Booster Club Record Keeping: Best Practices That Help Keep Your Club On Track

As parents and community members, many of us volunteer our time to support our local schools through booster clubs. These organizations play a vital role in funding extracurricular activities, equipment, and experiences that might otherwise be unavailable to students due to budget constraints.

If you're involved in running a 501(c)(3) non-profit booster club, proper documentation and meeting management are essential for maintaining your tax-exempt status and ensuring organizational success. This comprehensive guide will walk you through everything you need to know about keeping proper records for your booster club.

Why Documentation Matters for 501(c)(3) Organizations

Before diving into the specifics, let's understand why proper documentation is crucial:

1. Legal Compliance: 501(c)(3) organizations must maintain detailed records to comply with IRS regulations
2. Transparency: Good documentation builds trust with members, donors, and the school community
3. Continuity: When leadership changes, documentation ensures a smooth transition
4. Decision Tracking: Records help track the history of decisions and their outcomes
5. Financial Accountability: Detailed financial records protect your organization and its officers

Essential Meeting Documentation

1. Meeting Minutes Template

Meeting minutes serve as the official record of your organization's decisions and actions. View a Booster Club Meeting Minute Template here.

2. Member Sign-In Sheet

Track attendance and gather volunteer information with this sign-in sheet. Download a sample Sign-In Sheet.

Best Practices for Booster Club Meetings

Planning Effective Meetings

1. Create and Distribute an Agenda: Send it at least 3-5 days before the meeting
2. Set Time Limits: Respect everyone's time by keeping meetings under 90 minutes
3. Follow Robert's Rules of Order: Use proper parliamentary procedure for voting
4. Start and End on Time: Establish a culture of punctuality and efficiency
5. Focus on Action Items: Clearly assign responsibilities and deadlines

Financial Transparency

Proper financial reporting is essential for 501(c)(3) organizations. Each meeting should include:

1. Current Balance: Total funds available
2. Income Breakdown: Sources and amounts of all income since last meeting
3. Expense Details: All expenditures categorized appropriately
4. Budget Comparison: How actual income/expenses compare to projections
5. Upcoming Financial Needs: Anticipated expenses and fundraising goals

Example of Effective Booster Club Meeting Minutes

Let's look at a sample of completed meeting minutes to understand how this documentation works in practice. View this sample from a booster club meeting.

Annual Documentation Requirements for 501(c)(3) Organizations

Beyond meeting minutes, your booster club should maintain:

1. Form 990 or 990-EZ: Required annual tax filing for the IRS
2. Financial Records: Keep detailed records of all income and expenses
3. Donation Records: Document all contributions, including in-kind donations
4. Grant Applications and Reports: Track all funds requested and received
5. Bylaws and Amendments: Keep your governing documents updated
6. Board Meeting Schedule: Publish an annual calendar of meetings

Tips for Digital Record Keeping

Consider these modern approaches to documentation:

1. Cloud Storage: Use Google Drive or Dropbox to store all documents
2. Digital Sign-In: Consider digital tools for tracking attendance
3. Email Archive: Maintain an archive of all official communications
4. Website Updates: Post meeting minutes (redacted as needed) for transparency
5. Digital Backups: Ensure all paper documents are scanned and backed up

Conclusion

Running a successful 501(c)(3) booster club requires attention to detail, especially when it comes to documentation. By following these templates and best practices, you'll ensure your organization maintains its tax-exempt status while operating efficiently and transparently.

Remember that good documentation not only protects your organization legally but also builds trust with your members, donors, and the school community. When everyone can see that funds are being properly managed and decisions are being made thoughtfully, they're more likely to support your mission for years to come.

Do you have questions about running your school's booster club? Visit BoosterHub.com for resources and support.