Watering Roots Inc

Watering Roots is a nonprofit fundraising organization with a mission to provide fundraising opportunities to families so that children can participate in youth performing arts and sports.

Watering Roots is solely managed and operated by its current Board of Directors.

While Watering Roots does not designate members in accordance with section 3.01 outlined in it’s bylaws, we collaborate with families who volunteer their time and efforts.

All funds raised and donated are designated solely for the tax-exempt purposes of Watering Roots.

Watering Roots exclusively retains the authority to decide how the general fund is utilized.

Eligibility for an Individual Fundraising Account requires that the funds be raised on behalf of a person who is under the age of 21 and actively participating in a performing art or sport.

Individual Fundraising Account (IFA) guidelines:

This agreement will be provided to the primary parent upon their registration to establish an Individual Fundraising Account.

To create an Individual Fundraising Account, a parent or guardian must complete the Family Information form, sign this agreement, and make an annual family contribution to Watering Roots.

Annual Family Contributions are due at the time of application and each year by January 1st thereafter. Once your Individual Fundraising Account (IFA) is established, the Family Contribution may be deducted from your IFA, provided there are sufficient funds available. The primary parent is required to submit a request for the Family Contribution to be deducted from the Individual Fundraising Account (IFA).

Each Individual Fundraising Account will be established for one family unit. A family unit only includes those that live in the home (full time or part time).

The primary parent will have access to a viewable Google Drive Sheet, allowing them to track the funds they have raised through their efforts.

Individual Fundraising Accounts will be managed by the Board of Directors of Watering Roots and can only be viewed by the primary parent of the youth athlete they are fundraising for. A secondary parent will be granted viewable access as well if an email is provided on the Family Information form at time of submission. If the primary parent wishes to grant viewable access to others, they can request this via email, and access will only be provided upon such a request.

Individuals must volunteer with the intention of raising funds for youth sports and performing arts programs.

Families are eligible to receive funds credited to their Individual Fundraising Account exclusively to support their registered youth in arts or sports. Watering Roots does not directly provide money, goods, or services to individuals.

Watering Roots determines what funds families will receive for the fundraising efforts they contributed.

Volunteers are not permitted to withdraw funds for personal use. All funds must be strictly utilized for expenses related to their registered youths arts or athletics. A detailed receipt is required, and payments will be made directly by a Watering Roots Board Director as either a grant or scholarship.

Payment processing:

Payment requests from an Individual Fundraising Account must be exclusively for expenses related to the designated youth's participation in the specified arts or sports activity.

Individuals may only request payments that do not exceed their ‘available balance’.

Individuals are required to submit their payment request through Google Forms, using the link provided in your Google Sheet.

Watering Roots will apply your request to your Individual Fundraising Account within 7 business days.

Requests will be processed within 14 business days.

Families choosing not to return to Watering Roots the following year should not submit requests after December 31st. Families that have not returned (paid the annual family contribution) by January 1st will forfeit their remaining available balance, and it will be transferred to the Watering Roots general fund.

All requests must include a detailed receipt or invoice.

Watering Roots retains the authority to deny any request that appears dishonest or lacks sufficient information. You will be notified if your request is denied.

Reimbursement guidelines:

Watering Roots will not issue reimbursements for the following items: food, alcohol, gas, spectator tickets, or merchandise purchased for anyone other than the youth athlete for whom the Individual Fundraising Account was created.

All items requested for reimbursement must be purchased with the intent of being used by and/or for the child in the youth activities you are fundraising for. At no time should any of the items for which you are requesting reimbursement be purchased for someone else or used primarily outside of the child’s art/sport.

Hotel expenses will only be reimbursed if accompanied by a detailed receipt for the booking and proof that the youth athlete was required to attend an event the weekend of your stay. Acceptable proof includes an informational letter from their sports facility or a payment record for the event through the art/sports facility account.

Reimbursement requests must be submitted within 90 days of the purchase date.

Privacy:

Details of each Individual Fundraising Account will remain confidential. Access is limited to the Board of Directors, the primary parent, the secondary parent (if submitted), and any individuals specifically requested by the primary parent via email.

All volunteers understand and agree to the following: 

• Treat all other volunteers and the Watering Roots Board of Directors with respect.

• Follow all venue rules at which Watering Roots is signed up to fundraise, including dress code.

• Join Band.

All Band members should use their legal first and last name. Volunteers bio is required to read “IFA- Primary Parent Name”. If a volunteer's bio does not have this information, fundraising credits may not be distributed. 

Any volunteers under the age of 18 must have (Y) next to their name to indicate young individuals who are not of age to serve alcohol.

• While the Watering Roots general chat in Band is available for questions, comments, and concerns, please help maintain a respectful environment by refraining from profanity and accusatory language. For sensitive or complex discussions, we prefer that a private group chat be created, including all Board Directors, to facilitate a civil and constructive conversation.

Watering Roots Board Directors reserve the right to deny individual volunteer participation, regardless of age eligibility, if it is in the organization's best interests.

