Club Administration 101. The Basics of Club Operations and Management

Transcription

1 Club Administration 101 The Basics of Club Operations and Management

2 What Is A Soccer Club? A soccer club does many things: Service to the community Provides a place for kids to play Develops skills Teaches life lessons Cooperation Communication Taking responsibility Handling emotions

3 What Is A Soccer Club? A soccer club may be many things and may provide many different services to its community. The most important thing for its officers and directors to remember is, A soccer club is a business.

4 Business Requirements Governmental Registration and Reports Corporation Division IRS Department of Justice Financial Management Budgeting Collecting money Paying bills Tracking income and expense

5 Business Requirements Membership OYSA Club Membership Application Registering Players Registering Admins Operations Communication and Marketing Coaches Equipment Uniforms Fields Leagues Tournaments

6 Governmental Registration and Reports Corporation Division Annual corporation report and fee Due on the anniversary of first filing with Secretary of State Failure to file, corporation loses legal existence Biannual assumed business name renewal (if needed) Due every 2 years on anniversary of first filing Failure to renew removes name reservation and makes operating under ABN improper (technically illegal)

7 Governmental Registration and Reports IRS Soccer clubs should be registered as tax exempt under 501(c)(3) of the Internal Revenue Code Qualifies the organization for grants and donations Donors can get a charitable tax deduction Annual tax return is required Form 990, 990-EZ, or 990-N, depending on gross receipts (in most circumstances) Failure to file subjects corporation to a penalty Failure to file for 3 years will revoke exemption

8 Governmental Registration and Reports Oregon Department of Justice Club should be a public benefit corporation, which makes the club a public charity under the supervisory jurisdiction of the DOJ Registration is required when incorporated Annual report is due at the same time as tax return Failure to register or file may impose penalty on the organization and individual board members Up to $2,000 penalty per occurrence Applies to organization and individual

9 Budgeting Financial Management Every business needs a budget Revenue - sources and amounts Expense all expenses Categories should be established that match accounting information The club should know how much it costs to put a player on the field Payments within budget do not need additional board action

10 Collecting money Online registration and payment Registration days Checks Cash Financial Management Extending credit deferred payments Written agreement Payment due dates Enforcement

11 Paying bills Use checks Financial Management Who writes checks? Multiple signers Require invoice Credit cards Limit use Require receipts Reimbursements Require receipts/invoice Approved budget categories

12 Tracking income and expense Use software Financial Management Have a chart of accounts All money in and out should be tracked to an account category Compare income and expense to budget Be aware of when revenue can be expected and expenses will be due

13 Membership

14 OYSA annual club membership form and fee Due March 1, late as of April 1 Required before using Affinity for registrations Required for COI Required for league and tournament sanctioning in15-16 Register players Membership At least one team required to maintain membership

15 Register Admins All coaches, assistant coaches, team mangers assigned to teams in OYSA All board members Other volunteers who have official duties with the club Pay registration fees Membership

16 Communication and Marketing Website Social media marketing Flyers Direct mail Operations You have to make sure people know your club exists before you can get them to join you.

17 Operations Coaches Volunteers? Paid? Attracting volunteer coaches Education and training Oversight Coach coordinator Director of coaching Equipment What do you provide? Tracking inventory Checkout Collecting after the season Replacements

18 Uniforms Where do you get them? How often do you change? Who owns them? Who buys and distributes? Club orders from registration information, or Player families buy directly from retail vendor who orders and stores the products Uniform coordinator Operations

19 Fields Operations Where do you find them? How much field time/space do you need? Costs COI

20 Leagues Where do your teams play? Running your own Sanctioning Rules Scheduling Referees Discipline Joining an existing league Registering Fees Operations

21 Tournaments Competitive State Cup Presidents Cup Club tournaments Recreational OYSA / Timbers Recreational Cup Club tournaments Do you host? Sanctioning Operations

22 Questions? Communication Education Collaboration