As one of East Surrey’s largest providers of community services, YMCA East Surrey is proud of the high regard in which it is held by both the recipients of its programmes and its supporters. This policy is intended to provide managers, fundraisers and supporters with principles and guidelines for raising money from all sources.
In light of recent media criticisms of aggressive and pestering charity fundraising, we would like to reassure all our current and potential supporters and donors of YMCA East Surrey that we are an ethically-based organisation, founded on Christian values. As such, we are mindful of the sensitivities around fundraising and work in a fully responsible and transparent way to raise charitable monies for our many beneficiaries.
We would like to thank you for the funds you have, or are considering, donating and would be more than happy to answer any concerns you may have. Our current fundraising project is for an Inclusive Sports Facility at our YMCA Sports and Community Centre in Princes Road, Redhill. Costing £2.6 million, we are in the final stages of fundraising and your help in meeting our target will be invaluable in supporting children, young people and adults with disabilities to participate in a range of sporting activities.
This policy addresses general responsibilities in fundraising as well as specific responsibilities of fundraisers and donors, and as related to the use of and accountability of funds.
YMCA East Surrey shall ensure that:
- All Board members, managers, staff and volunteers carrying out fundraising activity are expected to act with fairness, honesty integrity and openness.
- Fundraisers comply, in all of their activities with YMCA East Surrey’s aims and purposes, practices, and applicable laws and regulations.
- Fundraisers hold themselves accountable to those from whom funds are received. They do not use messages or illustrations that make use of human misery or in any way compromise the dignity of any human being.
- Fundraisers shall not exploit their position for personal gain. They shall accept compensation by salary or set fee only.
- Fundraisers shall adhere to all policies and procedures laid down by senior management and the Board of management. Above all else, donors have the right to obtain complete and timely information on how their funds are used.
- All funds raised will be used for the purpose for which they were raised, and within a reasonable timeframe.
- Fundraising costs shall at all times be held to a percentage of revenue which is generally acceptable within the fundraising profession and by the public. There shall be a proper balance between costs, revenue and quality.
- Publicity and promotional activities are to be truthful and non-deceptive.
- Personal information provided to YMCA East Surrey will be kept confidential and will not be sold, rented, or given to anyone without consent.
- No cold calling or door to door solicitation of the public is allowed.
- All fundraising activities are to be approved by the CEO or Board of Management and accurate records of all donations, grant applications and funding bids are to be collected and stored by the YMCA Fundraiser.
- All printed materials used for fundraising must be reviewed and approved by the Chief Executive prior to being published to generate funds or promote an event.
- The Chief Executive, after approval, must be involved in and aware of the event with a face-to-face meeting and letter of agreement or contract.
- The Chief Executive and Finance Manager shall be given full access to the revenue/expenses of the event. The Chief Executive must also approve any sponsorship request.
- A recognised accounting method shall be used to track and control donations. Accurate and timely reports shall be available to the public, including the amounts raised, how it was spent, and the net proportion used for the purpose or cause.
- Funds will not be accepted from organisations or individuals where the CEO or Board of management considers there is reasonable evidence to suggest that association with the individual or organisation may lead to disrepute.
- Organisers of fundraising events will ensure that adequate risk assessments are carried out prior to the event taking place.
- Where possible all costs of Challenge events will be covered by participants to ensure that all sponsorship received will go directly to cover the charitable work of YMCA East Surrey.
- A fundraising strategy detailing fundraising needs and sources of funding to be approached will be prepared each year and included within the business plan.
This policy is applicable throughout YMCA East Surrey, to all individuals who raise funds from private, corporate, public or other sources.