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Club Administration – Beyond The Basics
More in depth topics for club officers and directors
• Club Boards of Directors• Bylaws and Policies• Risk Management and Insurance• Finance
Topics
• The board of directors has legal responsibility for oversight and management of the corporation
• Operational management may be delegated to paid staff
• The members of the board are elected– In a nonmember corporation, by the board
members in office– In a membership corporation, by the
members
Board of Directors
• Elected offices– President [legally required]– Secretary or Secretary/Treasurer [legally
required]– Vice President –Members at Large
• Should definitely NOT be elected– Director of Coaching–Website manager
Board of Directors
• May be elected, but probably should not be:– Registrar– Age group coordinators– Uniform coordinator– Equipment manager– Field coordinator
Board of Directors
• Qualified Directors– Volunteers– Reimbursed for reasonable and necessary
expenses of being a director (travel, phone, etc.)– Not paid by the club– Not liable for board actions, except for gross
negligence• Paid staff– Hired by the board and salary set by the board– Should not be a voting member of the board
(CONFLICT OF INTEREST!)
Board of Directors
• Committees– Appoint people to chair committees to run
programs/projects • Appointed person attends board meetings and
reports to the board• Appointed person does not vote
– Authorize committee chair to spend for program/project up to budgeted amount
• Succession Planning– Committee chairs are great source for next
officers
Board of Directors
• Terms of office– Stagger terms so not all board changes over
in a single election– Consider term limits
Board of Directors
• Bylaws govern the big picture of the organization–Who are members– Officers and directors• Number• responsibilities
– Elections and appointments–Meeting quorum– Authority of board to discipline members– Authority to create committees– Amended by members at annual meeting
Bylaws & Policies
• Policies– Guide operations– Adopted by the board– Can be changed by the board– Bylaws should allow board to create, amend,
and revoke policy at a regular board meeting
– Policy should not be subject to change/creation by general membership
– Should be in writing
Bylaws & Policies
• Club should have policy for:– Team formation– Assigning players to teams– Selecting/rejecting coaches
• Standards for volunteers• Standards and agreements for paid staff
– Codes of conduct for players, parents, and coaches
– Scholarships– Payment plans – Refunds– Financial controls
Bylaws & Policies
• Risk management covers many concerns, not just criminal background checks.– Financial concerns– Equipment– Facilities– Participation in competition
• Risk comes from many different sources. Management of the risk involves recognition, reduction, and transfer of responsibility.
Risk Management & Insurance
Risk Response• Injury from portable
soccer goals falling• Mitigation: – Counter weight and
anchor when using– Education regarding
proper techniques for moving
– Safe storage when not in use
– Warning signs
Risk Management & Insurance
Risk Response• Injury from portable
soccer goals falling• Transfer of
Responsibility:– Liability Insurance– Transfer ownership of
goals to entity that owns fields or facility being used
Risk Management & Insurance
Risk Response• Theft/embezzlement
of money or property belonging to the organization
• Minimize exposure:– Lock up equipment
and other property– Accept payments by
credit card as much as possible
– Promptly deposit all cash and checks
Risk Management & Insurance
Risk Response• Theft/embezzlement
of money or property belonging to the organization
• Minimize exposure:– Adopt financial control policy
that requires more than one person to be involved in financial transactions
– Separate receiving money from depositing money
– Separate check writing from check signing
– Adopt bylaw that prevents persons from the same family having control of finances of the organization
Risk Management & Insurance
Risk Response• Theft/embezzlement
of money or property belonging to the organization
• Transfer Risk:– Purchase fidelity bond
for all persons with access to organization funds
– Purchase property insurance to cover loss of club property by theft or other means
Risk Management & Insurance
Risk Response• Personal injury from
faulty equipment or unsafe facilities
• Transfer Risk:– Make sure all
participants are registered so they are covered by medical insurance
– Keep corporation up to date so there is no personal liability of board
Risk Management & Insurance
Risk Response• Personal injury from
faulty equipment or unsafe facilities
• Transfer Risk:– Keep club membership
is up to date so liability insurance protects organization
• Mitigate Risk:– Inspect equipment and
facilities at every use– Repair or replace
unsafe equipment – Use a different
facility
Risk Management & Insurance
• The preceding slides are examples of some of the kinds of risk clubs have. Consider what risks you are exposed to and check your insurance coverage.
Risk Management & Insurance
Every year clubs run into financial problems. Sometimes it is from a catastrophic occurrence, but usually it is from problems with financial management.• Failure to charge enough to cover costs:– Club budget must include ALL costs to have
players on field– Budget should generate a reserve if all goes
well– Budget should have a margin for issues of
• Unexpected increases in costs• Inability to collect all the money due
Finance
• Revenue and expenses need to be matched– Revenue for one seasonal year should not
be used to pay expenses for the previous seasonal year.
