We are starting a new 12U TB team and I need advice on what forms we should have parents sign for our own protection? How do you open a checking account in the team name? Talking with our bank they said they needed our Articles that have been registered with the state, I am familiar with this for a business but not a team so if you have any tips here I could use some help! I could also use any tips on how to keep parents under control, I hear so many nightmare stories and honestly that is my biggest worry about being a HC. Any suggestions on team sponsors or fundraisers? Any other tips you have for a coach moving from Rec to TB would be very helpful!
New Team
- Thread starter UTRAG
- Start date
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UTRAG, we've all been there. I'll let someone else address the team bank account issue since our organization already had tax-exempt status, simplifying the process. Handling parents? First, begin with a commitment to communication. It all starts with a thorough player/team agreement or "contract" that spells out how different aspects of the relationship will be handled. I'll try to find the thread we had with such an agreement. We try to be transparent with our monies raised to avoid the inevitable suspicions. Be structured, assemble a knowledgeable staff with great people skills, and try to determine what your team's "personality" will be. If you're young, you might try to load up on speed and hustle. You'll probably scratch and claw for runs at first and it's easier to play small ball if you're facing better pitching. As far as fundraising, form a parent committee if possible, blow smoke up their skirts and praise them more than your players lol! They'll make your job so much easier. Good luck!
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Here's a generic version of the one we utilize. Of course you'll want to modify to suit your purposes, spice it up with team art and bullet points, alter the fonts to emphasize and lessen the impact, etc.
Enjoy!
Welcome to
********** Softball!
It’s our pleasure to welcome you to the *** family. Our coaches are committed to making this experience as fun and meaningful as possible for you and your daughter. The following is designed to help you easily understand what being a member of the *** organization is all about.
A COMMITMENT TO TEACHING:
Our coaches believe that the process takes care of the outcome. Sure we want to win, but by teaching the game we believe our players will not only develop the ability to play softball properly but at a high level, with a foundation that will serve them throughout their softball career. Our practices will be structured and focused, with clear objectives. We do not believe in shortcuts or breaking rules.
We also believe champions are built on the practice field, and expect our players to approach practice on time and prepared.
OUR PROMISE
What our coaches will not do is promise your player a certain amount of playing time, that she’ll play a certain position or that she’ll bat at a certain part of the batting order. We will promise to play your player where the coaches believe she will best benefit the team. We will promise to work with your child as much as any other team member, regardless of the talent level or on-the-field production. Our coaches will promise to coach and at times challenge, your child, but not bully her.
THE TEAM CONCEPT
Building and maintaining a successful organization is a difficult task made easier when everyone realizes that regardless of their talent level, they are important to the coaches and their teammates. In addition to the on-the-field instruction and participation, we’ll have occasional activities designed to draw our families (players and parents alike) closer together. Ice cream parties, mother-daughter softball games, even fun competitions that have nothing to do with softball.
We ask all our families to make this personal investment into our team. It’s all about team building, kids and adults alike.
WHAT’S REQUIRED OF ME?
That’s a common question. The answer-the same level of commitment we give you. Be at practice and games on time or before. Your child should have everything she needs before stepping onto the field. You are required to participate in all fundraising activities and encouraged to brainstorm on innovative ways to generate funds for our team.
WHAT’S IT COST AND WHEN IS IT DUE?
Our team fee is $*** and can be paid at once or in installments. $*** is due by January 31st.
TOTAL AMOUNT IS DUE BY March 1st.
100 % of all monies collected stay with the team.
THE RULES AND OTHER STUFF!
Unfortunately, you gotta have rules. Not too many, but important just the same.
*Your child will not disrespect a coach, player or game official, verbally or otherwise.
The same goes for the parents. Parents are also responsible for whomever they bring to the game; inlaws and outlaws, kinfolk and friends.
Temper tantrums will land a player on the bench or in the stands.
*Be on time or before.
*Parents and siblings are not allowed in the dugout unless there is an injury or another concern.
Check with the coaches first!
*Food (not drink) is discouraged in the dugout. It’s often a distraction. Certainly there are exceptions, especially when a player is feeling weak.
DEALING WITH ISSUES
You may find it necessary to discuss a situation with the coach.
Here’s the protocol:
A 24 hour rule is in place on all game related issues. No discussions will take place if kids are present.
The head coach will be your point of contact.
No cursing or threats will be tolerated on either side.
You will be treated with respect and courtesy and the same is expected from you.
LEAVING THE TEAM / REFUNDS
Occasionally, something will happen where a player will have to leave the team. A parent’s transfer, player injury, a disagreement. Do you get your money back? Depends.
