The Foundation's only activities are to collect public support contributions (i.e. donations) and disburse grants to the HOC civic and sports programs for one of the Foundation's tax approved charitable uses: amateur sports competition (e.g. equipment, facilities, uniforms), education (e.g. scholarship awards), and literary (e.g. oratorical awards).
The HOC civic and sports programs do not give money to the Foundation. Individuals and businesses give money to the Foundation ("public support contributions") and the public donor receives the 501c3 contribution letter from the Foundation.
The Foundation will have a separate bank account and financial statement from HOC/HOYSports. The Foundation will file a separate tax return from HOC/HOYSports.
Each sport and civic program should identify sources of funds that could be re-directed to the Foundation as "public support contributions" (i.e. donations) and the amount they normally spend on items that would meet the criteria for receiving a grant.
For example, HOYF has each of its 11 teams fund raise $1000 which comes mostly from businesses/individuals making donations and spends roughly $11,000 on re-useable equipment (eg shoulder pads, helmets, sleds).
The HOYF team sponsor letter would be changed to say make checks out to "Greater Herndon Youth Foundation", then HOYF would submit the donation check with the Donor Agreement form to the Foundation and note as the donation’s designated use "tackle football equipment"
The Foundation would send a 501c3 donor thank you letter to the business/individual (this provides the business/individual with the documentation it needs for its tax purposes)
HOYF would submit to the Foundation an equipment invoice or receipt attached to the Foundation's Grant Application form.
The Foundation Directors meet and approve the grant as compliant with the Foundation's charitable organization and use criteria and cut a check to HOYF (this provides the Foundation with the documentation it needs for tax purposes)
if a sports program plans to channel its sponsors to send money to the Foundation, the sports program should expect to receive those funds as grants from the Foundation and include the Foundation grants as a source of donation income in their proposed budget for the next fiscal year (see HOYF example above)
If a sports program does not generate any public support contributions coming into the Foundation, then the sports program should not expect to receive any grants from the Foundation and should not include the Foundation grants as a source of donation income in their proposed budget for next fiscal year (see ***HOWEVER*** statement below)
***HOWEVER*** if the Foundation manages to find a large corporate sponsor, the Foundation may decide a specific HOC civic program or sports program will get a grant using the donation from the large corporate sponsor and that program can plan on donation income in their proposed budget for next fiscal. Examples may include:
Education Partnership Program college scholarships (in which case the sports programs would no longer have an allocated shared expense line item in their proposed budget called "contribution to college scholarships")
Education Partnership Program oratorical awards
New or small sports program that needs assistance to get going/stronger (e.g. pay national association dues for their first year, pay for new equipment for one year)