Title: Lynbrook High School 60s-70s Mega-Reunion Financial Policies and Procedures

1.    This document contains the policies and procedures that will govern the activity of the steering committee and all those that deal with financial matters as we prepare for the Mega-Reunion to be held August 9^th-10^th 2003.

2.    Price of the Event Tickets

2.1.   The Steering Committee has set the base price of Event Tickets at $55.00 per attendee

2.1.1.           None of the ticket price will be considered a donation and therefore none can be written-off as such

2.1.2.     The ticket price includes entrance to all 60s-70s Mega- Reunion Committee sponsored events.

2.1.2.1.    These events include:

2.1.2.1.1.   The Gala Event to be held August 9^th 2003

2.1.2.1.2.   The Family Day Event to be held August 10^th 2003

3.    Collection of Funds

3.1.   Receiving Ticket Payments

3.1.1.      Online Payments (credit card and online checking)

3.1.1.1.    All credit card payments will be received using “PayPal” via the lhsvikingsreunion.com website.  Instructions will be found there.

3.1.1.2.    The cost of each PayPal transaction (current quote is $1.89) will be added to the payees base price.  This means that for those payments made by credit card or directly from a checking account, the cost to the payee will be $56.89.

3.1.1.3.    Directions for PayPal Payment

3.1.1.3.1.  Go to the “Tickets for the Gala Event” page and select “buy online.” Complete the request information (Alumnus or guest’s name along with the appropriate graduating class or guest selection in the drop down menu.

3.1.1.3.2.  Select “Add to Cart”.  This will open the PayPal shopping cart page. At this point you may return to the LHS ticket Page by selecting “continue shopping” (to purchase more tickets) or continue with the purchasing process by clicking on “Check Out.”

3.1.1.3.3.  The next page asks for you login information.  If you have not registered with PayPal it will be necessary at this time to do so.

3.1.1.3.4.  After you login you will be taken to a “Payment Detail” page which shows all purchases which will be applied to your account or credit card.  There is a selection which asks for “shipping instruction” but since nothing will be shipped, select “no shipping address required.” Select the “Pay” button at this time.

3.1.1.3.5.  Confirmation page will be displayed and also emailed to your online address.  After completion of the PayPal process you will be taken to the LHS Vikings Reunion “Thank you” page which gives reminders about the Gala Event.

3.1.1.3.6.  The payee’s email address needs to be part of these instructions so that notification can be made

3.1.2.   Payments by Personal Check (sent via mail)

3.1.2.1.    Instructions for payments by personal check will be found on the lhsvikingsreunion.com website.

3.1.2.1.1.   Checks will be made out to: LHS Vikings Reunion

3.1.2.1.1.1.   The payee’s email address should be written on the memo line of the check if notification is desired, otherwise the payee must provide a self-addressed stamped envelope with their payment

3.1.2.1.2.   Checks will be mailed to:

                           Lynbrook High School Mega Reunion
                           P.O. Box 700071
                           San Jose, CA 95170-0071

3.1.2.1.3.   Payment by personal check will cost payee $55.00

3.1.2.1.4.   Bounced check policy

3.1.2.1.4.1.   All fees due to any bounced check will be charged back to the payee

3.1.3.   Payee’s Receipt

3.1.3.1.    If paid online, their receipt will be from PayPal, both directly after the transactions and also a copy mailed to their email address.  (The purchasers credit card statement can also be used as a receipt).

3.1.3.2.    If paid by personal check via mail, their receipt will be their cancelled check.

3.1.4.   Payment Notification

3.1.4.1.    If the payee’s email address is present with their payment an email will be sent to them acknowledging payment within 5 business days of receipt of payment.

3.1.4.2.    If a self-addressed stamped envelop is sent with their payment, a printed email message acknowledging payment will be returned to the payee via U.S. mail within 5 business days of receipt of payment.

3.1.4.3.    If no email address or self-addressed stamped envelope is available, no payment acknowledgement will be delivered to the payee.

3.1.5.   Base Price Modifiers

3.1.5.1.    The base price of $55.00 will have no modification if received on or before March 31, 2003 but after December 15, 2002.

3.1.5.2.    The base price will be modified by minus $5.00 for all payments received on or before December 15, 2002.

3.1.5.3.    The base price will be modified by adding $10.00 for payments made after March 31, 2003 but on or before July 9, 2003.

