Team Manager Checklist for a Successful Year - Revised 9/2023
Boost your team management skills with this comprehensive checklist for a successful year, covering aspects like club flow charts, team roles, fundraising strategies, and more. As a team manager, you'll juggle multiple hats to ensure smooth operations and engagement with booster clubs, coaches, and parents. Stay organized and proactive to lead your team to a successful season!
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1 Team Manager Checklist How to have a successful Year Revised: 9/2023
Booster Club Flow Chart 2 New York State, Attorney General, and Governing Body Parent Booster USA ( PBUSA ) SSBC Board of Directors President Vice President Secretary Treasurer Asst. Treasurer Buyer Fundraising Coordinator Concession Stand Coordinator Public Relations Merchandise
Cont. Booster Club Flow Chart 3 Fall Team Manager s Bowling- Unified Cheerleading-Fall XC Boys XC Girls Football Golf Girls Soccer Boys Soccer Girls Swim/Dive Girls Tennis Girls Volleyball Boys Volleyball - Girls Spring Team Manager s Winter Team Manager s Baseball Golf Boys Lacrosse Boys Lacrosse Girls Outside Track & Field Boys Outside Track & Field Girls Softball Tennis Boys Unified Basketball Bowling Basketball Boys Basketball Girls Cheerleading Winter Hockey Indoor Track Boys Indoor Track Girls Swim/Dive Boys Wrestling
As a Team Manager you rotate three hats, each serves a different role. See below 4 Booster Club Rep. Coach Helper Parent Liaison a. Notify parents of the teams fundraising intentions, include what the funds earned are used for a. The Coach may ask that you send messages from him/her to the families a. Team Funds b. Team Fundraising b. Have families sign-up as members to the SSBC b. Help Coach create the team wish list for the spending of team money. c. Club Membership (Self/Team Families c. Ask for Family volunteers to work concession stand slots the team is responsible to fill. d. Concession stand Slots c. Create with Coach the team Budget of available money from the wish list. d. Ask for family volunteers to host team dinners. e. Attend Team Manager Training. e. Inform families of the booster on- line custom ordering apparel, & Car window decal sale. d. Determine from the team schedule which night will be traditional nights i.e. Senior night, team dinner, etc f. Attend Booster Club open meeting of your season, and the June meeting, for elections. f. Create committee s for the team events to get help. g. Let SSBC know about Sr. night and if you have a Youth night, to order pizza for concessions
Booster Club Team Manager Role 5 Thank you for volunteering to be a Team Manager for the Saints Sports Booster Club, Inc. ( SSBC ) and the Team you are representing. Please note that if your sport program has multiple levels such as Varsity, Junior Varsity, Modified A & B, there should be a Co-Team Manager registered and trained at each level, to handle money. This PowerPoint has been created to assist the SSBC Team Managers for a successful season. Volunteers are part-time, with little knowledge of the rules. There is close to 100% turnover each year. Which is why we have tools in place to help, with questions. Most school fundraising groups are flying under the radar and are operating in violation of local, state and federal fundraising rules. The SSBC is happy to report we are legal in every way. We became a 501 (C) (3) organization in 2013 along with becoming Incorporated. We are registered in Albany with our certification of Authority, which allows us to fundraise legally in New York State. *All SSBC Operational Guidelines, Policies and Forms are located on our website https://shs.cccsd.org/athletics/sports-boosters Ask other parents on the team to help where you need it. The key is to remember which tasks that must be handled by the registered Team Manager, and which can be delegated to other assistants or helpers.
10 second take away (The task order) 6 1. Attend the SSBC Team Manager training meeting every MAY. The SSBC President will send an email invite, to all team managers for the Annual class. 2. Sign the Team Manager Attestation of Training after the SSBC training class. (Team Manager Forms) https://shs.cccsd.org/athletics/sports-boosters/purchasing-fundraising-forms 3. Submit your Membership form after training class (Membership) https://shs.cccsd.org/athletics/sports-boosters 4. Have the families of your team complete the online Membership form. (Membership) https://shs.cccsd.org/athletics/sports- boosters 5. submit the team roster to SSBC secretary to confirm your team is registered. The Secretary will share back to the Team Manager who is not listed on the membership registration. The Team Manager will then contact those Families. 6. Attend SSBC Team Manager open membership meetings of your season, and the June election meeting. Find open meeting dates https://shs.cccsd.org/athletics/sports-boosters 7. Create the team budget for approval, and submit to the President and Secretary via email by the 1st. Of each month. Following all financial policies https://shs.cccsd.org/athletics/sports-boosters/policies-constitution-bylaws 8. Submit all purchase order forms by email to the SSBC President ( only the President approves PO s they can be submitted anytime). The forms are located at (Financial Forms) https://shs.cccsd.org/athletics/sports-boosters/purchasing- fundraising-forms
10 second take away (The task order) 7 9. Complete the Team Manager Fundraising Sign Off, if the team plans to fundraise. When the fundraiser is a camp, the camp sign-off must also be completed. Upload the signed copy to the team's google docs folder. The forms are located (Forms) https://shs.cccsd.org/athletics/sports- boosters/purchasing-fundraising-forms 10. Complete a deposit of funds slip, when cash is being deposited. (Financial Forms) https://shs.cccsd.org/athletics/sports-boosters/purchasing-fundraising-forms 11. Complete the check log, along with the deposit slip when depositing checks. (Financial Forms) https://shs.cccsd.org/athletics/sports-boosters/purchasing-fundraising-forms 12. Submit all invoices and receipts with a requisition form by uploading to the Google.Docs folder, and then share to SSBC Treasurer. 13. Assist with communication between coaches and parents, via email. Best practice is to use the team email.
