Volunteering for a booster club is a great way to help your local schools, neighborhood kids, and the community. However, booster clubs must abide by certain rules, and when those rules are broken, someone has to be held accountable.
Booster club members generally are not responsible for mishaps that occur in the club. However, when you volunteer to be President or any officer in a club, your office comes with certain liabilities.
Booster Club President
A booster club president is like the CEO of the organization. They generally have to dedicate more time to the club than anyone else and are ultimately responsible for the success of the organization. The President sets the tone and ethical foundation for the club and is expected to attend every meeting and fundraiser.
Other responsibilities of the booster club President include:
Appointing other leadership positions
Enforcing the rules
Leading communication with the school
Dealing with membership issues
If something goes wrong with the club, the President is exposed to liability. The President can be sued personally if the club is accused of breaking booster club laws, if an accident that was the club’s fault happens, or if there is illegal financial activity.
Booster Club Officers
Booster clubs often have at least three officers under the president: Vice President, Secretary, and Treasurer. Each officer has distinct responsibilities that they are solely responsible for.
The Vice President steps in or supplements the work of the President. The secretary is responsible for documentation, recording, and other duties such as managing the club website. The treasurer is responsible for the finances of the organization.
Any officer of the booster club may be held personally liable in the event of a lawsuit.
A Few Things to Consider
Before you take on the role of an officer, you should be aware of the position’s booster club responsibilities. Familiarizing yourself with various requirements under the law can help ensure your club is operating appropriately and protected from lawsuits.
Every booster club has to file yearly taxes, just like any other organization. Even if you are tax-exempt under the 501(c)(3) laws, you must file a return every year. Whether you are the treasurer or not, you should be aware of your tax liabilities and requirements for filing.
Before taking on the role of an officer, it is good practice to look into what sorts of operating systems the club has. If the club is operating with a booster club software with robust accounting features, it can greatly minimize your exposure. On the other hand, if the club is operating using little more than cash and paper records, your risk is higher.
No matter how well you think the booster club is run, you cannot predict the future. It is best practice to have a liability insurance policy in place so that you are prepared for unexpected circumstances.
On the surface, the responsibilities of booster clubs and their officers can seem intimidating. However, with the right organizational measures and checks and balances in place, you can rest easy knowing that you are protected.
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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.