If a player is removed from the team with cause, there is no refund. After the team has participated in 4 tournaments there is no refund. Anything before that will be pro-rated. Team fees and fundraising monies are used to buy equipment, balls, uniforms, etc. and is budgeted to fund the team. Withdrawing team funds affects the entire team.
WHAT ABOUT NEXT YEAR?
Our end-of-the-year tournament (usually in late June or early July) marks the end of our fall/summer season. Tryouts (if necessary) will likely be held in August or early September.
No player is guaranteed a spot from one year to the next although continuity is something we coaches prize very highly. When we get great players with great parents we tend to latch on like hungry bulldogs!
THE BOTTOM LINE….
It’s a pleasure and an honor for us as coaches to be allowed to work with your most prized possession-your child! We take that responsibility very seriously and will work diligently to bring the very best out of her, and keep things fun. If this sounds like a commitment you’re willing to take, sign on! Please fill out the attached form and return to us, and keep all of the above to refer to in case you have any questions.
Welcome Aboard!
PLEASE RETURN THIS SIGNED FORM
Player’s Name:_____________________
Date:______
I have read and understand the terms of team membership and agree to abide by the conditions listed.
Parent or Guardian Signature
*****
SOFTBALL
----
Here's a generic version of the one we utilize. Of course you'll want to modify to suit your purposes, spice it up with team art and bullet points, alter the fonts to emphasize and lessen the impact, etc.
Enjoy!
Welcome to
********** Softball!
It’s our pleasure to welcome you to the *** family. Our coaches are committed to making this experience as fun and meaningful as possible for you and your daughter. The following is designed to help you easily understand what being a member of the *** organization is all about.
A COMMITMENT TO TEACHING:
Our coaches believe that the process takes care of the outcome. Sure we want to win, but by teaching the game we believe our players will not only develop the ability to play softball properly but at a high level, with a foundation that will serve them throughout their softball career. Our practices will be structured and focused, with clear objectives. We do not believe in shortcuts or breaking rules.
We also believe champions are built on the practice field, and expect our players to approach practice on time and prepared.
OUR PROMISE
What our coaches will not do is promise your player a certain amount of playing time, that she’ll play a certain position or that she’ll bat at a certain part of the batting order. We will promise to play your player where the coaches believe she will best benefit the team. We will promise to work with your child as much as any other team member, regardless of the talent level or on-the-field production. Our coaches will promise to coach and at times challenge, your child, but not bully her.
THE TEAM CONCEPT
Building and maintaining a successful organization is a difficult task made easier when everyone realizes that regardless of their talent level, they are important to the coaches and their teammates. In addition to the on-the-field instruction and participation, we’ll have occasional activities designed to draw our families (players and parents alike) closer together. Ice cream parties, mother-daughter softball games, even fun competitions that have nothing to do with softball.
We ask all our families to make this personal investment into our team. It’s all about team building, kids and adults alike.
WHAT’S REQUIRED OF ME?
That’s a common question. The answer-the same level of commitment we give you. Be at practice and games on time or before. Your child should have everything she needs before stepping onto the field. You are required to participate in all fundraising activities and encouraged to brainstorm on innovative ways to generate funds for our team.
WHAT’S IT COST AND WHEN IS IT DUE?
Our team fee is $*** and can be paid at once or in installments. $*** is due by January 31st.
TOTAL AMOUNT IS DUE BY March 1st.
100 % of all monies collected stay with the team.
THE RULES AND OTHER STUFF!
Unfortunately, you gotta have rules. Not too many, but important just the same.
*Your child will not disrespect a coach, player or game official, verbally or otherwise.
The same goes for the parents. Parents are also responsible for whomever they bring to the game; inlaws and outlaws, kinfolk and friends.
Temper tantrums will land a player on the bench or in the stands.
*Be on time or before.
*Parents and siblings are not allowed in the dugout unless there is an injury or another concern.
Check with the coaches first!
*Food (not drink) is discouraged in the dugout. It’s often a distraction. Certainly there are exceptions, especially when a player is feeling weak.
DEALING WITH ISSUES
You may find it necessary to discuss a situation with the coach.
Here’s the protocol:
A 24 hour rule is in place on all game related issues. No discussions will take place if kids are present.
The head coach will be your point of contact.
No cursing or threats will be tolerated on either side.
You will be treated with respect and courtesy and the same is expected from you.
LEAVING THE TEAM / REFUNDS
Occasionally, something will happen where a player will have to leave the team. A parent’s transfer, player injury, a disagreement. Do you get your money back? Depends.
If a player is removed from the team with cause, there is no refund. After the team has participated in 4 tournaments there is no refund. Anything before that will be pro-rated. Team fees and fundraising monies are used to buy equipment, balls, uniforms, etc. and is budgeted to fund the team. Withdrawing team funds affects the entire team.
