GOOD LUCK.
PREFACE / DISCLAIMERI am not an authority on this, I don't have definitive answers for a fail-safe financial trust. I've had exposure to one exceptionally large club that could make anything happen, two really good booster clubs from their inception, one new one that did what it could (limited community), and one club-league team that ran into several financial pitfalls.
I believe heavily in the booster club concept, so I'll share some things I've learned and hope to hear from other more qualified masters of this art.
THOUGHTSI believe you need to MENTION the formation of the booster club in the parent meeting, but reserve the brass-tacks discussion for another specific meeting.
First off, though, you have to SELL the idea of supporting the community. This isn't about YOU or next year's team, it is about building a community awareness and becoming leaders in the community for change. You are providing them an opportunity to invest in the community (and program), but WHAT IS IN IT FOR THEM?
Drum up as much support as you can, because you will likely only get 20% participation from the population that actually DOES want to help.
Some things I've seen work is an early Summer GOLF OUTING inviting all parents to join teams
for the booster club, but give out prizes for top 3 TEAMS. Remember, you're dealing with adults, so you can run the gambit of "socials" for an excuse to meet and greet. Get adults with egos schmoozing about a common interest, and the arm chair CEOs will bust out and take charge (and will surpass any modest goals a football coach could have). The goal should be to drum up momentum, feed the animal, and let it take off on its own (once a booster president is elected/decided, the head coach is effectively OUT of it).
If you can, find out what the parents of your players do for a living. More often than not the guys that volunteer for it (they guys that do well) are salesmen by profession, so it comes naturally.
BRASS TACKSIf you want to help set the table, try to build a Financial Plan ahead of time. It is professional, shows you believe in organization / planning, and
- List your program's current balance sheet, any income versus known expeditures (or deficits).
- Offer a projection of what you think you might have to spend one two and three years down the line. (team camps / spirit packs / AV)
- It doesn't hurt to have a listing of capital assests owned by the program. (you can use this as a great tool when applying for grants, gaming events, and when you need to demonstrate the degree of self-sufficiency you operate.)
Let the parents select their treasury committee, and you should be working pretty
{censored} closely with your AD/Principal on this, becasue we're talking the school's name and money.....it doesn't take much to sully a good name and poor decision making doesn't help. At the first meeting, if you can, set up representatives (chairpersons) for areas such as; concessions, memberships, merchandising, auctions / promotions, and Socials. If you leave it up to one person, it will sit......and sit.
The president will likley be filing for a not-for-profit LLC to incorporate with limited financial responsibility as well as a Federal Tax ID number (for banking purposes). As I understand, claiming the 501(c)(7) exemption at this time, so you won't be jeopardizing problems with the bigger opponent any person could face..........the bastards at the IRS.
These are just some ground level ideas, the main thing is the main thing - which is creating a resource network for the program.
Let the treasurers and the booster committee canvas alum and businesses for support, because you will need favors eventually and people WANT to give to a good cause......and the Head Coach should be COACHING (not soliciting donations and balancing the checkbook).
