2018 Community Foundation Run
Eligibility to Participate Qualifying organizations must be one of the following: o 501 (c) (3) Nonprofit Organization in or primarily serving Gaston County o Agency or special project fund of the Community Foundation – with Foundation approval o Program of a registered 501 (c) (3) – with written approval from sponsoring organization o Gaston County Public Schools – with written approval from school Principal. o Gaston County Charter Schools – with written approval from school Principal. o Local government entity – programs within the purview of town, county or federal government agencies submitting a separate Nonprofit Agreement form. o Faith based organization – demonstrating that all funds (donations and match) will be used for non-denominational public outreach in Gaston County.
Application/Nonprofit Agreement o NEW THIS YEAR : Online Application • Smarter Select • Link to the online application will be sent via email using the email address you’ve provided today • Only applications submitted online will be considered o Application/Agreement must be completed and submitted online by Midnight on Thursday, November 16, 2017 o Application/Agreement will be reviewed and eligibility determined by Review Committee established by the Community Foundation o A confirmation email will be sent to the eligible and ineligible organizations on or before December 29, 2017 o To guarantee you receive email notifications regarding the Run add ewiggins@cfgaston.org to your email contacts
Participation Requirements o Volunteer assistance is essential to planning, organizing and staging the Run so each organization is required to have at least one volunteer help with a Run Volunteer Team • Volunteer sign up will be online and the link will be sent out at the end of December in the acceptance email to participating nonprofits • Organizations will have from January 1 st -January 31 st to sign up their volunteer o Each organization is required to pick up and distribute 3 Community Foundation Run posters (available February 1 st ) o Each organization is required to have at least one walker or runner participate in the Run • All runners and walkers must register to participate in the Community Foundation Run • Participants must register individually using an ENTRY FORM; no group registrations
Race Registration o Race registration will open on February 1 st o Participants are encouraged to pre-register and do so early o 5K Run Registration: • Early bird registration ONLINE is $20 and $25 by check (until March 31 st ) • After March 31 st , registration is $30 online and by check. • Day of race registration is $35 o 2K Walk Registration: • Early bird registration is $10 (until March 31st) • After March 31st, registration is $15 • Day of walk registration is $20 o Both the 5K Run and the 2K walk registrations include a T-shirt while supplies last o New, certified 5K course
Donor/Entry Forms o Each organization is responsible for picking up donor/entry forms from the Foundation (available February 1 st ) o Once available, additional donor/entry forms may be printed from www.cfgaston.org/Run o Completed forms must be submitted to the Community Foundation in person or by mail (NO CASH) o Donor/Entry forms are required for: o Making a donation to the Match fund or to a participating nonprofit o Participating in the Run/Walk o In February, Donor/Entry forms will be sent via mass mailing to past Run contributors. To avoid overlap, do not send out forms to your past donors
The Match Fund o Matching Funds are distributed equally to all of the participating non-profits o Donations to the Match Fund support EACH organization o The Match percentage • Percentage depends on the ratio of the total amount raised through the Match Fund compared to the amount of eligible donor contributions • 34% match percentage in 2017 o The Cap • Eligible contributions matched up to $10,000 raised by a single organization • Affiliation programs must participate under the same, single shared $10,000 cap (determined by whose name is on the tax ID letter) • Gaston County Public Schools must participate under the same, single shared $15,000 cap • Gaston County Charter Schools must participate under the same, single shared $15,000 cap • Above the $10,000 cap, organizations will receive 100% of the contributions unmatched
Use of Funds o Restricted to local use only o Must be used within 6 months except for endowment funds within the Foundation o Excludes religious activities, political organizations/campaigns, tickets for benefits, solicitations or lobbying o Support existing or new programs
Contributions: General Guidelines o All gifts must be made payable directly to the Community Foundation by check, cashiers check or money order; credit card donations can be made online o No cash donations. If donors do not have access to checking accounts please contact the Community Foundation and we will work to assist you o Donations MAY NOT result from fundraising events or pooling contributions o Only gifts received by the Foundation from February 1, 2018 to April 20, 2018 will be eligible for matching funds o No goods or services can be exchanged for a Run 2018 contribution
Contributions: General Guidelines (cont.) o Contributions should be sent to the Community Foundation promptly. Donations must not be brought in or mailed as a group. o Donor contributions may not be processed through a beneficiary or other individual. One may not collect several contributions and write a single check to the Foundation. o The Community Foundation will acknowledge all contributions $250 and over with a tax receipt letter. Organizations are encouraged to acknowledge donors in the form of a thank you letter. o Door to door solicitations are strongly discouraged, particularly by unsupervised youth. o Participating agencies cannot make contributions for their own benefit.
Keeping Track of Contributions o Each organization will have an online login • If your organization is new, the login information will be created after the 1 st donation is received • If your organization has participated before, the login information is the same as last year o The online profile provides name, address, amount donated • Gives option to export list of donors • Foundation does not save donor list from year to year. The 2017 online list will be deleted in January – Please save your list! o Online donations can take up to 1 month to process • Donations do not automatically update • Donations are updated once per week
Eligible Contributions o Checks/Money Orders/Cashier Checks (CASH NOT ACCEPTED) • Made payable to the Community Foundation of Gaston County with a Donor form • Sent directly to the Foundation • Gifts received after April 20, 2018 will not be eligible for matching funds • Donors contributing to multiple organizations and/or the match fund should complete a single donor form and write a single check o Credit Cards accepted online • www.cfgaston.org, DONATE NOW o Employer Matching Gifts Programs • The matching portion paperwork from employers must be received by the Foundation prior to April 20 th in order to qualify
Ineligible Contributions o Cash : No cash will be accepted by the Community Foundation o Pledge Payments • Gifts for Run 2017 cannot be made in fulfillment of a pledge agreement. • United Way pledges are not eligible o Event Proceeds • Funds raised by raffles, drawings, auctions, dinners or other events are ineligible • Organizations must communicate this to potential donors. o Sponsorships, Fees and Membership Dues • Golf tournaments, concerts, media events are not eligible. • Participation, team, event, uniform or any other type of fee is not permitted • No membership privileges may be provided by an organization for Run contributions. • Participating agencies cannot make contributions for their own benefit.
Nonprofit Agreement Packet Checklist o Organization’s online application MUST INCLUDE the following: • Organization’s mission • 2017 use of funds statement • 501 (c) (3) letter for your organization or from sponsoring organization • Board of Directors List • Most recent tax return Form 990 or Form 990Z. If 990n epostcard is filed a budget MUST accompany. If local chapter of national organization, must include a local budget. o COMPLETED packets must be submitted online by November 16, 2017 at midnight • Printed applications will not be accepted o Failure to provide necessary documents will result in ineligibility to participate.
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