Policies and Procedures

I. Mission Statement

The Coach Harvey Foundation is dedicated to upholding a tradition of excellence by providing consistent support and opportunities for young athletes. Our mission is to ensure that every athlete has access to a rewarding and affordable sports experience through fundraising and financial assistance programs.

For student-athletes pursuing higher education, the Coach Harvey Foundation also offers scholarship opportunities to help offset the financial challenges of college and university expenses.

Our foundation is committed to supporting youth participation in extracurricular sports that:

Promote overall well-being, health education, teamwork, and sportsmanship;
Foster a spirit of fellowship and community;
Strengthen communication among youth, parents, and mentors; and
Prepare our young athletes to become responsible, engaged citizens of the future.

II. Membership

Section 1. Membership Requirements

Membership in the Coach Harvey Foundation is open to athletes of all ages who are actively participating in extracurricular sports activities within Northern California or permanent residence is Northern California, as well as continuing members transitioning into higher education. All members must meet the guidelines established in these policies and procedures.

Section 2. Admission of Members

Applicants who meet the membership requirements shall be admitted by completing a membership application form and paying the required annual membership fee.

The Coach Harvey Foundation fundraising season begins on March 1st of each calendar year and ends on February 28th of the following year. Membership applications and dues must be submitted at the beginning of each fundraising season, and all fees are due in full at the time of application.

Applicants who submit the required documentation and payment, and who meet the membership requirements (see Section 1), will be accepted as members of the Coach Harvey Foundation.

Upon acceptance, each member and volunteer must complete and return the Acknowledgment of Receipt and Understanding of the current Policies and Procedures document to the Coach Harvey Foundation.

Membership, or any rights arising from it, may not be transferred or refunded under any circumstances.

Section 3. Number of Members

There shall be no limit to the number of members the Foundation may admit.

Section 4. Membership Records

The Coach Harvey Foundation shall maintain an official membership record containing the name of each member, along with the date of termination if applicable. This record shall be available for inspection by any member of the Board of Directors.

The list of members’ names and contact information constitutes the official membership list of the corporation and shall not be used, in whole or in part, by any individual for purposes unrelated to official Foundation business. The membership list may not be used for personal, commercial, or marketing purposes.

Section 5. Non-Liability of Members

Members of this corporation are not personally liable for the debts, liabilities, or obligations of the Foundation.

Section 6. Termination of Membership

(a) Grounds for Termination

Membership may be terminated for any of the following reasons:

A determination by the Board of Directors that a member has engaged in conduct materially or seriously prejudicial to the interests or purposes of the Foundation.
Failure to renew membership for a period of twelve (12) months.
Engaging in actions deemed inappropriate or detrimental to the functioning of the organization, including but not limited to:
a) Consuming alcohol at an event.
b) Stealing at an event (including theft of tip money).
c) Violating venue rules.
d) Recruiting members for non–Coach Harvey Foundation fundraising events.
e) Making disparaging remarks about other members, athletes, organizations, or gyms.
f) Fighting at an event.
g) Disrespecting venue coordinators, staff, leads, or fellow members.
h) Accumulating two (2) no-shows for scheduled events.

(b) Procedure for Termination

If a member is subject to termination under Section 6(a)(1), the following procedure shall apply:

The member shall be given the opportunity to be heard, either orally or in writing, at a hearing conducted by the Board of Directors. The notice of proposed termination shall include the date, time, and place of the hearing.
Following the hearing, the Board of Directors shall decide whether the member will be expelled, suspended, or otherwise sanctioned.
The member shall be notified in writing within seventy-two (72) hours of the Board’s decision. The decision of the Board shall be final and not subject to appeal.

Section 7. Rights upon Termination of Membership

All rights and privileges of membership in the Foundation shall cease upon termination as outlined in these policies and procedures.

III. Volunteers

The Coach Harvey Foundation and Academic Foundation Inc. does not discriminate on the basis of race, creed, color, national origin, marital status, gender, sexual orientation, or disability. Volunteers are not employees of the Foundation and will not receive personal compensation.

Section 1. Volunteer Requirements

All volunteers must:

Sign the Policies and Procedures acknowledgment form;
Successfully complete a background check or screening process; and
Complete all required training prior to participating in fundraising events.

