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Smooth Transitions

Five Tips for Changing Booster Club Officers

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TIP #1: Conduct an annual financial review.

A financial review is considered “best practice” when operating a fundraising organization and is one key to preventing theft, a common issue for small nonprofits. Have two people who did not routinely handle financial transactions or have signature authority on your bank account conduct your financial review. This will help to ensure your financial books and records are complete and accurate.


 

TIP #2: Gather your organization’s financial documents, records and passwords.

Pass on your login information to new officers and make it easy to locate your documents in our cloud-based document storage.

Financial Documents

  • Report from your annual financial review
  • Treasurer’s year-end financial report and statement
  • IRS 990-series return (990N, 990EZ or full 990). The three (3) most recent returns must be publicly available upon request.
  • Treasurer’s reports either quarterly or monthly
  • Bank statements & bank reconciliation reports
  • Cancelled checks, check registers
  • Invoices, receipts
  • Cash tally sheets

Governing Documents / Important Records

  • Articles of Incorporation
  • Bylaws
  • IRS EIN Assignment Notice (Form CP575)
  • Proof of your IRS 501(c)(3) tax-exempt status
  • Your current PBUSA membership certificate + PBUSA’s group IRS exemption letter
  • Meeting minutes
  • State forms (if required by your state):
    • State income tax exemption
    • State sales tax or franchise tax exemption
    • State fundraising or charity registration

 

TIP #3: Schedule a face-to-face meeting with the outgoing and incoming officers

In this meeting, focus on your transition strategy and consider asking such questions as:

  • What information do you wish you had from the treasurer before you (or President, VP, etc.)?
  • What is one piece of advice you would give to the new executive board?
  • What would you change if you could do it all over again?

 

TIP #4: Update PBUSA, your school, and your bank with new contact information

Make sure to give the school the new officer’s names and update your member contact information with PBUSA. Also, visit the bank and update the signature cards on your booster club’s accounts.


 
TIP #5: Pass on helpful information such as calendars, publicity, vendors used, and feedback

This could include the timelines associated with your events, copies of flyers, posters, or other ads from your events, a list of vendors used with helpful “recommend / do not recommend” notes, and suggestions for improvement for the next year.

FEATURED BLOG

Running an Effective Meeting

Sandra Pfau Englund

Aug 30, 2019

Booster club bylaws often reference Robert’s Rules of Order as the “rules” for managing a meeting. Have you ever read Robert’s Rules? It’s a good way to get a good night’s sleep!

O.k., so, having no rules leads to muddled, oftentimes chaotic meetings. On the other hand, using strict Robert’s Rules of Order can result in confusion or imbalance, dominated by those very few who understand Robert’s Rules. According to Sandra Englund, founder of Parent Booster USA, it’s far better to use a simplified form of parliamentary procedure. Using Sandy’s Simple Parlipro for Nonprofit Organizations, you provide a solid framework for your meeting that encourages everyone to participate and stops any one person from controlling it.

Meetings should not be all about the rules. According to David Gillig, Senior Vice President of Children's Hospital and Health Center in San Diego, a meeting should be 80% inspiration, learning and fun, and 20% business. Busy parents are more likely to attend if they feel as if they will gain something for themselves, and their kids, out of the meeting. We recommend that you start the meeting with something fun or educational — our parent engagement blog talks more about this.

Place reports at the end of the meeting; consider providing digital or written copies of reports that parents can read outside of the meeting. No one wants to sit through standard reports. One exception is financial reports. Always include the treasurer’s report. The treasurer’s report should include a written budget and a report that shows how money was raised and spent. Making bank statements available is a good way to help ensure accountability. You can read more on financial accountability here.

It’s good practice to put start times for each item on the agenda. This helps ensure that the meeting stays on track and flows effectively. It’s particularly important if you are discussing any controversial issues in which it is more likely that someone will filibuster! Having a rule that each person gets an opportunity to speak once, before anyone is given a second opportunity to speak, helps encourage more participation.

Below is a sample agenda to help you get the most out of your booster club meetings. Start your meeting by reviewing the agenda. This is where you can explain the “rules” you’ve set for the meeting, including for example, that you will work to stay on-time to help ensure that the meeting starts and ends accordingly. You can also mention here, or just before the Q&A time with the principal, that each person will be provided the opportunity to speak once before anyone speaks for a second time. The report time is kept brief to allow the bulk of time to be given to the information provided by the principal. Minutes need approved; although a little unusual, we included approving the minutes at the end to allow more time for the more important matters up front.

ABC Booster Club
Agenda
[DATE]
1. Call to order & Review of Agenda 6:00p
2. Guest speaker – Principal Melissa Everly discusses school remodel plan 6:05-6:25p
3. Q&A 6:25-6:35p
4. Financial report 6:35-6:45p
5. Other reports 6:45-6:55p
6. Approve minutes from prior meeting 6:55p
7. Next Meeting 6:59p
8. Adjourn 7:00p

Planning and structuring your meeting for success if the key to having an effective meeting.

YOU SUPPORT THEM, WE SUPPORT YOU

With PBUSA membership, we file all the IRS and state paperwork. We keep your booster club up and running year after year.

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