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By Law:

Individual Team Fundraising

Last reviewed: 31 October 2025

Enacted: March 2025 · In effect from: 1 March 2025

1. Purpose

This bylaw establishes the guidelines for individual team fundraising within Robina Raptors Junior Rugby League Football Club Inc (RRJRLFC) to ensure fairness, transparency, and alignment with the club’s values, policies, and overall financial management.

2. Approval Process

  1. Any fundraising initiative undertaken by an individual team must receive prior approval from the Club Committee.
  2. A written request outlining the proposed fundraising activity, objectives, intended use of funds, and any potential impact on club operations must be submitted to the Club Committee at least 30 days before the intended start date.
  3. The Club Committee reserves the right to approve, modify, or reject any fundraising proposals based on alignment with the club’s interests and policies.
  4. Where possible the club will provide electronic means for teams to manage their fundraising activities, that the management committee has full oversight and control over; this is to maintain transparency across the fundraising processes.

3. Branding and Club Representation

  1. Teams may only use the club’s name, logo, or branding in fundraising activities with explicit written permission from the Club Committee.
  2. All promotional materials (flyers, social media posts, banners, etc.) must be submitted for review and approval before public distribution.
  3. Any unauthorized use of the club’s branding may result in disciplinary action as determined by the Club Committee.

4. Financial Transparency

  1. All funds raised must be properly accounted for and recorded. A detailed report, including total funds raised, expenses, and how the funds were used, must be submitted to the Club Treasurer within 7 days of the conclusion of the fundraising activity.
  2. The club has a dedicated fundraising bank account where all fundraising monies will be held in escrow.
  3. Overheads, including transaction fees passed on by payment providers, will be deducted from the overall profits of the fundraising effort.
  4. Fundraising proceeds must be used for the benefit of the team in line with the approved proposal and cannot be used for personal gain.
  5. Fundraising takings may be subject to GST, and teams must factor this into their budgeting and reporting.
  6. Non-cash payments must be undertaken using only the Club’s own merchant facilities, either using our Square payments system, or online using either our Square or Stripe merchant facilities. A dedicated payments page can be set up if required.
  7. The team will be entitled to the profits, less all expenses, and a small management committee fee (between 5 and 10% — to cover the cost of administration and other consumables). The management committee fee will be disclosed as part of the application and approvals process, and will vary depending on the complexity of the request.
  8. The management committee reserves the right to charge a higher fee if there is deemed a greater amount of due diligence, administration or risk.

5. Parental Responsibility

  1. Parents are encouraged to assist in fundraising efforts to ensure the success of the initiative.

  2. It is within the rights of the team staff to withhold the benefits of the proceeds of the fundraising efforts from parents who do not contribute.

    For example: If a team is fundraising for a specific item, such as a branded jacket for each of its 20 team members, and the jackets cost $90 each, only the parents who actively participate in fundraising will receive the item for free if enough funds are raised.

  3. Parents who do not participate in fundraising will have the option to purchase the item at either full price or a pro-rated price, at the discretion of the club and team.

  4. If multiple fundraising endeavours are undertaken to raise funds for a specific end goal, and parents contribute to some of the endeavours, then, at the discretion of the team managers, under guidance of the club, pro-rated benefits should be applied to given team members, with the parents then able to pay for the remaining balance. If a parent chooses not to pay for the remaining balance, the pro-rated amount they did raise is forfeit, and shared amongst the team. At all times, the team and committee will take family circumstances into consideration, however any decisions made need to be fair, equitable, transparent and applied to all.

    For example: If a team is fundraising for a specific event, such as an end of season party, and the forecasted cost is $300 each, and the team conducts a raffle that all 20 parents help and they raise $2000, then each parent has earned a discount of $100. If then the team conducts another fundraising endeavour and only half the parents actively participate and that endeavour raises $2000, then the 10 players in question receive a discount of another $200 per player, effectively making the event free for those 10 players. The remaining 10 players would be required to pay the difference, in this case $200 per player. If 5 of those parents choose to NOT pay the difference, then their child is not entitled to participate, and the 5 × $100 they did assist in raising will remain in escrow. The team managers and club management committee will come up with an endorsed plan as to how those funds will be spent.

6. Compliance and Conduct

  1. Fundraising activities must comply with local laws, regulations, and club policies.
  2. No fundraising activities may conflict with club-wide sponsorship agreements or negatively impact the club’s reputation.
  3. Teams must ensure fair and inclusive fundraising efforts, avoiding undue pressure on players, parents, or supporters.
  4. Prize Appropriation. In the case where the fundraising activity rewards one or more prizes, for example a raffle, the prizes must be approved by the management committee, and the prize procured and in the club’s possession prior to commencement of the fundraiser; or in the case of a large prize, a contract entered into between RRJRLFC Inc and the provider of the prize.
  5. Prize draws, where required, will take place at the clubhouse, under the supervision of the management committee, wherever possible using an electronic random number generator, or other approved device or mechanism. All prize draws over $100 in value will also be recorded on video for transparency.

7. Disciplinary Action

  1. Any team or individual found to be in breach of this bylaw may be subject to disciplinary action, including but not limited to suspension of fundraising privileges, fines, or further actions as deemed necessary by the Club Committee.
  2. If financial misconduct is identified, the club may take legal action where appropriate.

8. Amendments

This bylaw may be amended by the Club Committee as needed to ensure effective governance and compliance with evolving club policies and external regulations.