10 second take away (The task order) 8 14. Communicate with the parents on all levels of your program to fill the team s assigned concession stand slots that are given to you from the SSBC Concession Stand Advisor. 15. Organize team parties / banquets or create a committee to oversee this. 16. Follow all training material to stay compliant as a team.
Cont. The how to from 10 second take away 9 Check Log The check log is to be used when making a deposit of funds in the form of a check(s) along with the deposit form. When completing the check log, be sure all lines on the form are completed for each check being deposited. Please print clearly when filling out the check log, as the information collected on this document is crucial until all checks clear the bank. Please keep in mind, when making check deposits, you must allow time for all checks to clear before requesting to use funds from the check deposit. Once the deposit has been dropped off to the safe, an email should be sent to the SSBC Assistant Treasurer to expedite the deposit drop to the bank account for the check clearing process to begin. Constitution and Bylaws, Mission Statement and Policies The SSBC Constitution and Bylaws and Mission Statement have been created based on the NYS regulations that have been implemented by the NYS Attorney General. The regulations put in place are to be followed by all Non-Profit Charitable Corporations. The Policies have been implemented by the SSBC and put in motion to meet all regulations. The SSBC Policies are monitored to verify compliance of the team, to ensure that the SSBC meets compliance requirements of the NYS Attorney General, Parent Booster USA (our governing body), the letter of Incorporation and the SSBC Insurance Policy.
Cont. The how to from 10 second take away 10 Team Budget The team budget worksheet is to be prepared by the Team Manager with input from the Coach, and then submitted to the SSBC Board for approval. The Team Manager will email the completed document to the SSBC President at ssbcpresident@cccsd.org The team budget will need to be approved prior to any team purchases and withdrawals being made. The team budget should include ALL planned purchases, i.e.; pizza parties, banquets, seniors night celebration (flowers/balloons). The Board reviews the budget to verify all purchases are compliant to NYS not-for-profit regulations. NOTE: Only approved budget items can be submitted to the SSBC Treasurer for team funds to be used. Team Budget s must be submitted by the first of the month, or the team will need to wait for the following month. Purchase order forms The Purchase Order form (PO) is to be completed by the Team Manager. A PO will be required for every purchase made from the SSBC team account. All invoices and receipts must be dated after the SSBC President date stamp, of the approval. The PO is only submitted on approved team budget items. When the PO is not completed in full the document will be returned to be completely filled out. The PO is submitted by the Team Manager to the SSBC President via email any time throughout the month, they do not go to the Boards. The SSBC President will approve the PO to confirm the purchase will be paid using SSBC team funds. If an item is on a budget that should be something that is covered by the CCCSD, the SSBC President will direct the Team Manager to have the Coach submit the request to the CCCSD and the Athletic Director, to make the purchase.
Cont. The how to from 10 second take away 11 Invoices & Receipts Invoice and receipts of purchases made for the teams should be uploaded to the Google Docs folder & submitted to the SSBC Treasurer by the Team Manager, with a copy of the approved team budget, & the approved PO The Team Manager will also upload a completed Requisition form. The four documents are shared with the treasurer, for the payment to be made. Invoice/Bills over 30 days will be returned to team Managers for denial - for over timely filing. Vendors should submit invoices and receipts to the Team Managers. A vendor should never mail or email invoices directly to the SSBC Treasurer. All invoices must be made out to the team account name (i.e. SSBC Girls Tennis, SSBC Boys Tennis). Over timely filling invoices will be the team irresponsibility, as the Club cannot pay invoices over 30 days. Concession Stand Slots The number of concession stand slots are given to varsity Team Managers by the SSBC Concession Coordinator. The number of concession stand slots each team receives is determined by the size of the roster turned into the SSBC from the previous year. The concession stand slots are filled with volunteers from your sports team program. Underclassmen families that fulfil the team s concession stand responsibilities, make it so the varsity parents cheer on their children and the team. As this tradition continues to grow this concept has also helped the families become acquainted and support the sport team program from all levels. The hope is that if the modified and JV parents work the stand during their child s early school athletic years, when their athlete gets to varsity, the younger athlete families will cover the concession stand slots.
