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REALTORS®
with proceeds to the
TASK FORCE REFERENCE GUIDE
Task Force Reference Guide – 2017
REALTORS® Association of HamiltonBurlington REALTORS® K ds Charity Auction in suport of the Children's Fund
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How did RAHB get started with the Children’s Fund?
The auction began in the mid 1980’s as a cocktail party and now has grown into an event drawing more than 400 guests.
How does RAHB support the Children's Fund? • • • • •
RAHB holds a live and silent auction each year, with all proceeds going to the Children’s Fund REALTORS® are part of the planning task force. REALTORS® solicit donations for the evening REALTORS® volunteer in helping set up of the venue REALTORS® help the night of the event
How much have we raised in 28 years? •
To date, the annual auction has raised over $1 million for the Children’s Fund making RAHB its single largest contributor. Last year, we raised over $74,116.
What is the auction? • • • • • •
Live and silent auctions Sit down, four course meal (with two complimentary bottles of wine) Entertainment and music A social evening for RAHB members just before the Christmas season Way to show how REALTORS® give back to their community Tickets ($60 per person or table of ten for $600) must be purchased in advance
When is the auction? •
Thursday, November 16, 2017 Michelangelo Event Venue and Conference Centre 1555 Upper Ottawa Street, Hamilton Doors open at 6 p.m.
Role and Responsibility of the Task Force member? Task Force members: • Attend planning meetings • Make decisions regarding the auction • Sell tickets to event • Obtain a minimum of 10 silent auction items • Help obtaining live auction packages • Pick up donations and deliver them to RAHB • Help set up the auction • Volunteer the night of the auction 2
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Donations • • • •
Money or item(s) to be auctioned Can be used as a business expense or can receive a charitable donation receipt if over $20 Donor's name is listed in the event program These are the type of donations where we will receive the best return on our investment. (ROI) CATEGORY
ROI
Restaurants
98%
Men's Toys (electronics, sporting equipment)
98%
Wine
95%
Tickets (sporting events, concerts)
92%
Cigars
90%
Trips/Vacations
85%
Baskets
80%
Home/Garden
40%
Boutique
38%
Services
32%
Art
25%
What is the difference between a charitable donation and business expense? Charitable Donation Receipts • • • •
Tax receipt issued by the Children's Fund Receipts provided for a cash donation or a donated item valued over $20 CANNOT be issued for a gift certificate CANNOT be issued for any form of services being provided
Business Expense • • •
Donor uses the value of the item as a business expense Donor must keep track of the value of the item donated Gift certificates would be a business expense because services will be provided in return for the gift certificate
Task Force Reference Guide – 2017
Task Force Reference Guide – 2017
• • •
• • •
How do I get donations?
Use a list of past donors provided by RAHB staff Think of anyone on your contact list who may want to showcase their business and services – family , friends, business associates, past clients, etc. You are provided with personalized donation records and ticket purchase forms which can be emailed to your potential donors. Make copies of the donation record and approach the person in person Follow up a few days later and explain why you are calling and talk about the charity, your involvement, and how their products or services get displayed (auction) Follow up with another email thanking donor for their time and a deadline of when to have gift ready Arrange a time to pick up the donation and deliver it to the association office
Cash Donations • • •
Payment can be in cash or cheque made payable to RAHB RAHB members can charge their account for any donation or ticket purchase Donation records must be completed for every cash donation
Completing Donation/Ticket Records •
• • •
Fill out donor sheet when you pick up the item and have the donor confirm the value of the donation...sometimes people will add more value or provide less value than promised on first contact Tickets - $60 each (HST included), $600 table of 10 If you receive a donation of $1,000 or more the donor receives two complimentary tickets Please refer to the examples on page 6 and back page
Deadline for donations • •
All Live auction packages confirmed and received by October 2, 2017 Silent auction items must be received by October 31, 2017
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AM900 CHML/Y108/953 Fresh FM Children's Fund What is the Children’s Fund? •
• • •
The Children’s Fund is the official registered charity founded by and administered through AM900 CHML. It is supported by Y108 and 953 Fresh FM http://www.900chml.com/childrensfund/ Since its inception, the Children's Fund has channelled over $ 5.4 million into local programs In 2016, over 40 charities sought funding through the Children’s Fund and the Christmas Tree of Hope and over $ 183,800 was allocated to over 44 charities Registered charity since 1976. #11922 2578 RR0001
Vision Statement:
The Children’s Fund is respected in the community for providing vital funding to, and ongoing awareness of, children’s causes, programs and services in the Hamilton/Burlington area, working in partnership with AM900 CHML, 953 Fresh FM and Y108 as an independent non-governmental charitable organization.
Values:
Commitment to children. Accountability to donors. Respect in the community. Faith in each other.
Mandate: • • •
•
Provide for the relief of poverty and suffering of children living within the Province of Ontario, specifically in the greater Hamilton and surrounding area. Provide food, clothing, toys and other gifts, including gifts of money, to or for the benefit of children at Christmas and at other times at the discretion of the Directors. Provide for the mitigation of suffering by furnishing immediate and temporary emergency relief to victims of private disaster or distress, as determined from time to time at the discretion of the Directors. Provide generally for the care, education and well-being of children through the funding of registered charities and qualified donors as defined in the Income Tax Act (Canada).
Task Force Reference Guide – 2017
Task Force Reference Guide – 2017
Who has the fund supported?
