Team Treasurers –Thank you for volunteering to fulfill a very important role for your daughter’s Team. This Handbook is intended to cover the standard duties of the Team Treasurers, as well as guidelines on various topics.
We have recently updated this Handbook to reflect several new procedures for the Club in light of various incidents that have occurred at other sports and nonprofit organizations. The purposes of these changes are twofold: to protect the assets of the Teams and to protect the Team Treasurers from suspicion of the misuse of funds. By being more transparent, hopefully there will be no justification for any accusations by disgruntled or suspicious parties. The new procedures include:
- Signing a nondisclosure agreement. You are required to keep all financial information confidential, even details you believe are of little or no consequence. You may not discuss financial affairs of any family with the Team manager or coach, even if you are advised by those parties that they are aware of the situation. Use the Club Treasurer or Division VP as an intermediary. By remaining entirely discreet, there can be no question about the sensitivity of any information, even something seeming trivial.
- Team books are “owned” by the Club and are subject to review by the Club.
- Checking accounts are to be separate from personal checking accounts. We will assist in establishing team accounts.
- Periodically you will supply statements to families. Those can be sent through the mail, or delivered by hand to adults, or via email by copy and pasting each family’s statement individually so as to not reveal any other family’s account. This will maintain the confidentiality of all financial dealings.
Team Treasurer Duties
- Set up Team bank account (see below for recommended bank).
- Prepare a simple budget (with the assistance of the Coach) to help estimate the cash needs of the Team for tournament application fees, coach’s expenses, team building events, banners, etc…
- Collect funds from players as required throughout the season to cover expenses. Do not allow families to have a negative balance in their account which would cause other families to pay their expenses.
- Maintain a positive Team account balance at all times. It is recommended that each player have a minimum account balance at all times to cover any immediate or unforeseen expenses that may arise (this amount is at the discretion of the Team Treasurer but should be discussed and agreed upon by the Team).
- Pay Team expenses as needed.
- Reconcile bank accounts on a monthly basis.
- Maintain the “Account Balances” summary schedule (see “accounting spreadsheets” below).
- Distribute a “Statement of Account” and “Cost Summary” to all families on a quarterly basis or as requested (see “accounting spreadsheets” below).
- Upon completion of the season, prepare a final accounting for the Team and collect any amounts due or remit any remaining balances on account. Distribute a final “Statement of Account” to each family and to the Club Treasurer. In addition, provide the final “Cost Summary” to each family. (Note: see “Setting up Bank Accounts” below for season-to-season maintenance of bank accounts).
- If not continuing as Treasurer with the Team in the next season, please transfer the Bank Account to the new Treasurer.
Setting up Bank Accounts
Pleasanton Rage has an affiliation with the First Republic Bank in downtown Pleasanton. They have generously offered to set up Team accounts free of charge and will include free checks and an endorsement stamp. (Note: some charges still apply such as overdraft charges, etc.) When establishing the name to be printed on the checks, use “Pleasanton RAGE” followed by the birth year of the players. In order to differentiate the account names within the age group, please add “ECNL,” or “Premier.” If your team is designated by a color, add “Orange,” “Grey,” etc… after the birth year. Therefore the U15 Orange team would be “Pleasanton RAGE 2004 Orange.” This is to prevent confusion amongst the accounts at the bank. It is also recommended to exclude a printed address on the checks as Team Treasurers may change from season to season.
Maintaining Team Bank Accounts from Season to Season: The First Republic Bank has requested that the Teams maintain their respective bank accounts from season to season where possible to help reduce their costs of providing this service to Pleasanton RAGE. A small amount (at least $100) left on deposit will prevent the account from being closed. It is recommended that you do not distribute balances (unless significant) until after placements unless a player will not be returning to the Club.
Accounting Spreadsheets- (can be downloaded at bottom of page)
RAGE has developed accounting spreadsheets that you may use to perform the accounting for your Team. They are a series of integrated Excel worksheets as follows:
- “Account Balances” summary schedule – this allows you to maintain a complete accounting for the Team on one worksheet. The total should reconcile with the bank statement.
- Player Statements – these are worksheet tabs that take the data from the “Account Balances” summary schedule and automatically generate a statement for each player with their applicable receipts/expenses and their remaining account balance or balance due.
- “Cost Summary” – this worksheet tab also generates automatically from the “Account Balances” schedule and details the total expenses for the Team and the average cost per player. It also gives a breakdown of the costs summarized by category (tournament fees, uniforms, travel, and misc.). This worksheet is useful to the families so they can see exactly how their money was spent.