Cont. The how to from 10 second take away 12 Team Parties The end-of-season banquet is covered by the SSBC insurance, so the team is granted a banquet when they are compliant to the SSBC guidelines. The SSBC Team Manager plans the banquet with input from the Coach. You can find a list of venues that have agreed to set up a 30-day billing (Net 30) with the SSBC. Net 30 means the team has 30 days after the invoice has been created to make payment from the team account. If you have a venue the team would like to use that is not on the list provided, please contact the SSBC President to see if a Net 30 can be set up. This event should be listed on the team budget. In addition to venues you will also find on the SSBC website other providers that have set up a Net 30. If you have something in mind you don t see listed, please contact the SSBC President to see if arrangements can be made. Having the Net 30 set up will eliminate the need for Team Managers to seek reimbursement. Teams that have special situations should contact the SSBC Board for reimbursement exceptions. All banquet payments will be set up on the Booster Club Square to avoid cash payments collected
Cont. The how to from 10 second take away 13 Fundraising The families should be told upfront the purpose of any fundraising activities, whether each athlete will be receiving an item (i.e. equipment bag, warm-up shirt, sweatshirt) or if the funds are to be used for a team activity (i.e. banquet). The Team Manager should create communication to the parents informing them of the specifics of the fundraiser, including purpose of funds (Example Communication: The car wash on August __ is to raise funds for sideline benches for the team. Please accept this notice as a written notification that the fundraiser will not provide something for the athletes to own for themselves at the end of the season. You should also know that fundraising is optional; however, we encourage all to partake in the fundraiser which will benefit the team during our season).
14 Policy Aides . How to be compliant to what the Policy reads.
Policy 2005-A 15 Occasionally, a team may wish to participate in an event that falls outside the Booster, Clubs guidelines, using money in their Booster Club accounts. an out of State competition An event not sponsored by the Sports Boosters One solution can be that the Team Manager can secure the approval of both the Athletic Director and the Board of Education to request that the sport boosters make a donation to the school district from the booster team funds. If approved the Booster Club can issue a donation check payable to the School, and the Team has a great time at the competition. Team Managers submit forms to the Athletic Director for approval. 5230F The Athletic Director reviews/approves those forms The Athletic Director submits the form to the Board of Education for approval. Team Manager sends copies of the Board of Education approval, to the Sports Boosters along with a copy of the Sports Booster budget requesting team funds, a purchase order, and the requisition. All of the documents; should then be shared with the treasurer and president via the team s google doc s team folder. At that time, the treasurer will send to the school district treasurer the funds by check. The school district treasurer will then make all payments or if reimbursement is to occur reach out to the school district Athletic Director, who will handle all reimbursements.
Flowchart - How to access Team Money: 16 Submit itemized Team Budget to ssbcpresident@cccsd.org follow all policy and procedures. All purchases must benefit the entire team Once the budget is approved, submit the itemized Purchase Order from the budget lines to ssbcpresident@cccsd.org Once both above documents are approved make the purchase. Then upload the invoice or receipt along with a completed Requisition, to google docs, share with the treasurer for payment to be made. The file will move to paid folder within your team google docs folder when the treasurer has made the payment. 1-2-3 it s that easy, Anything's purchased with a date prior to the approval date on the Budget and Purchase Order will not be paid. If the invoice is over 30 day s old it will be returned to the team Manager denied for payment. It will be the team responsibility not the Club
Team Audits 17 Each team will have a financial audit, at the time you submit your invoices for payment. Once your files are moved to the paid folder they will be marked pass or fail. The Team Manager Google Docs folder are required to be in order. Each financial transaction should be logged on the teams financial log, there should be a budget, purchase Order, invoice/receipt, and requisition document in a titled folder in (folder #1) Budget, Purchase Order, Invoice/Receipt, Requisitions.
Team Audits Page Two 18 If the team has also held fundraisers, the fundraiser information is audited after the end date on the 3260F. The fundraiser folder will also be marked with a pass or Fail before being moved to the completed fundraising folder in your fundraising folder. Fundraiser documents should be in the order as listed on the fundraising audit tool found under forms https://shs.cccsd.org/athletics/sports- boosters/purchasing-fundraising-forms All financial transactions must be complete within 15 days after last day of scheduled season. Spring teams all financial transactions must be complete by June 15, no exceptions.
SSBC Did you know? 19 Did you know? That when the teams volunteers work concessions stand slots, the team earns money per rostered Athlete? That all families are asked to join the SSBC as a member to be covered on the insurance policy. So, that if there should be a claim while working concessions, or a team/club fundraiser as a member you re covered? That if there is a claim during a fundraiser and you re volunteering for the team, if you re not a member of the SSBC, you will not be covered by the Club s insurance. Which means your personal assets will be in jeopardy? That the SSBC has our letter of Authority? Which means we don t need to pay Federal Income Tax on our fundraising? Of course we do still pay State income Tax. But one is better than both That if the team purchases something from team money and the SSBC treasurer makes the payment, that it can be TAX EXEMPT ? You can stay informed by joining E-Blast, Facebook, Instagram, and Twitter?