Past and present recipients include: Afro Canadian Caribbean Association Ancaster Community Services Autism of Ontario – Hamilton Chapter Boys and Girls Clubs of Hamilton Breakfast for Santa CANUSA Games Cathedral High School-Outreach Program Catholic Children’s Aid Society of Hamilton Catholic Family Services of Hamilton Catholic Youth Oganization (CYO) Children’s Aid Foundation of Halton Children’s Aid Society of Hamilton Delta Secondary School Don Quixote Co-Op Dr. Bob Kemp Hospice Essential Aid and Family Services of Ontario Fit Active Beautiful Foundation (FAB) Food 4 Kids Good Shepherd Hamilton and District Extend-a-Family Hamilton Outreach Services
Imagine in the Park Interval House of Hamilton John Howard Society Joyce Rattray Christmas Party KidQuest Camp Liberty for Youth Living Rock Ministries Lynwood Charlton Centre McMaster Athletics Care McMaster Children's Hospital Foundation Mission Services Neighbour to Neighbour Niwasa Aboriginal Education Programs Open Doors Reach Out Centre for Kids (ROCK) Telling Tales Festival The Salvation Army Wesley Urban Ministries Wever C.O.R.E. YMCA
Contact/Spokespeople for the Charity • • •
Jeff Storey, President 905.521.2325 Olivia Mackay, Vice President 905.521.2310 Justin Glover, Board Member 905.521.9900
Contacts for RAHB if I need help? • • • •
Sheila – RAHB staff sheilas@rahb.ca or 905.529.8101 x234 Aileen Araujo – Task Force Chair aileenaraujo@royallepage.ca or 905.574.6600 Alisa Mancini – Task Force Vice Chair mancini.alisa@gmail.com or 905.545.1188 Any volunteer on the contact list
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Filling in the Donation Record for a Charitable Receipt or Business Expense
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REALTORS®
# 11922 2578 RR0001
Thursday, November 16, 2017 – Doors open at 6 p.m.
Michelangelo Event & Conference Centre, 1555 Upper Ottawa Street, Hamilton
DONATION RECORD – CHARITABLE DONATION Aileen Araujo, Royal LePage State Realty T: 905.574.6600 E: aileenaraujo@royallepage.ca (*Must be filled in)
Donor*: Contact Person*: Jane Doe Jane Doe (As it will appear in the program)
Address*: Postal Code*: 123 Any Street, Hamilton ON
A2B 3C4
Tel.*: Email: 905.123.4567 jdoe@gmail.com Receipt to be made out to, if applicable*: I will be using this as a:
Business expense
X Charitable donation (Receipt will be issued for donations of
20 or more)
$
Check one*:
I will deliver my donation to RAHB.
X
My donation is available for pick up. Please send a committee member to the above address.
Please bill my RAHB account (if cash donation)
Amount $:
Signature:
Donation
(Please give a full description of your donated item. If donating event/sports tickets, specify date, teams/performance, venue, section, row and seat#)
Description*: Baby crib blanket - blue/yellow monkeys
Fair Market Value*: $75
(Any gift valued over $1,000 must be accompanied by the receipt)
DONATION RECORD – BUSINESS EXPENSE (*Must be filled in)
Donor*: Contact Person*: Sam Smith Gem Stone Collections (As it will appear in the program)
Address*: Postal Code*: 987 Any Street, Hamilton ON Tel.*: 905.987.6543
X5Y 6Z7
Email: samsmith@gmail.com
Receipt to be made out to, if applicable*: I will be using this as a:
X Business expense
Charitable donation
(Receipt will be issued for donations of $20 or more)
Check one*:
X
I will deliver my donation to RAHB.
My donation is available for pick up. Please send a committee member to the above address.
Please bill my RAHB account (if cash donation)
Amount $:
Donation
Signature:
(Please give a full description of your donated item. If donating event/sports tickets, specify date, teams/performance, venue, section, row and seat#)
Description*: Swarovski crystal bracelet, Gem Stone Collections tote bag and a $25 gift certificate Fair Market Value*: $175
(Any gift valued over $1,000 must be accompanied by the receipt)
Thank you for your donation!
DISCLAIMER: RAHB reserves the right to display donated items to the best advantage for the charity.
Task Force Reference Guide – 2017
Filling out a Ticket Record
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REALTORS®
# 11922 2578 RR0001
Thursday, November 16, 2017 – Doors open at 6 p.m.
Michelangelo Event & Conference Centre, 1555 Upper Ottawa Street, Hamilton
TICKET RECORD
Please complete and return this form to:
Aileen Araujo, Royal LePage State Realty T: 905.574.6600 E: aileenaraujo@royallepage.ca
Ticket Price: $60 each (taxes included)
Table of 10: $600 (taxes included)
(Includes: sit down four-course meal, tea and coffee)
Purchaser Name: John Doe Office/Business: ABC Realty Inc. Address: 567 Any Street, Hamilton ON Tel.: 905.321.7654
Postal Code: D4E 5F6
Email: johndoe@hotmail.com
Number of Tickets purchased:
at $60
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Payment: X Please bill my RAHB account Signature:
at $600 for table of 10
(Please complete table seating form on the reverse)
John Doe
Cash VISA MasterCard
Cheque
Card#: Expiry: CV#: Signature:
COMMITTEE MEMBER USE ONLY Cash attached
Special Instructions
Cheque attached
FOR OFFICE USE ONLY
RAHB member account billed
Payment received and recorded
Table assigned for full tables sold
505 York Boulevard, Hamilton, Ontario L8R 3K4 T: 905.529.8101 F: 905.529.4349 Business Hours: Monday – Friday, 8:30 a.m. – 4:30 p.m. www.rahb.ca
G - MI 04/17