Club Administration – Beyond The Basics

1. Club Administration – Beyond The Basics More in depth topics for club officers and directors

2. Topics • Club Boards of Directors • Bylaws and Policies • Risk Management and Insurance • Finance

3. Board of Directors • 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

4. 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

5. Board of Directors • May be elected, but probably should not be: • Registrar • Age group coordinators • Uniform coordinator • Equipment manager • Field coordinator

6. 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!)

7. 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

8. Board of Directors • Terms of office • Stagger terms so not all board changes over in a single election • Consider term limits

9. Bylaws & Policies • 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

10. 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

11. 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

12. Risk Management & Insurance • 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.

13. 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

14. 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

15. 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

16. 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

17. 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

18. 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

19. 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

20. 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.

21. Finance 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

22. 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.

23. 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

24. 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 releasethe player

25. 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

26. 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

27. 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

28. Questions? Communication Education Collaboration

29. Resources • 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

30. 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

31. 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/

32. 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