Spring Grove Music Boosters Fundraising Policy
Voted & Approved October 1, 2007

The Spring Grove Music Boosters (SGMB) will assist in supporting the financial needs of the "instrumental and/or vocal ensemble" programs (music programs) at the Spring Grove Area Middle School and the Spring Grove Area High School (MS and HS) through fund-raising programs. Our purpose for supporting these programs will be to enable and encourage students to participate in music activities and further develop and expand their musical talents and experiences during their 7^th through 12^th grade school years.

The SGMB will be the custodians of all funds raised and, as such, will determine the purpose for each fund-raiser.

Each MS and HS student in any of the music programs will have the opportunity to raise money through SGMB-sponsored fund-raisers. Students are encouraged to participate in ALL fund-raisers, since all fund-raisers directly impact and support the music programs at the MS and HS.

In addition to being able to help raise funds for general, need specific, and scholarship funds, each student will be given the opportunity to raise funds to assist them with their own musical and educational needs during their MS and HS years. Select fund-raisers will be designated as student assistance, and a portion of the proceeds will be made available for students to use during their MS and HS years based on individual fundraising efforts. STUDENTS are encouraged to SPEND the portion set aside for them rather than save it. There are many opportunities to which a student can use the money they have earned that will help to offset costs a student might incur as a member of any music program. Student assistance funds may be used for the following purposes.

• Cost of a music related trip.
• Reimbursement of meals on a music related trip; receipts will be required.
• Uniform or accessories which are required for a particular music group. (for example, Expressions suits & dresses, band t-shirts, gloves, shoes, guard uniforms, etc)
• Varsity jackets and class rings
• Instrument rental or purchase
• Repair/maintenance of a personal musical instrument. (to include case, portable music stand, mutes, straps, resin, reeds, strings, periodic cleaning, tuning, etc)
• Private music/voice lessons
• Music/voice competitions (to include fees for an accompanist, registration, travel, etc)
• Music required for district events
• Music related camps
• Yearbook
• SAT, AP, ACT tests
• College applications
• Graduation announcements
• Gap and gown

At the end of their senior year, a student may transfer the funds remaining in their account to a sibling in music programs at the MS and HS or, elect to donate these fund to the SGMB general or scholarship fund. All funds remaining in a students account after graduation will be transferred to the SGMB scholarship fund.

Student Withdrawal Procedure

Students may withdraw money by completing the student withdrawal form, including the reason for the withdrawal, signed by the parent, and submitted to the band or choral director along with the receipt or a copy of the invoice to be paid directly to the vendor. The directors will forward the withdrawal form to the music boosters for processing. A check will be made payable to the person designated on the withdrawal form and mailed to the address provided. Sample withdrawal forms are attached. Additional forms are available from the music directors or music boosters.

1. All expenses must have occurred during the school year in which a withdrawal is being requested. Expenses occurring during the summer months will be considered part of the following school year.
2. All requests must be received in timely manner.

If funds are needed in advance of a purchase, please allow at least one week for your request to be processed.

Reimbursements for items not on the list must be submitted to the SGMB Executive Board for approval.

Funds in the student assistance accounts will be updated monthly. A list will be available for review at each month’s booster meeting. In addition, an up-to-date accounting can be obtained by emailing the SGMB Ways and Means committee; contact information can be found at www.sgasd.org, click on the school-related groups then click on Music Booster club.

 
SCHOLARSHIP ELIGIBILITY

Students wishing to qualify for SGMB scholarships must participate in a total of eight (8) fund-raisers that are designated student assistance during their 9^th through12^th grade school years. All fund-raisers will be clearly labeled as to the purpose of the fund-raiser, i.e. general fund, specific need, scholarship, student assistance.

Fund-raiser Payments

1. ALL ORDERS MUST BE PAID IN FULL AT TIME OF PICK UP.
2. Do Not send cash; only checks or money orders are accepted.
3. Be sure to write students name and grade on check.
4. One check only please
5. Checks payable to SGMB.

*Note: If you have more than one student in music programs in the 7 through12 grades, the funds will be divided equally between the students’ accounts unless you indicate otherwise on your fund-raiser form or check.
Delinquent Payments

1. If after ten (10) days, the student has not returned the money due, a letter or phone call will be made to the parents of the student.
2. The student will not be permitted to participate in future fund-raisers until prior payment of money owed has been made.
3. The parents will be notified that the money owed will be withdrawn from the student's account.
4. The student will forfeit any distribution from the delinquent fund-raiser to their student fund.
5. The music directors and fundraising chairpersons will be given a list of students unable to participate in future fund-raisers.

Non Sufficient Funds

1. Those students who submit checks that are returned NSF will be responsible for all NSF charges from the bank
2. Those students who submit checks that are returned NSF will be restricted to money orders for all fund-raisers during the remainder of the school year in which a NSF check was received.

LEAVING THE DISTRICT

If a student leaves the school district prior to graduation they may transfer the funds remaining in their account to a sibling in the district, SGMB scholarship fund or general fund. All remaining funds will go to the scholarship fund.