Fundraising and Volunteering – The Family Commitment plan
It costs much more to operate and staff the gym than is collected in dues from me families. Over $100,000 is raised each year from Gaming revenues, profits from the Surrey Invitational Gymnastics Meet, and other smaller fundraising activities. If this revenue was missing, an athlete training 4 hours per week would have in pay an extra $50 per month. An athlete training 10 hours per week would have to pay an additional $124 per month. Athletes training 24 hours per week would be required to pay a further $300 per month.
No one wants to see the fees go up so we must work together to ensure that this revenue remains intact. We must participate as part of our commitment to Gaming, in community events such as parades, demonstrations, etc.
For the Surrey Invitational to be a success we must ALL participate with something: equipment set up and take down, minor officials, helping in hospitality or concession areas. organizing awards, providing food, etc.
To be Fair and get everyone involved the Family Commitment Plan been devised, it specifies how many “points” a family must earn, how they can earn then, what the minimum requirements are for the major fundraisers, and (unfortunately) what me penalties are if the family’s commitments are not met.
How Many Points?
The number of points each family is required to earn a year is equal to “the number of hours per week that the athlete trains, times 40, up to a maximum of 700 points per athlete.
Example: If the athlete trains 10 hours per week then the family must earn 400 points.
If a family has more than one athlete, their point requirement is the total of the two highest point athletes to a maximum of 1200 points pct family
A year for commitment points runs from Set-up (approx. July 10“) to Take-down (appox. June 25‘*‘). Extra points do not carry over to the next year.
How to Earn Points
Points are generally accrued as a set number of points per hour or $1 equivalent to 1 point for food, prizes, fundraising profits, money donated, etc.
15 points per hour for:
- Surrey invitational meet – time working at a meet for a scheduled activity such as setup, take down, and minor officials.
10 points per hour for:
- For volunteer time for any club related activity. Examples: Parade participation or take down and set up of equipment in the gym for summer cleaning.
- Attending a board meeting – when not a member of the board
- Family members attending the AGM will have the choice of receiving 30 commitment points or having one half of the Surrey Invitational Meet fee waived.
- Other activities to support the club with the approval of the board of directors or the club coordinator. These extra activities may be limited to a maximum of 100 points each depending on the activity.
1 point for every dollar donated or earned for the club:
- Profit from fundraising is accumulated at 1 point per $1 raised ( example: 1 bucket of cookie dough sold for $15 makes the club $7 profit, 7 points are earned).
- Donated items such as food or prizes will be credited Family Commitment Points equivalent to the retail cost of the item (assuming the item donated is useful to the club).
- Each family is required to commit to participating in one community event per season.
Additional Commitment Point Opportunities
Members who volunteer to take on more roles of responsibility will he awarded commitment points commensurate with their responsibilities. Examples include:
- Board of Directors: 10 points per full meeting attended. When Directors have attended 9 full meetings they then receive 200 more points and members at large receive 100 more points.
- Parade Coordinator 200 paints.
- Family Commitment Points Coordinator: 200 points,
- Surrey Invitational major roles of responsibility
- (includes being on site all of Saturday and Sunday 200 points each
- Organizing hospitality food and volunteers
- Organizing concession food and volunteers
- Organizing awards for the athletes
- Organizing minor officials fer all events
- Scoring room
- Program printing: including gathering ad and athlete information and laying out the program
- Meet Marshall/Coordinator
Each committee head is responsible for submitting appropriate information to the points coordinator for their area of supervision within 2 weeks of an event. The committed head will then receive points accordingly.
Members may approach the Club Coordinator or members of the board of directors if there are special projects or activities you would like to initiate or be involved in, ie Sparkle/Decorating Committee, Newsletter.
Minimum Requirements for Meet Participation
Families are required to participate in the Surrey Invitational, the largest fundraiser for the club. These activities earn points towards me family commitment plan, The minimum level of participation is pro-rated depending on how many hours the athlete trains, The table below shows what the MINIMUM requirements are.
Training Hours per week
Minimum Meet Sessions
|Up to 8 hours per week||2|
|9 hours or more per week||3|
Remember that these are MINIMUM requirements, You may do MORE! to raise more points for the family Commitment plan.
Gym Meet sessions are approximately 4 hour blocks of scheduled activity doing set up, take down, minor officiating, manning me concession or hospitality area, or taking on one of the major responsibilities for the meet, listed above under Additional Commitment Point Opportunities.
Unfortunately, in the past, noi all families have done their share of the work. For this reason, some financial penalties have been put into place.
At the time registration, all families will be required to submit Family Commitment Plan cheques or a credit card number, in addition to yearly dues.
In addition, AGM participation for all competitive, pre-competitive, and interclub families is a mandatory requirement. As a requirement of our gaming grants, the government of British Columbia routinely audits club AGM’s to ensure that AGM participation is sound. As of September 1, 2016, an additional post dated check for $50 will be required of all of the aforementioned families which can be collected and returned at the AGM. Barring that, a credit card pre-authorization can be submitted to the club office if a check is not available.
Excused absences from the AGM must be approved by the board of directors before the check / preauth is returned to the member family.
Post Dated to
|1||Family Commitment Points Total||June 30|
|2||Family meet requirements at 60 points per session||April 1|
|3||AGM $50 commitment check||Oct 15|
For example, e family with an athlete training 15 hours per week would write cheques fee $450 (15 hr X 40) and $180 (3 sessions X $60). lf the athlete trains 4 hours per week, the cheques would be $120 and $120. If a family has has not met their meet requirements by April 1 the cheque will be cashed. If a family has not met its family commitment points for the year by June 30 they will be asked to submit a cheque for the amount of the balance owing. If this is not received then cheque #1 will be cashed.
So, it’s up to you. You can participate in supporting our fundraisers and help raise funds or your cheques will be cashed and the money used to help revenues. As opportunities arise, sign up sheets will be posted in me lobby of the gym and notices emailed. Watch for sign-up sheets in the gym lobby. Don’t be caught short, volunteer early.