Community Education program brochures Game plan for booster clubs - Page 9

Making Smart Purchases Equipment Equipment (including uniforms) that will be used year to year should be a district purchase because • equipment must meet certain standards. • if boosters purchase equipment, they own it and the liability that goes with it. • the district has business relationships with vendors that can bring down costs. • the district does not enter into co-ownership of equipment or supplies with boosters. Boosters, with foreknowledge of the costs involved and approval within their budget, can choose to make a donation toward an equipment or uniform purchase. The donation must be approved through the booster’s budget process ahead of the transaction. There is no obligation for a booster to cover costs brought before them that have not been preapproved in their budget. To make a donation: • Complete the district donation form (see page 11) and write a check payable to Anoka-Hennepin Schools. (By completing the form, the booster designates where the money is intended to go. This also brings the donation to the attention of the school board, helping them better understand the level of support provided by boosters.) • Turn in the completed form and check to the Activities Director (AD)/Principal for processing. He or she will forward it to the district finance department. Make sure to ask for a receipt from the activities office to provide a paper trail for your organization. Insurance and Risk Management Risk management is a process used to identify risks to the organization and develop strategies to handle it. Following this process builds a reliable track record to protect those involved in an organization’s activities. Risk management also includes planning for the physical environment and logistics of events in addition to financial maintenance of your organization. Organizations that proactively deal with all aspects of risk enjoy greater freedom to implement their goals and ensure a healthier environment for volunteers and participants. Consider these risk management strategies: • Incorporate as a nonprofit corporation with the State of Minnesota to prevent personal liability. • Certified Public Accountants (CPAs) will tell you, a critical form of risk management is to require at least two pre-approved signers on checks. This does not need to be a hassle. For instance, the two required signers could have a regular established time and place each week to meet to review and process checks. If no checks are needed that week, they can cancel. Another strategy is to have three signers authorized but only require two, increasing the likelihood that two signers will be available whenever needed. 5