How Do I Prevent Fraud and Theft in My Booster Club?
While booster clubs are almost always made up of honest individuals who are genuinely trying to help support kids and their schools, unfortunately there are exceptions. A well-run organization, no matter what size, should have fraud and theft preventative measures in place.
Here are a few ways you can help prevent fraud and theft in your booster club:
Adopt Checks and Balances
No single person should be in charge of every aspect of finances in a booster club. Implementing a system of checks and balances ensures that multiple people are involved, increasing the transparency of the finances. You can implement checks and balances by:
Designating financial reviewers
Requiring secondary approval for transactions
Implementing a rotating schedule for finance management
Holding random reviews
Another way to implement checks and balances is through booster club software that includes a cash tally to reduce fraud. Software can simplify financial management and also safeguard the club’s hard-earned cash.
Get Annual Audits
Many large organizations incorporate annual financial audits into their yearly schedule, and for a good reason. Annual audits allow a neutral third party to examine the balance sheet and make sure that everything is on the level.
A financial audit can reveal if any money was misappropriated or if anything is unaccounted for. If a problem is revealed, an auditor can usually help you get to the bottom of it. An auditor can even discover unusual patterns and alert you to inconsistencies before any cash goes missing.
If the club doesn’t have the resources to pay for an annual audit, try contacting a nonprofit accounting firm. They may be able to offer a reduced rate or even provide the service for free. You may even be able to find a parent with an accounting background who can volunteer their time to do a soft audit.
Consider Going Cashless
Managing cash is a challenge in every organization. Cash is difficult to track and is highly susceptible to fraud or even simple mistakes like misplacing an envelope. Going cashless is a simple way to ensure that every dollar going in and out is secure and has a record.
Aside from preventing fraud and lost cash, other advantages of going cashless include:
The ability to track revenue and expenses
A reduction in the time spent on financial management
Ease in setting up donations via an online source
Time savings during tax season
A booster club accounting software platform can be transformative in the organization and relieve a lot of pain points in financial management.
While some organizations worry that going cashless will hurt the bottom line, that is not the case in today’s digital world. Many donors actually feel more comfortable donating when there is a digital trail and a receipt.
Supporting a Cause While Being Mindful of Security
Booster clubs are a wonderful way to support kids and schools, and every dollar counts. Whether you are preventing fraud and theft, or simple mistakes in accounting, having safeguards in place ensures that your hard-earned donations are accounted for.
It doesn’t matter if you’re implementing checks and balances, auditing, or investing in booster club software — taking the time to prevent fraud is well worth the effort.
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Our Club Has Been Using Charms and Has Student Accounts — Why Is This a Bad Idea?
There’s a lot to like about Charms Office Assistant. This program has been a music program stalwart and can help schools and boosters communicate with students, manage assessment data, and collect payments.
We get the appeal of using Charms to support your band’s billing activities — the system is already in place, and you can collect payments from students and parents all in one platform. However, Charms wasn’t really designed for booster clubs. It was really designed to be used by the school or music director.
Most booster clubs are non-profits. The activities and best practices are different. For instance, non-profits can not fundraise for the benefit of one person. They must fundraise for the group as a whole. Also, fees can not be mandatory in a non-profit. You can certainly say “100% participation is highly encouraged,” but you can not require anyone to pay to participate.
By replacing Charms with a purpose-built booster solution, your club can:
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Round Rock Volleyball Is Ahead of the Game by Using BoosterHub MVP
After each sports season, the coaching staff gets together to review what went well and what they can do better next year. Often, coaches will turn to league winners for inspiration. During this process, they analyze film, look at stats, and explore ways to incorporate these insights into their own coaching strategies.
Your athletic booster club can apply these same principles to get better at fundraising during the off-season. On that note, let’s turn our attention to the Round Rock Volleyball booster club and how they’re delivering for student athletes with BoosterHub.
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Is SMS a Good Way to Communicate with Donors and Booster Club Members?
Finding effective ways to communicate with donors and members is a problem as old as your school’s rivalry with the neighboring high school football team. And just like that generation-spanning rivalry, you never seem to be able to maintain the upper hand for long.
During your time as an athletic booster club member, you’ve probably tried a variety of communication techniques, from phone calls to flyers and even email. If that’s the case, you know that none of these strategies are especially effective for relaying information to your membership.
While you’ve probably considered using SMS messaging to talk to donors and booster club members, you may be hesitant to make yet another change to your communication strategy. But trust us — SMS messaging is the way to go. With the right SMS messaging tools in place, you can effortlessly share information, keep parents in the loop about upcoming events, and make 2023 your most productive fundraising year ever.