Penfield Fusion Board

Members of the Penfield Fusion Soccer Club Board of Directors and coaches have an obligation to conduct business in a manner that avoids actual or potential conflicts of interest in financial transactions. An actual or potential conflict of interest occurs when a board member or coach is in a position to influence a decision that may result in a personal or professional gain for the board member or coach, or for a relative related by blood or by marriage (or for a person whose relationship with the board member or coach is similar to that of persons related by blood or by marriage), as a result of Fusion board activity. The mere existence of a relationship with a business with whom the board has dealings, or any other facts that give rise to a conflict of interest as defined above, does not necessarily constitute a violation of this policy. However, if a board member or coach has any influence on the transaction involving Fusion purchases, contracts, leases, or any other circumstances involving a conflict of interest, it is imperative that the board member or coach: Disclose to the board as soon as possible the existence of any actual or potential conflict of interest; and agree to take steps to resolve or avoid the conflict, including refraining from participating in board discussions and votes regarding the business transaction. 

Penfield Fusion Soccer Club is a 501(c)(3) charitable organization.

The mission of the Penfield Fusion Soccer Club is to develop soccer players aged 7-19 years old, who demonstrate the enthusiasm, commitment and potential to play soccer at an advanced level. We emphasize developing players in a way that promotes fundamental soccer skill development, character development, teamwork, and good sportsmanship. Team funds are used to support the mission of the club. Questions regarding this policy should be directed to the Club Treasurer.

Description of Team Funds

Team funds are split into three categories:

1) Referee Fees – The Club provides teams with money to cover the referee fees for eachRDYSL home game. The amount is determined by RDYSL each season.

2) Club Funds – The Club will reimburse teams for additional soccer activities, as outlinedin the sections below, up to a set dollar amount. The dollar limit for the season for each age bracket will be approved at the November board meeting.

3) Team Fundraising – Individual teams can engage in fundraising to offset costs for additional soccer activities.

Allowable Uses

Generally, team funds should advance soccer activities for all members of the team.

Allowable uses of team funds include:

● tournament fees

● league fees

● extra field time

● extra training sessions

The expectation is that each team should attend at least one tournament during the outdoor season as they provide a unique competition environment and team building experience.

Distribution

Referee funds will be sent to team managers by March 1st or once RDYSL confirms the current season fees. If a team has not identified a manager, the referee funds will be held until the position is filled.

Team funds will be disbursed in one of two ways:

1) Managers submit an estimate for allowable activities the team intends to participate in for the upcoming season. The Treasurer will issue a check for the amount indicated up to the dollar limit established for the current season. Managers will submit receipts after registration and prior to the completion of the season in August to complete the documentation.

2) Managers can submit receipts for allowable activities for reimbursement up to the maximum dollar limit established for the current season. Teams who do not submit complete documentation for the estimated expenses by the end of the season will be ineligible for submitting estimated expenses in the following season.

Team Fundraising

Teams can engage in fundraising to offset costs of additional tournaments and other soccer related activities that will be engaged. Any team fundraising activity should explicitly state that the funds are to support the team and not the club.

The club cannot provide receipts for tax write offs to business and individuals who donate to team fundraisers. Leftover money from fundraising activities at the end of the season will continue with the team into the next season. Players that move to new teams shall have their portion of the leftover funds follow to their new team.

Management of Team Funds

It is up to the team manager/treasurer how to manage/hold team funds. The following are acceptable options:

1) Set up a sub account or separate team account at their bank

2) Use their personal account

3) Manage team funds via Venmo, PayPal, etc.

In all cases where payments are made to the Manager be sure to keep detailed records

● Use a spreadsheet to track all payments and expenses.

● Balance the account on a monthly basis.

● Keep all receipts/records.

Annual Policy Review

This policy shall be reviewed by the Board of Directors annually. The version approved at the November board meeting governs the following season.