Policy Regarding Fund Raising at HillTop Farm

The question has arisen as to what is an acceptable fund raiser for a team to run at the location of Hilltop Farm. Policy is set forth with these guidelines.

  1. Any fund raiser set up at the Farm shall be passive rather than proactive. That is to say, a table or booth can be set up which players and parents can approach and view but no person staffing the fund raiser activity shall actively pursue sales by walking around the fields. 
     
  2. Any item to be sold at the Farm must have prior approval by the WMU Board of Directors.  In order to obtain approval the travel team representative should complete the Request Form to Sell Products at Hilltop Farm and present the form and item to the Board of Directors at either their monthly meeting or the monthly WMU General meeting. This approval will require advance planning since each of these groups meets only once a month. If a travel team wants to sell an item in October they must approach the Board of Directors by one of the September meetings or before to present their proposal and obtain approval. The WMU General meeting is the first Wednesday of every month. The WMU Board of Directors meeting is the Monday of the week prior to the WMU General meeting. To present at a general meeting just show up at the meeting and inform the person running the meeting (usually the president) you have an item to present. To present at a board meeting contact a Board of Directors member prior to the meeting to find out the meeting time and location. Board of Directors’ names and contact information are located on the WMU website.
     
  3. Once a team or individual has received approval to sell an item at the Farm the following conditions apply.
    1. Approval is valid for one year.  In order to gain approval for a subsequent year, submit a new request form by email. 
    2. The team or individual can sell the approved item at all game days and WMU tournament days for the duration of the approval period.
    3. The approval to sell this item applies only to the team or individual requesting the approval.  If another team or individual wants to sell the same item or any other item they must submit their own Request Form.  
       
  4. The Request Form must state the percentage of sales which will be paid to the WMU club. The minimum is 10% but if your product is a service you may propose a dollar amount. 
     
  5. Items which are not food, clothing or services must be charged the 6% Pennsylvania State Sales Tax. If the team has purchased a product and is reselling it you must collect and report the sales tax collected. If the product is being sold by someone who is set up as a company and can collect and report the sales tax themselves you can report that information on the Request form. The Board of Directors will submit your sales tax payments to the state but you must submit what you collected to us. On a monthly basis submit a check and the PA Sales Tax Statement to WMU Board form (see blank form attached). 

Contact any Board of Directors member with questions regarding this policy.