1. Youth Section New procedures for fundraising and requesting funds

2. Organising an event Approval for all events being held in the name of Dunstablians RUFC must be obtained by completing the event request form (available on the website). Event organiser to complete IN FULL the “Event Request” form and email it to the Youth Treasurer (Tricia Shaw – youthtreasurer@drufc.com ) and the Social Management Team (Sharon Mead)youthtreasurer@drufc.com Decision on approval will be emailed within 2 weeks of YT and SMT receiving the form.

3. Claiming costs Requests for reimbursement of expenses must be accompanied by receipts. Wherever possible VAT receipts should be obtained as the club can reclaim VAT. Up to a total of £20 in expenses may be taken out of funds raised on the day. These must be detailed on the Feedback form with receipts attached. After the first £20, all expenses must be claimed via a “Payment Request” form. Such expenses should have been pre-advised via the “Event Request” form. The form is to be completed and left at the bar (with receipts) for Tricia Shaw to sign and then pass on to Kate Bourne. Please email Tricia so that she is aware. Payments can be made by bank transfer, cheque or, if under £20, in cash. If a float is required this should be requested in the same way.

4. Paying-in funds raised All money raised must be paid in via the bar, at an HSBC branch or by bank transfer. Whichever method you choose you will need to complete a “Paying-in” form. The top of the form will be kept by the club, the bottom half by the fundraiser. If paying-in via the bar, the form should be signed by both parties (i.e. fundraiser and bar staff). Money should be counted by both parties before signing. If paying in at the branch /by bank transfer please attach a print out of the confirmation or the stamped paying-in slip to the “Paying-in” Form. The bank details are on the “Paying-in” form. 7.5% of the net funds raised will be paid to the club to help towards the ongoing costs. (e.g. utilities bills, paid staff, grounds and building maintenance, office supplies etc). The club is grateful for the contribution without which it would be difficult to function. 30% of the net funds raised will go into the youth fund.

5. Feedback After the event has been completed and all monies sorted, a feedback form should be completed and emailed to: youthtreasurer@drufc.com youthtreasurer@drufc.com

6. Purchase Requests If you wish to purchase something for your section, please complete the “purchase request” form before committing to any personal expense. Email the completed form to Jon White and Tricia Shaw. Jon White will reply by email (ccd to Tricia Shaw). When purchase has been made you will need to complete a “payment request” form accompanied by either the receipt or the invoice if the club is to pay the company directly.

7. Collection of Subs Age groups may wish to collect subs towards costs associated with matches (e.g. washing kit, refreshments). Subs may only be collected on match days. Subs are voluntary. Maximum of £1 per player may be collected. Remaining funds must be paid-in asap after the match day. All Team managers will need to complete the “Subs Intentions of Collection” form at the beginning of the season (and another form if/when collection of subs changes). At the end of each month the “Subs Collection” form will need to be completed and emailed to the Youth Treasurer.