WHAT ABOUT NEXT YEAR?
Our end-of-the-year tournament (usually in late June or early July) marks the end of our fall/summer season. Tryouts (if necessary) will likely be held in August or early September.
No player is guaranteed a spot from one year to the next although continuity is something we coaches prize very highly. When we get great players with great parents we tend to latch on like hungry bulldogs!
THE BOTTOM LINE….
It’s a pleasure and an honor for us as coaches to be allowed to work with your most prized possession-your child! We take that responsibility very seriously and will work diligently to bring the very best out of her, and keep things fun. If this sounds like a commitment you’re willing to take, sign on! Please fill out the attached form and return to us, and keep all of the above to refer to in case you have any questions.
Welcome Aboard!
PLEASE RETURN THIS SIGNED FORM
Player’s Name:_____________________
Date:______
I have read and understand the terms of team membership and agree to abide by the conditions listed.
Parent or Guardian Signature
*****
SOFTBALL
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I believe you need to apply for a 501-c(3) tax form which is specific to non-profit organization (that "foster national or international amateur sports competition). Here is a Wiki link for more information: 501(c) organization - Wikipedia, the free encyclopedia
02Crush
Way past gone
1. Create a Code of Ethics form for them to read and sign. This is your discipline Bible and you will need it.
2. You need a Release Waiver to release the team and ANYONE associated with the team to avoid lawsuits
3. You need a Release Waiver to treat a player in the absence of a parent (even giving an advil). I would also follow this up with a allergy listing so you are aware of any allergies that pose a problem
4. Photo Copies of Birth Certificates for Age Verification in case of (rarely happens) protests of age
5. Budget detailing cost and when money will be due the team and what expectations of team funds are
Send me a PM with your Email address and I will gladly send you some of my forms as an example. You may need to adjust to your stateg laws if there are unique laws for your area.
As far as a Bank account you can set up a personal Bank Account under your name with a DBA (doing business as) where the team name is listed.
As a recreational team you do not qualify to be a 501-(C)3 Status. That is for Charitable Organizations. You can qualify or a 501-(C) 7 which will allow you to buy goods and not pay taxes. It saves some money but can be a headache due to all the paperwork involved to get it and would require an annual tax return (Form 990) to be filed. This all depends on your level of play. If it is local Tournament Ball I would not worry about all this. If you will be involved in serious travel and expense to do so I would recommend creating a board and assigning a treasurer you oversee to handle this all. It keeps it off your hands to avoid impropriety with large sums of money on your end.
2. You need a Release Waiver to release the team and ANYONE associated with the team to avoid lawsuits
3. You need a Release Waiver to treat a player in the absence of a parent (even giving an advil). I would also follow this up with a allergy listing so you are aware of any allergies that pose a problem
4. Photo Copies of Birth Certificates for Age Verification in case of (rarely happens) protests of age
5. Budget detailing cost and when money will be due the team and what expectations of team funds are
Send me a PM with your Email address and I will gladly send you some of my forms as an example. You may need to adjust to your stateg laws if there are unique laws for your area.
As far as a Bank account you can set up a personal Bank Account under your name with a DBA (doing business as) where the team name is listed.
As a recreational team you do not qualify to be a 501-(C)3 Status. That is for Charitable Organizations. You can qualify or a 501-(C) 7 which will allow you to buy goods and not pay taxes. It saves some money but can be a headache due to all the paperwork involved to get it and would require an annual tax return (Form 990) to be filed. This all depends on your level of play. If it is local Tournament Ball I would not worry about all this. If you will be involved in serious travel and expense to do so I would recommend creating a board and assigning a treasurer you oversee to handle this all. It keeps it off your hands to avoid impropriety with large sums of money on your end.
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Hmmm...that is weird because I am pretty sure that one of the organizations dd played for had this 501-C (3)...we were given copies of the letters to give to potential sponsors. Oh well...I am far from knowledgeable about this stuff....I'm just a bystanding parent. LOL
Our organization has/had 501-C3 status. We provided those letters to protential sponsors to enable them to claim us as a deduction.
Teams can qualify for non profit status. Youth sports teams are one of the qualified purposes. Don't open bank account as a DBA. Most likely you'll be an unicorporated association unless you want to get formal and incorporate. You'll need to decide who will serve what roles- treasurer, secretary, manager, etc. This can be decided by a meeting of the parents if the team has already been selected or coaches if you still need to have tryouts. The bank will want to see something in writing identifying who has authority to sign on the account. You'll need to aply for an EIN. Go to the irs.gov website for that. Call the bank and ask what other documentation you'll need. It can vary from state to state. Hope that helps some.
My first thoughts:
A second mortgage on their house.
Commitment papers for the local nut house.
Consent to immediate entry of a restraining order.
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