, we could do that
instead.  I'd keep separate entries for your funds and expenditures and you
could have a monthly accounting of your money (your treasurer, of course,
could account for your money weekly if you want).  We use Simply Accounting
which could track it easily.  Your choice.

If you wanted to have CN do your bills, there are five ways to pay your
bills and you can do a combination of any/all of them depending on how
things go for you:

1.  set up a petty cash fund, which you would keep.  I'd write you a cheque
for, say, $50., you cash it and keep it in a separate place from your own
money, get receipts for everything you spend it on, and when you're getting
close to the end of it, you turn in receipts and I write you a cheque for
the amount of those receipts.  So you always have a total (cash plus
receipts) of $50 on hand.

2.  Advances.  If you know, for instance, that a project or expenditure is
going to require a certain amount of money, I can write you an advance
cheque, then when the project is done you turn in receipts and the
remaining cash.

3.  Accounts.  CN has accounts with Kwik Copy, Stones, TimBrMart, and
StampNWin (Churchill Plaza Post office).  If YEP needs anything from those
places, you can tell them to put it on the CN bill, you sign the receipt
and write YEP on it, and turn it in to me (StampNWin keeps the receipt
after you sign it).  Then when the monthly bill comes in, I'll attach those
amounts to YEPs money (I do the same for all CN projects, so it's no extra
work for me).  You can also set up accounts at other places if they'll let
you.  CN has a good reputation in town so any place that does monthly
billing would let you set up an account.

5.  Have places bill Clean North.  This works well for printing jobs,
t-shirt orders, etc.  Have them mail a bill to CN at 736-A Queen Street
East, P6A 2A9.  Make sure they put YEP on the bill so I'm not surprised.

5.  Just pay out for stuff and get reimbursed.  This can work out ok if you
have access to someone's credit card.  It's what many CN volunteers do.
Our turnaround time for reimbursing you can be very quick.

So talk this over with the others and see what people want to do.  It can
be exciting to have your own bank account and do your own bills, but it can
also be a bit of a headache, so whichever way you want to do it, let me
know.

I'll have a look at your letter and contract.  If it's the same as the one
you circulated before, I don't imagine any problems.

Good luck!

Kathie


--On Sunday, March 14, 2004 11:26 AM -0800 Tiffany Parsons
<lilparsons21@yahoo.com> wrote:

> Hello Kathie,
>  
> We missed you at our last meeting, but Don was there
> and there was two new people who came one from korah
> and one from st. Mary's, so i hope they are going to
> join. I just have a few things to ask you:
> 1) If businesses want to donate money when will you be
> availible for them to drop off the money and then they
> can get a tax receipt. Also if they decied to give us
> the money when we approach them can we just send them
> the tax receipt in the mail along with a thank you
> card??
> 2) Do we have to register at city hall as a non-profit
> organization or what do you think?
> 3) Attached I have the cover letter to be given out to
> the businesses as well as the contract that goes along
> with it. I was wondering what you thought of it any
> suggestons or problems that should be changed? I
> wanted to get your oppinion first before i send it to
> everyone and before we post it one the web site! Also
> our web page is now with Clean North if you want to
> check it out at www.yep.cleannorth.org.
> I look forward to hearing from you and getting things
> going. Our 4th meeting minutes should be posted on the
> web page shortly so if you want to see what we
> talked about last meeting you can.
> Okay hope to talk to you soon , Bye
> Tiffany  
>
>
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