These spreadsheets can be downloaded from the RAGE Website by the Team Treasurers. If you need assistance in setting up your spreadsheets with your individual player information, or if you have any difficulties with the worksheets, you may contact Erik Hofstede at email@example.com. If you do not have Excel or wish to use another form of accounting worksheets you may do so as long as the same basic information is reported. (Note: see attached copies of example Excel spreadsheets at bottom of this document).
Typical Financial Expenses
Although financial commitments vary by age group and Team, the following are typical financial expenses incurred by the Teams:
- Uniform Expenses – Uniforms must be ordered through Soccer Pro. Each Team should choose a Uniform Coordinator and the parents will work with this person to order any necessary uniform items needed by the players on the Team. Upon ordering, payment will be made directly to Soccer Pro by the individual families on each Team.
- Tournament/Jamboree Fees – Please coordinate with the Team Manager and Coach to provide payment for any Tournament/Jamboree applications made. These fees are to be paid by all families on a team with exceptions being:
- Excused absences approved ONLY by Philippe Blin in consultation with the Coach.
- Due to injury for which team dues collection has been suspended.
- A doctor, in writing, has ordered a player to withdraw from an event due to illness.
- The team is part of a “pool” of players that exceeds a normal team size and the Coach is selecting the appropriate roster size for the event.
- Trainer/Coaches Travel Expenses – Trainers travel expenses are to be reimbursed by the Club. Coaches will submit their expenses for tournaments only to the Team Treasurer. In cases where the Trainer’s expenses are to be split between multiple teams, the Club Bookkeeper will determine the percentage of expenses per team and bill the teams accordingly. (See right-hand information bar on this page “Coaches/Trainers Reimbursement Form” to be used by the Coach/Trainer to submit any travel reimbursements. Also see attached GP 002 — Addendum and PIMs 025 and 026 regarding Pleasanton RAGE policy on authorized travel expenses.) Mileage payment would be based on Federal Travel Guidelines.
- Miscellaneous Expenses – These may include items such as TeamSnap account fee, team bench or canopy, team bonding parties, laminating, etc… These items should be discussed as a Team and determined how they are to be handled.
- Note: Travel costs for the players and their families will be the responsibility of each family.
Delinquent Payments to the Club
Teams are responsible for making timely payments to the Club for any billed costs. Any Team that becomes delinquent in their payment may incur such penalties as the suspension of training until payment is made, or other such penalty as deemed appropriate by the RAGE Board.
Delinquent Payments to the Team
Occasionally a family may become delinquent in their payments to the Team Treasurer. The Club does not want the Team Treasurers to feel as though they must act as a collection agency on behalf of the Team and become frustrated with their duties. If a family is delinquent in their payment to the Team and reasonable efforts have been made to collect such payments, the Club will assist the Team Treasurer in the collection effort. Please contact the RAGE Treasurer for assistance in these matters. Penalties for the player may include suspension of the player from participating in training, practice, and games until their account balance with the Team is positive.
From time to time there will be roster changes made after the beginning of the season which may have a financial impact on the Team.
- Player Additions – If a player is added to the Team, the added player’s family will be responsible for its share of Team expenses incurred from the date of its addition to the Team.
- Player Deletions – The player is responsible for their share of the Team’s expenses at least through the date they leave. Maintaining a minimum account balance reduces the risk of a player leaving with unpaid expenses.
- Guest Players – Guest Players are responsible for their own travel costs and a prorated portion of tournament expenses, such as Coach and Trainer travel reimbursement. See PIM 019.
- Injuries/Moving/other – This is subject to the current PIM on refunds for players injured and/or moving out of the area.
The Club will consider hardships on a case by case basis. There is a small amount of money set aside in the budget for such situations. The Club Treasurer handles requests for scholarships.
Team Fundraising must be approved by the RAGE Board. As a Club, we need to make sure we don’t violate Sponsor contracts. This includes Competing Sponsor uniform emblems or other advertising. The Club strongly encourages fundraising activities to reduce the cost of soccer and also for Team building purposes. See PIM 016.
Communications from the Club Treasurer and/or Bookkeeper to the Team Treasurers will be done primarily via e-mail. If you do not have access to e-mail, please let the Club Bookkeeper know so that other arrangements can be made.
Spreadsheet Assistance – Erik Hofstede, firstname.lastname@example.org
Club Treasurer – Randy Smith, email@example.com
Club Bookkeeper – Carol Sparks, firstname.lastname@example.org
Club President – Jon Asmussen, email@example.com
Competitive VP – Martha Brown, firstname.lastname@example.org
Recreational VP – Mike Stewart, email@example.com
Previous amendments implemented – dates not recorded
Amended 3/31/2006, 6/27/2007, 5/12/2010; 3/14/16; 2/22/17, 9/13/17; 7/02/18