– Example:Club rents fields from city. Club will get the bill in June for the time used during the 14-15 year from January 1. Payment is due in July. Club starts registering players for the 15-16 year in April. Club will rent fields from August 1 for those players to use in 15-16 and will pay for those fall fields in December. Club should not use 15-16 registration receipts to pay for 14-15 fields. If that is done, the club may not have money in December to pay for the fall 15-16 fields.
Finance
• Extending credit to families– Allowing payment over time is extending
credit–Make sure the agreement is in writing– The total due and the payment schedule
should be clear– Consequences of nonpayment should be
clearly stated– Be prepared to take action if payments are
not received
Finance
• Extending credit to families– OYSA will not process a player transfer over the
objection of a club if the club is owed money by the player• There must be a written agreement that shows the
obligation – The agreement must be signed. – Acceptance of an ELA is OK
• The amount due must be clearly stated• A club may agree to allow the transfer anyway, but
should be prepared to accept nonpayment of any unpaid balance• If the amount due is paid, the club must release
the player
Finance
• Failure to meet government requirements– A corporation that does not file tax returns
faces penalties • Fines based on a percentage of gross revenue• Revocation of exempt status if no returns filed for
3 years– A corporation that does not file its annual
report with the Oregon DOJ faces penalties of up to $2,000 per failure• Board members and officers who knew of the
failure to file may be personally penalized up to $2,000
Finance
• Failure to meet government requirements– A corporation that does not maintain its filing with
the Secretary of State loses the right to use Oregon courts
– The officers and directors of a corporation that loses its corporate status lose protection from personal liability for the debts of the business
– A corporation that does not maintain its Assumed Business Reservation may not properly use that name to conduct business and may lose rights to use of the name
– A corporation that fails to maintain its corporate status may lose its membership with OYSA
Finance
• Failure to pay bills– Failing to pay OYSA bills can cause• Loss of access to OYSA Software• Loss of membership• Loss of insurance for the club• Loss of ability to enter teams in OYSA sanctioned
competitions– Failing to pay other vendors can leave the
corporation unable to function
Finance
Questions?Communication Education
Collaboration
• Corporation/ABN Status Check: http://egov.sos.state.or.us/br/pkg_web_name_srch_inq.login
• Corporation Division nonprofit corporation forms online: http://sos.oregon.gov/business/Pages/domestic-nonprofit-corporation-forms.aspx
• Secretary of State nonprofit services: http://sos.oregon.gov/business/Pages/nonprofit.aspx
• Employer’s Guide for doing business in Oregon: http://sos.oregon.gov/business/Documents/business-guides/employer-guide.pdf
Resources
• Oregon DOJ – Charitable Registration: http://www.doj.state.or.us/charigroup/howtoreg.shtml
• Oregon DOJ – Annual Report: http://www.doj.state.or.us/charigroup/howtorpt.shtml
• Oregon DOJ – Guides for Charities & Boards: http://www.doj.state.or.us/charigroup/pages/howto.aspx
• Oregon DOJ – Search Charities: http://www.doj.state.or.us/charigroup/Pages/searchcharities.aspx
• Oregon DOJ – Charitable Gaming: http://www.doj.state.or.us/charigroup/gaming_oregon.shtml
• Oregon DOJ – Nonprofits Laws: http://www.doj.state.or.us/charigroup/howtolaw.shtml
Resources
• IRS – Exempt Organization Select-check: http://www.irs.gov/Charities-&-Non-Profits/Exempt-Organizations-Select-Check
• IRS – Exempt Application, Form 1023-EZ: http://www.irs.gov/uac/About-Form-1023EZ
• IRS – Exempt Application, Form 1023: http://www.irs.gov/uac/Form-1023,-Application-for-Recognition-of-Exemption-Under-Section-501%28c%29%283%29-of-the-Internal-Revenue-Code
• IRS – Tax Information for Charities & Nonprofits: http://www.irs.gov/Charities-&-Non-Profits
• Nonprofit Audit Guide: https://www.councilofnonprofits.org/nonprofit-audit-guide
• Guidestar: http://www.guidestar.org/
Resources
• OYSA – Club Membership Application: http://oysa.bonzidev.com/doclib/Club_Membership_Form.pdf
• OYSA – Club Bylaws Template: http://www.oregonyouthsoccer.org/assets/administrators/Bylaw_Template.doc
• OYSA – Financial Policy Template: http://www.oregonyouthsoccer.org/assets/administrators/Bylaw_Template.doc
• OYSA – Risk Management Information: http://oysa.bonzidev.com/risk_management
Resources