Section 2. Admission of Volunteers

Applicants who meet the volunteer requirements shall be admitted to participate in fundraising activities on behalf of the Foundation.

Section 3. Number of Volunteers

There is no limit to the number of volunteers the Foundation may accept.

Section 4. Liability of Volunteers

Volunteers are personally responsible for any personal property loss or damages they cause while volunteering at a venue. The Foundation is not liable for such losses. All volunteers agree to hold harmless any business, company, building that The Coach Harvey Foundation may be using at the time. Volunteers acknowledge The Coach Harvey Foundation is not associated with NorCal Elite nor any other gym, program, club etc. We may use donated space from other businesses but should not interfere with their normal business activities.

Section 5. Volunteer Availability

All volunteers must register through the designated calendar system and sign up for events in which they are available to serve. Volunteers should promptly remove their names from the event schedule if they become unavailable. Volunteer participation will be based on organizational needs.

IV. Non-Compete and Confidentiality Agreement

Members and volunteers shall not, at any time or in any manner directly or indirectly divulge, disclose, or communicate any proprietary information belonging to the Coach Harvey Foundation. This includes, but is not limited to, information concerning the Foundation’s fundraising, scholarship, and sponsorship programs; members’ or volunteers’ personal data; venue contacts; and financial statements.

All such information must be treated as strictly confidential. Any member or volunteer found in violation of this policy shall be immediately terminated, and all funds raised and membership dues will be forfeited. Such funds will be transferred into the general fundraising account for use in the best interests of all members.

V. Fundraising

Fundraisers are open to all members of the Coach Harvey Foundation. The fundraising season runs from March 1st through February 28th of the following year. Members will be notified of fundraising opportunities via email and postings on the Foundation calendar at www.coachharvey.org

Venue fundraising refers to members or guardians volunteering at event venues to raise funds for athletic expenses.

Section 1. Fundraising Guidelines

To ensure fairness and equal opportunity for all members, the following rules apply:

One volunteer per paid member may participate at any venue unless additional help is needed.
Event schedules will be posted up to eight (8) weeks in advance if available to us.
Sign-ups are accepted on an as-needed basis and first come first served.
Volunteers must sign themselves up for each event.
Signing up does not guarantee selection for that event.
Confirmation emails will be sent 3–5 days before the event. Volunteers may verify their status via the online calendar.
Volunteers must arrive on time and wear proper attire: black pants, closed-toe black shoes, black polo, and/or black hat/visor (unless otherwise stated).
Cancellations must be made at least 72 hours prior to the event by calling the coordinator directly. Text or email cancellations will be treated as “no-shows.”
- Cancellations within 24 hours are subject to a $75 fee, automatically deducted from funds raised.
Four (4) cancellations will disqualify a volunteer from further participation.
Two (2) no-shows will result in disqualification for the remainder of the fundraising season.
Volunteers must complete their full shift. Leaving early or arriving late without permission may result in forfeiture of tips and a fine up to $50.
Volunteers must follow all directions from event leads or stand managers.
Consumption of alcohol or illegal substances during events is strictly prohibited.
All volunteers must complete CA-approved alcohol training (RBS/TIPS) and ServSafe certification.
Venues may require additional training or impose their own participation rules.
All tips are pooled and distributed equally among volunteers who meet all guidelines. Theft of tip money will result in termination.
Volunteers may not remove vendor property from the venue.
Cell phone use is prohibited during events, except by designated leads.
Negative or competitive remarks about other programs or nonprofits are prohibited.
Volunteers may not belong to two nonprofits operating at the same venue.
Professional conduct is required at all times.
All volunteers must participate in both setup and cleanup.
Volunteers are released only by the event lead.
No one may leave until all paperwork and financial reconciliations are complete.
Breaks (including smoke breaks) are assigned by the lead.
If a booth’s sales do not balance, the Foundation reserves the right to inspect volunteers’ belongings.
Volunteers assigned to booths with unaccounted shortages may face disciplinary action.
Two booth shortages will result in probation; a third will result in termination from the foundation.
Volunteers will be placed in stands based on organizational needs.

