1. CONTEXT AND BEST PRACTICE
It is in every non-profit’s best interest to engage in practices that raise the bar on accountability and inspire donors’ trust and confidence. Transparency about financial health, use of donated funds, and sources of funding helps to inspire confidence with donors as well as board members and staff.
All tax-exempt organisations must make certain documents, such as their application for exemption and their audit financial statements, available for public inspection.
2. STATUTORY VEHICLE
2.1. The statutory vehicle for all fundraising will be SNAP Support Section 21 (Reg.No. 2007/000028/08) registered as a Public Benefit Organisation (PBO 930035281) and Non-Profit Organisation (NPO 064-696-NPO).
2.2. The funds raised will benefit both SNAP Education and SNAP Academy. The Directors represented on this non-profit board fairly represent both the interests of SNAP Education (Reg. No. 2010/003266/08) and SNAP Academy, a division of SNAP Education.
2.3. The above excludes any cash or EFT donations deposited directly into SNAP Academy’s or SNAP Education’s bank account for the sole benefit of children registered on the program.
The official duly appointed fundraisers for SNAP Education and Academy for the current year are EB Consulting. This will be reviewed on an annual basis.
4. FUNDRAISING MECHANISMS
Funds will be raised by the duly appointed fundraisers via various mechanisms. These include:
4.1.1. The events are planned and executed by SNAP Support and the duly appointed fundraiser is represented on this board as an impartial party who delivers services towards successful execution of the above events.
4.1.2. In the case of events it is important that all events for the year be booked as part of the SNAP annual calendar and information sent to EB Consulting for loading on the organisations website and social media pages.
4.1.3. Letters to the parents will be sent from SNAP Support to inform them of these events on a quarterly basis.
4.1.4. Generally the annual events include:
18.104.22.168. SNAP Gala Fundraiser in April / May
22.214.171.124. SNAP Ladies Tea in June/July
126.96.36.199. SNAP Dance in September
188.8.131.52. SNAP Wine Auction
184.108.40.206. SNAP Walk and other ad hoc awareness events
These involve applications made to the Corporate Social Investment departments of large organisations and will be made in the name of SNAP Education, of which SNAP Academy is a subsidiary, as this Section 21 company will be able to provide the operational budgets and project detail for which said donated monies will be utilised, subject to the company policy.
4.3. Awareness Projects
Certain awareness projects are also undertaken during the year to raise awareness about autism and special needs. Examples of these projects include Water sales, Want ons Kan Concert etc.
5. PROCEDURES FOR FUNDRAISING
5.1. Funds shall be solicited in a respectful manner and without pressure.
5.2. All third parties, not duly appointed as directors of SNAP Support, who wish to solicit funds on behalf of the organisation (SNAP Education and/or SNAP Academy) or a specific child must acquire written permission from the SNAP Education (Managing Director) and/or the Chairperson of the SNAP Academy governing body, prior to beginning any fundraising activities.
5.3. Any written or visual communication or documentation (including letters) to be sent out on behalf of a specific child should be approved by EB Consulting (duly appointed fundraiser) and signed off by a director of SNAP Support.
5.4. In the case of an event, a budget needs to be submitted for approval to SNAP Support prior to any expenses being undertaken.
5.5. A bank reconciliation is due within 30 days after the completion of the event, unless a reason for any delay is communicated in writing to the duly appointed bookkeeper.
5.6. No cash will be accepted and funds should be paid into the SNAP Support Bank Account, ABSA Bank, Acc. 9209 260 329.
5.7. Donor designated restrictions on contributions shall be honoured.
5.8. Contributions made to SNAP Support are tax deductible to the fullest extent of the law. Written tax receipts for donations reflecting in the SNAP Support bank account, shall be issued upon request.
5.9. For any donations reflecting in the SNAP Support bank account, official tax rebate receipts may be issued by the duly appointed fundraiser from the official tax receipt book of SNAP Support and should be signed by the Managing Director of SNAP. These receipts will only be issued upon written request and should contain the name of the donor, physical address, date of donation and purpose of donation.
5.10. For any donations deposited into the bank account of SNAP Education the tax receipt will be issued by SNAP Education from the official tax receipt book of SNAP Education and signed by the Managing Director.
5.11. Both these tax receipt books are submitted to the appointed auditor for auditing purposes on a yearly basis.
6.1. Both SNAP Education and SNAP Academy should submit a budget towards the end of each year in order for SNAP Support to do their planning for funds required for the following year.
6.2. The beneficiaries of SNAP Support funds will always be SNAP Education and SNAP Academy and the amounts transferable to each entity will be dependent on the funds raised and needs of the entity at the specific point in time as decided by the SNAP Education directors or SNAP Governing Body Members.
6.3. A 50 / 50 split is not advised as SNAP Education might have a larger or specific funding need at a certain point in time than SNAP Academy and vice versa.
7. PROCEDURE WHEN REQUESTING FUNDS
7.1. Requests for funding by either SNAP Education or SNAP Academy should be made to the SNAP Support board, which convene on a monthly basis.
7.2. At this meeting a decision will be ratified and minuted to transfer the required funds to the nominated beneficiaries’ bank account. The minutes are available at the offices of the duly appointed fundraiser, currently being EB Consulting (7 Slanghoek, Welgevonden Estate, Durbanville) for scrutiny by any member of the public.
7.3. The minutes of the meeting will be sent to the bookkeeper who will transfer the funds into the nominated bank account.
DULY APPROVED BY SNAP EDUCATION DIRECTORS:
A VAN RIJSWIJK
DULY APPROVED BY SNAP ACADEMY GOVERNING BODY:
DR P ROELOFSE
G VAN GAALEN
J DE VILLIERS
A VAN RIJSWIJK
S SMIT (Bursary Committee)
N TOFFAR (Bursary Committee)
E BRINK (Bursary Committee)