It is important that your organization’s permanent records and financial documents be handed over to the new incoming officers. Now is the time to gather up these documents and prepare for a face-to-face meeting to help your successors get started on the right foot.

Your booster club’s permanent records should include:

• Articles of incorporation (if your group is incorporated as a nonprofit in your state)
• Bylaws (including documentation of prior amendments)
• PBUSA membership certificate verifying your 501(c)(3) tax-exempt status and/or IRS EIN letter (Form CP575)
• State income tax exemption documents (if any)
• State sales tax exemption documents (if any)
• State fundraising registration documents (if any)
• Year-end financial report and statement

Financial records should include:

• IRS 990-series return (990N, 990EZ or full 990) – three (3) most recent returns must be publicly available upon request
• Treasurer’s reports (periodic) - hold 7 years; then destroy
• Financial documents - hold 7 years; then destroy
• bank statements and bank reconciliation reports
• cancelled checks
• check registers
• invoices
• receipts
• cash tally sheets
• investment statements (if any)

Other helpful documents to pass on:

• Calendar / Timeline
• Budget / Spreadsheets / Statements
• Publicity (fliers, posters, emails, etc.)
• Vendors used (w/ helpful info such as "recommended" or "do not use")
• Feedback / Suggestions for improvement
• Ideas for next year