12. FUND RAISING & CHARITY PROJECTS:
12.1. Definition:
Fund Raising activities are defined as any activity organized by any group affiliated to OLOG to raise funds either for the Church (e.g. Community Centre, Feast Day expenses etc) or for approved activities (e.g. formations). Fund Raising activities should not be held to fund ‘personal’ activities (e.g. pilgrimage).
12.2. Organising for Single Event Fund Raising Projects:
12.2.1. All Fund raising activities must first be approved by the Parish Priest (PP) at least one week prior to the activity.
12.2.2. Person-in-charge (PIC) of the activity must complete the ‘Requisition for Fund Raising’ (RFR) form for submission to the Parish office at least 10 days before the occurrence of an event.
12.2.3. Parish Administrator (PA) will submit, within three (3) days, the requisition to the PP for his consideration and approval.
12.2.4. If a request is approved, the PA has to immediately notify the PIC and at the same time forward a copy of the RFR to PFC for notification.
12.2.5. If a request is rejected by the PP, the PA must notify the PIC immediately giving reason(s) for the rejection.
12.2.6. Prior to an event taking place, an Event Form will be handed to the PIC to complete the required information and details. The completed form has to be handed in to the PA within one week following the event.
12.2.7. The Event Form is used for the compilation of accounts for the respective event. The completed Event Form has to be submitted together with original receipts of expenditure of the fund raising event and the net cash collected (less expenditure of the fund raising event only).
12.2.8. Expenditure of the actual event must not be deducted from the collections of fund raising event. Such expenditure will be paid by the Church after receipt of Purchase Orders or original receipts.
12.2.9. Upon submission of the Event Form and cash from the PIC, the PA will acknowledge receipt of such cash by signing and dating on the Event Form. Thereafter, a copy of the Event Form should be returned to PIC for record purposes. If acknowledgement is not given by the PA, the PIC must immediately approach the PA because an acknowledgement provides evidence of receipt of cash. The PA must deposit the cash received into the respective bank accounts currently maintained by the Parish (Acc 2 for Community Centre and Acc1 for all others).
12.3. Long Term Projects for Fund Raising:
12.3.1. Obtain approval from PP and PFC using the Event Requisition form.
12.3.2. Once approval is obtained, to begin purchase of items (expenditure) required for the fund raising.
12.3.3. Payment will be made directly out of the Church account (Acc 2 for Community Centre and Acc1 for all others) after receipt of Purchase Orders or original receipts.
12.3.4. All payments will be made directly to suppliers of the items only and not to any individual who is involved in the fund raising.
12.3.5. All collections from the sale of the items must be handed over to the PA to be deposited into the respective Church accounts as mentioned above within a week of receiving the cash/cheque.
12.3.6. No individual should be in possession of any fund raising money for more than one week of receipt of the funds.