Governance & Forms

Policies

This form is used to submit requests related to committee budgets, expense reimbursements, student scholarships, student fundraising, and transfers of fundraising funds.

All submissions will be reviewed by the appropriate committee. Supporting documentation (such as receipts or invoices, ) may be required.

Reimbursement

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 Board approval.
All expenses for an event should be estimated in advance.

Committee Budget Adjustment Requests

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.

Expense Reimbursement

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.

Scholarship Request

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

Submit Waconia Band Boosters, Inc. Scholarship Request (linked above)

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)

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.

Response

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

Student Fundraising Payment Requests

A Student and their family should be prepared for several expenses related to band over time. However, each Student is strongly encouraged to earn money to pay for their student band experience through Waconia Band Boosters, Inc. fundraisers. All money earned is kept in Fundraising Account managed by the Waconia Band Boosters, Inc. Taking on this responsibility is an integral part of the Band program and should be supported by the student’s family.

Examples of expenses that a Student can expect over time include the following:

Allowed Uses

Tuition: Additional band opportunities often require extra fees.
Supplies: Students may use funds for reeds, oil, mouthpieces, etc. (bulk orders available each trimester).
Repairs: Fundraised dollars can cover instrument repairs.
School trips (via transfer to the district account)

Distribution of Funds

Students and families must request fund distribution by completing the form linked above at designated times throughout the year:

At the beginning of each trimester
At fundraiser usage deadlines set by the school district (for jazz and marching band)

Transfers and Restrictions:

The treasurer may transfer funds to cover eligible student expenses.
Fundraising funds may not be used for adult expenses.
Fundraising funds dedicated to specific events cannot be transferred to other uses.
Families must ensure their fundraising accounts have sufficient funds before participating in any events.

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