Donation Policy
South Shore Youth Organization
As of: May 2026
1) Purpose
South Shore Youth Organization (SSYO) is committed to the highest standards of transparency, integrity, and stewardship in fundraising and gift acceptance. This Donation Policy outlines how we accept, process, acknowledge, manage, and report donations to advance our mission in basketball athletics, education, community outreach, and mental health development.
Disclaimer: This policy is a general. SSYO will comply with all regulations applicable local, provincial, and federal laws.
2) Scope
This policy applies to:
- All donations and sponsorships (monetary and in‑kind)
- All staff, volunteers, board members, contractors, and agents involved in fundraising
- All giving channels (online, offline, events, peer‑to‑peer, and third‑party platforms)
3) Mission & Program Areas
SSYO empowers youth through:
Athletics: Skill development, coaching, leagues, tournaments, travel, equipment, and safety.
Education: Tutoring, enrichment, scholarships, workshops, and college/career readiness.
Community Outreach: Mentorship, engagement, events, and family support.
Mental Health: Wellness education, counselling access, resilience training.
4) Definitions
Donation/Gift, Sponsorship, Restricted Gift, Unrestricted Gift, In‑Kind Gift, Major Gift (threshold: $10,000 unless otherwise set).
5) Gift Acceptance
5.1 Acceptable Donations
- Monetary gifts
- In‑kind gifts
- Sponsorships aligned with youth safety and values
5.2 Acceptable With Review
Real property, securities, vehicles, artwork, business interests, or gifts requiring maintenance.
5.3 Gifts Not Accepted
- Illegal, unsafe, harmful, or mission‑conflicting gifts
- Gifts intended to influence sports decisions, hiring, or eligibility
- Gifts from harmful industries (tobacco, vaping, gambling, firearms, adult entertainment, predatory lending, extremist groups)
5.4 Due Diligence
SSYO may report or conduct screening (e.g., KYC, sanctions checks) for large or unusual gifts in compliance to regulatory requirements.
6) Restricted vs. Unrestricted Gifts
Restricted gifts are used for their intended purpose. If SSYO cannot fulfill donor intent, it will seek permission to re‑designate. Written agreements required for restricted gifts and complex donations.
7) Use of Donations & Allocation
Funds support athletics, education, outreach, and mental health. Administrative costs may be supported by unrestricted and, where permitted, restricted gifts.
8) Processing & Acknowledgment
Acknowledgment within 2 business days (digital) or 10 days (mail).
Tax receipts issued according to regulations.
In‑kind valuations are the donor’s responsibility.
9) Donor Rights & Stewardship
Rights include transparency, confidentiality, ethical fundraising, accurate records, opt‑out options, and annual reporting.
10) Sponsorships & Corporate Partnerships
Sponsors may be recognized publicly, but recognition does not imply endorsement. Agreements must align with youth well‑being.
11) Donor Recognition & Naming
Donors may be publicly recognized unless anonymity is requested. Naming opportunities require Board approval.
12) Refunds & Error Resolution
Refunds may be issued in cases of errors, fraud, or if SSYO cannot fulfill a material restriction.
13) Conflicts of Interest & Improper Influence
Donations cannot influence coaching, team selection, hiring, or eligibility decisions.
14) Donor Privacy & Data Protection
Donor information is collected only as needed, stored securely, and not sold.
15) Legal, Ethical & Regulatory Compliance
SSYO complies with all applicable laws related to charity regulation, fundraising, privacy, and youth protection.
16) Transparency & Reporting
SSYO maintains accurate records and provides annual impact summaries.
17) Administration, Review & Amendments
The Executive Director administers this policy. The Board reviews it annually.