Section 2. Training

All volunteers must complete required training courses before participating in events. Most venues require TIPS (RBS) and ServSafe certifications.

Section 3. Dress Code

Venues may impose a $25 dress code violation fee and deny entry for noncompliance. The Foundation will also assess this fee and classify the absence as a “no-show.” The dress code is as follows:

Pants: Solid black (slacks or Dockers preferred). No jeans, sweats, or yoga pants.
Shoes: Solid black, closed-toe shoes covering the entire foot. No Uggs, heels, or flats.
Shirt: Black polo or assigned venue shirt.
Undershirt: Solid black long sleeve (if needed for warmth).
Jacket/Hoodie: Solid black only, when permitted.
Hat/Visor: solid black.
Backpacks: Not permitted. Personal items must be in a clear container; small purses only.

Approved Coach Harvey Foundation apparel is permitted unless otherwise restricted by the venue. Apparel affiliated with other gyms or teams is prohibited.

Section 4. Leads

Each venue shall have an assigned lead to serve as liaison between the Foundation and the venue. Responsibilities include:

Ensuring compliance with all policies and procedures;
Submitting sign-in sheets within five (5) business days;
Completing event paperwork;
Reporting earnings and issues to the Executive Board;
Supervising volunteers during events.

Leads overseeing stands with seven (7) or more volunteers may bring one additional helper.

VI. Financial Policies

Section 1. Member Financial Responsibility

The Foundation is not responsible for any personal debts incurred by members.
Members are responsible for their own expenses with gyms, studios, or associations.

Section 2. Reimbursements

Reimbursements are processed monthly
Itemized paid receipts are required; no exceptions.
Eligible reimbursements may include travel and lodging for competitions more than 240 miles from the athlete’s facility (for athlete and one guardian).
All reimbursement requests must be emailed. No phone or text requests will be accepted.

Section 2.2. Direct Gym/Studio/Association Reimbursements

Direct donations will be authorized via email each month.
Members must maintain current email contact information.
Donations are disbursed when we receive the funds.
Athletes account information will not be shared without written authorization.

Section 2.3. Scholastic Scholarships

Scholarships are available for members pursuing higher education.
Disbursement follows the same monthly authorization process as reimbursements.
Reimbursements for books follow the same rules as personal reimbursements.
Athlete account details remain confidential unless authorized by the member.

Section 2.4. Sponsor Checks

Sponsorship checks will be processed within 15 days of receipt.

Section 2.5. Funds on Inactive Accounts

If a member resigns or their membership expires, any remaining funds will be transferred to the general fund after 180 days of inactivity.

Section 2.6. Account Maximum

If a member’s account balance reaches $2,500 per athlete, fundraising must pause until the balance decreases below $1,500. Our goal is to help athletes in need and we do not want to take opportunities from them.

Independent Entity and Liability Release Statement

The Coach Harvey Foundation operates as an independent, nonprofit, tax-exempt organization and is a separate legal entity. The Foundation is not affiliated with, owned by, managed by, or in partnership with NorCal Elite or any other gym, club, studio, or business.

All volunteers, members, and participants acknowledge and understand that the Coach Harvey Foundation functions solely on its own behalf and does not act as an agent, representative, or subsidiary of any other organization or business entity.

By participating in any fundraising or volunteer activities coordinated by the Foundation, all volunteers and members release NorCal Elite, all gyms, studios, clubs, and businesses from any and all liability, claims, or obligations arising from participation in Foundation events or activities.

Furthermore, participants agree that the Coach Harvey Foundation assumes full and independent responsibility for the administration of its programs, fundraising activities, and financial operations, and that no other organization shall be held liable for actions or decisions made by the Foundation or its representatives.

The Coach Harvey Foundation reserves the rights to make adjustments to these rules as opportunities arrive from our venues.

Acknowledgment of Receipt and Understanding

I acknowledge that I have received a copy of the Coach Harvey Foundation Policies and Procedures and understand that it defines the terms, responsibilities, and obligations of my membership and fundraising participation.

I agree to read, understand, and abide by these policies. I acknowledge that the Foundation may modify or update these policies at its sole discretion and that such revisions supersede prior versions.

Questions regarding policy interpretation or application should be directed to: athleticDream916@gmail.com

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