Governance & Forms

Committee Budget Compliance

Committees are expected to remain within their approved budgets and work closely with the Treasurer to ensure compliance with all financial policies.

If a committee anticipates exceeding its budget, it must:

• Discuss the overage with the Executive Board at the next regular meeting, which must be documented in the meeting minutes, or

• Obtain prior approval for the overage by completing the request form and submitting any required supporting documents.

Committees should remain mindful of the overall Waconia Band Boosters, Inc. budget when considering additional expenditures. All approved overages must be reported to the Executive Board at the next scheduled meeting and documented either in the meeting minutes or electronically.

Reimbursement

Members may be reimbursed for reasonable, documented expenses incurred on behalf of the organization when such expenses are pre-approved by the Executive Board.

• Purchases within the budget made will be reimbursed only for the exact amount verified by a receipt.

• Reimbursements require receipts submitted within 30 days; exceptions require Executive Board approval.

• All expenses for an event should be estimated in advance. 

Philosophy: Waconia Band Boosters, Inc. believes no student should be excluded due to financial hardship. All scholarship requests will be processed with the highest privacy possible. Requests are confidential and reviewed by the Treasurer and Band Director.

Scholarship Fund Guidelines

• Funded annually: minimum $100, max balance $1,000.

• Students are expected to participate in fundraisers to help offset financial need.

Eligibility Criteria

• Must be a current Waconia Public Schools student enrolled in the band program

• Actively participating in band and Waconia Band Boosters, Inc. events

• Regularly attends concerts and participates in fundraising

• Needs financial assistance for a Waconia Band Boosters, Inc. event/trip

Request Procedure

1. Submit Waconia Band Boosters, Inc. Scholarship Request in CutTime

• Parent completes request (separate request per event).

• Requests made at least one month in advance of the need or as soon as the need is realized

• Include: Student Name, Event, Amount Requested (usually up to 50% of cost)

2. Internal Review

• Treasurer and Band Director evaluate the request privately - and no one else. This group will determine if or how much of the request can be honored based on need and the current balance of the Scholarship. 

3. Response

• Final determination and notification will be sent directly to the parent by the Band Director or Treasurer .

Fundraising Payment Requests

Students and families are encouraged to participate in fundraising to help offset the costs associated with band participation. These efforts promote responsibility, teamwork, and community engagement.

Student Fundraising are liabilities held by Waconia Band Boosters, Inc. on behalf of registered students. 

Account Management:

• Funds raised by or on behalf of a student are recorded in a Fundraising Account maintained by the Treasurer.

• These balances are liabilities of the organization, not personal assets of the student.

• The Treasurer has authority to transfer funds only within eligible accounts to cover trip or event deficits.

• Balances are viewable on the CutTime website.

• Negative balances may prevent participation in fee-based events unless financial assistance is granted under the Scholarship Policy.

Permitted Uses of Fundraised Funds:

Fundraised money may be used for the following band-related purpose only:

• Registration or Tuition: for approved band programs or activities

• Band Supplies: such as reeds, valve oil, accessories, mouthpieces, etc. Details are provided by the Band Director.

• Instrument Repair: as coordinated by the Band Director

• Band Trips: including travel costs, lodging, and related expenses.

Prohibited Uses:

• Funds may not be used for adult expenses or non-band-related expenses.

• Funds designated to specific purposes may not be transferred to other uses.

• No portion of fundraised money may be refunded directly to a student or families. Doing so would violate IRS restrictions on private benefit and endanger the Waconia Band Boosters, Inc.’s tax-exempt status.

Distribution of Funds:

Students and families must complete a Student Funds Request Form in CutTime to apply fundraised balances to eligible expenses. Please contact the Band Director or Treasurer to request the form.

Requests are accepted:

• At the beginning of each trimester

• At fundraiser usage deadlines set by the school district

• Once at the end of the academic year

The Treasurer reviews and processes requests in accordance with event deadlines and available balances.