Watering Roots Board Directors reserve the right to deny or terminate Individual Fundraising Accounts at their discretion.

These rules may be revised or modified at any time by the current Board of Directors.

Fundraising/Concessions Agreement

Signing up, Tardiness and Cancellations: 

• Signing up for events will take place in the Watering Roots BAND app.

• Volunteers will be on a first come, first serve basis.

• Tardiness must be communicated through the Band app by commenting on the event you will be late to and providing an approximate arrival time at least 96 hours before the event.

• After three instances of tardiness without prior notice, or arriving later than the specified arrival time, a $25 fine will be applied on the Individual Fundraising Account and subsequently allocated to the General Fund for each additional occurrence thereafter.

• Watering Roots Board Directors reserve the right to refuse an excuse for tardiness and may request that you refrain from attending the event.

• *Most fundraising venues require a 72-hour RSVP. To ensure Watering Roots can efficiently operate our assigned stand(s), any volunteer cancellations made less than 96 hours prior to a scheduled event will result in a $25 fine, deducted from the Individual Fundraising Account. If you are able to find a replacement, the fine will be waived. 

*Please see the following information:

Football games and Orange and Blue at the University of Florida require a 7 day RSVP. To ensure Watering Roots can efficiently operate our assigned stand(s), any volunteer cancellations made less than 8 days prior to a scheduled event will incur a $50 fine, which will be deducted from the Individual Fundraising Account. If you are able to find a replacement, the fine will be waived. 

Emergencies deemed reasonable will be taken into account when reviewing tardiness and cancellations.

Uniform by venue- University of Florida Concessions: Blue cotton gator shirt (unless otherwise noted), black or khaki pants/shorts (no short shorts, athletic shorts or sweatpants), blue gator hat or visor, and closed toed tennis shoes. 

If Watering Roots is charged a uniform fee, the organization reserves the right to deduct the amount from the volunteer's Individual Fundraising Account.

Donations by venue- University of Florida Concessions: 10% of food and non-alcoholic beverages, 6% of alcohol and 100% of all tips.

Subject to change by fundraising venue.

All cash tips should be given directly to a Board Director or the designated stand lead at the end of an event.

All events- 

• All volunteers are required to arrive promptly at the designated 'group time' provided for the event.

• Everyone is expected to contribute to event preparation beforehand and assist with cleaning up afterward.

• Volunteers are expected to stay the duration of the event, this includes weather delays and overtime. Leaving before the conclusion of an event will result in the loss of fundraising credit.

• It is asked that volunteers do not leave an event until they are officially released by a Watering Roots Director or their designated stand lead.

• When Watering Roots is scheduled for multiple stands at a venue, the Board of Directors will assign volunteer locations. Assigned locations are non-negotiable. Refusal to work at the designated stand will result in forfeiting your fundraising time and consequently a loss of fundraising credit.

• Breaks are not required when fundraising but will be given when possible.

Liability Waiver

 Acknowledgment and Assumption of Risk

I, the agreed volunteer, along with my family, affirm that we have voluntarily chosen to participate in the referenced volunteer activity or program. I acknowledge that this participation may involve risks, including, but not limited to, physical injury, illness, property damage, or other potential hazards. We willingly and knowingly assume all such risks—whether known or unknown—including those arising from the negligence of the organization or others, and accept full responsibility for our participation.

Release and Waiver of Liability

In consideration of being permitted to participate in the volunteer activity or program, I hereby release, waive, discharge, and hold harmless Watering Roots, its officers, directors, and other volunteers (collectively referred to as the 'Released Parties') from any and all liabilities, claims, demands, actions, or causes of action of any kind, arising out of or related to any loss, damage, or injury, including death, that may occur to me or my property. This release applies whether such incidents arise from the negligence of the Released Parties or otherwise, while I am participating in the volunteer activity or program, or while present on the premises where it is being conducted.

Indemnification

I agree to indemnify and hold harmless the Released Parties from any loss, liability, damage, or costs, including court costs and attorneys’ fees, that they may incur as a result of my participation in the volunteer activity or program, whether arising from the negligence of the Released Parties or otherwise.

Medical Treatment

In the event that I require medical treatment while participating in the volunteer activity or program, I authorize Watering Roots Inc., its representatives, or designated personnel to seek medical assistance on my behalf. I understand that any medical care obtained will be at my own expense unless otherwise covered by my personal health insurance. I release and hold harmless Watering Roots Inc. and its representatives from any liability arising from the administration of medical treatment.

Photographic Release

I grant permission to Watering Roots Inc., its representatives, and authorized personnel to capture and use photographs, videos, or other media of me during my participation in the volunteer activity or program. I understand these images may be used for promotional materials, social media, website content, or other purposes related to the organization's activities. I waive any claims to compensation or ownership of the media and release Watering Roots Inc. from any liability related to the use of these images.

This Waiver and Release Agreement shall be governed by and construed in accordance with the laws of the State of Florida. If any provision of this Agreement is deemed unenforceable, the remaining provisions shall remain valid and fully effective.