3.1.5.4.    No tickets will be sold after July 9, 2003.

3.1.5.5.    No tickets will be available for sale at the door the night of the Gala Event.

3.2.   Receiving Non-Ticket Payments

3.2.1.           Any funds collected in the form of donations or for advertising, etc will be received using one of the two methods outlined in section 3.1.

3.2.2.           None of these payments will qualify to be written-off as a donation to charity or non-profit organization.

3.2.3.          These funds will be placed in the “general fund” for use on Reunion Event cost coverage.

4.    Payment Refund Policy

4.1.1.   A Full Refund will be made to the payee without question if requested in writing prior to March 31, 2003.

4.1.1.1.    For payments made by credit card only the base price of $55.00 minus any refund related transaction fees will be refunded to the payee.

4.1.1.2.    For payments made by personal check the base price of $55.00 will be refunded to the payee.

4.1.2.   A 50% Refund will be made to the payee without question if requested in writing after March 31, 2003 but prior to July 9, 2003.

4.1.2.1.    For payments made by credit card 50% of the base price of $55.00 will be refunded to the payee.  The transaction fee will not be refunded.

4.1.2.2.    For payments made by personal check 50% of the base price of $55.00 will be refunded to the payee.

4.1.2.3.    If there are “hardship” reasons that a Full Refund is needed after March 31, 2003, these must be requested in writing and submitted to one of the Steering Committee Members.  The Steering Committee will review and disposition these requests at their next scheduled meeting.

4.1.3.     The payee must send their written request to the P.O. Box listed in section 3.1.2.1.2 with a self-addressed stamped envelope before any refund will be processed.

4.1.4.      There will be NO Refunds for any reason after July 9, 2003.

5.    Tickets for the Events

5.1.1.     There will be no printed tickets sent to payees for any of the 60s-70s Mega- Reunion Committee sponsored events.

5.1.1.1.    Attendees will check in at the “Will Call” area at the entrance to the Gala event.

5.1.2.     Ticket purchases will be tracked in a database maintained by the Treasurer. 

5.1.3.     Statistics regarding sign-ups will be available on the website.  But, no private information will be made available to anyone other than the payee.

5.1.4.     Any unresolved payment issues will be dealt with as early as possible

5.1.4.1.    If they can’t be resolved until the night of the event the following will be available to the attendee

5.1.4.1.1.   A separate customer service area will be provided

5.1.4.1.2.   Pay Pal will be available so that credit card payments may be made

5.1.4.1.3.   Cash payments will be accepted

5.1.4.1.4.   No checks will be accepted

6.    Disbursement of Funds

6.1.   Purchase Requests

6.1.1.     An official Purchase Request form will be available on the lhsvikingsreunion.com website.  This form must be used for all purchase requests.

6.1.2.     Instructions on how to fill out the form will also be on the website.

6.1.3.     These forms will be sent via email to the Treasurer and the Controller.

6.1.4.     For purchases below $200.00 the Controller will have signature authority to approve.

6.1.5.     For purchases above $200.00 the Controller and Chairman must both approve.

6.1.6.     Upon approval of the purchase request, the Treasurer will prepare a check.  Two or more of the following must sign the check:  Treasurer, Controller, Chairman, or Co-Chairman.

6.1.7.     All purchase requests will be processed in two weeks or less from the receipt of the on-line form.  Notification of approval or denial will be the responsibility of the Treasurer.

6.1.8.     This same purchase request process will be used for all on-line and credit card purchases.

6.2.   Final Disbursement

6.2.1.     Any/all funds remaining in the LHS Vikings Reunion account (s) at the end of the sponsored events will be disbursed in the form of a donation to Lynbrook High School

6.2.1.1.    The decision for any targeted sub-entity with the Lynbrook High School financial structure will be made prior to July 9, 2003

6.2.1.2.    This decision will be made by the Steering Committee following discussion in the General Meeting Forum

7.    Tracking of Funds

7.1.1.   All fund disbursements will be tracked using standard general ledger format.  This will be the responsibility of the Treasurer, and will be reviewed no less than monthly by the Controller.

7.1.2.     A general ledger account summary, as well as an income statement, and a balance sheet will be prepared on a monthly basis.

7.1.2.1.    These statements will be made available to anyone associated with the LHS 60s-70s Mega-Reunion.

7.1.2.2.    These statements will be audited by an independent accountant at least once per year.  Arrangements for this audit will be the responsibility of the Controller.