Team Parent Guide & FAQ

Team Parents play a vital role in each sport by aiding the Head Coach and helping provide the support each team needs beyond what is covered by the Athletic Department. Through your help, the Head Coach can focus on player development and competing.

 

Each high school varsity sport must have one or two Team Parents active each school year. One Team Parent should have a freshman/sophomore active player and a second should have a junior/senior active player. A Team Parent can serve multiple years but will aid in identifying and training incoming team parent. For the season/sport where a Team Parent is active, the Athletic Fee ($75) for that season for one player will be waived.

 

Appointment

Head Coach must appoint the incoming team parent who will become the outgoing team parent once the previous team parent’s youngest player graduates or no longer plays.

Team Parent Roles & Responsibilities

The primary role of the Team Parent is to help raise supplemental funds to support the team expenses and to jointly approve expenditures of the team funds. 

 

Team Funds

  1. Approve Team Fund expenses (instructions and Team Funds Forms here) and ensure that expenses do not exceed the balance of the Team Fund.

  2. Track and document Team Fundraising/donations and follow cash handling procedures at in-person Team Fundraising events. (instructions and Team Funds Forms here)

  3. Review Team Funds Statement (provided by Boosters)

 

Concessions

Concessions is the primary source of funding for season athletic expenses (supplies, equipment, etc) and the biggest factor in keeping our athletic fees low! Each team will be assigned a range of concessions dates to provide volunteers. These dates will be determined by the Athletic Boosters and Athletic Director and established at the beginning of each sports season.

 

  1. Aid head coach to recruit a specified number of volunteers for each concessions assigned to your team

  2. Encourage parents to become a member of the Lakewood Athletic Boosters

  3. Communicate with Boosters any changes or volunteer shortages

Team Parent FAQ

Where is our Team Fund account?


Each team fund is managed in the Team Funds bank account of the Lakewood Athletic Boosters at First Federal of Lakewood. This is separate from the primary general operating account of the Boosters.




How are Team Funds kept separate across teams?


Each sport has a Team Fund that is a Sub-Account in the Boosters Quickbooks software. Deposits/Donations/Payments made to a Team Fund are coded to your Team Fund account by the Booster Bookkeeper and expenses are debited.




Who makes the team Budget?


Each Head Coach should develop their own list of expense needs and ways to raise funds to cover what cannot be covered by the Athletic Department. The Team Parent and volunteers can help come up with fundraising ideas based on what has worked in the past.




Who keeps track of the team funds at the Boosters?


Team Funds income and expenses are tracked by the Booster Bookkeeper - a part time professional bookkeeper contracted to the Boosters.




How do we know our Team Fund balance?


A Team Fund statement is published each month at the monthly Booster Meeting and emailed to all coaches, team parents.




How do we spend our team funds?


Expenses can be reimbursed when parents/coach cover expenses with personal funds or paid outright to vendors that invoice the bootsers. No team funds will be spent without submission of a Team Funds Request form and approved by both Head Coach and one Team Parent.




Do we have a Team Credit Card?


Yes - The Boosters President or Treasurer can make purchases via credit card on behalf of your Team Fund (verses using your personal card and getting reimbursed). This is best for large purchases or anything off Amazon or online. Submit your expense with a link to the item to be purchased.




Can we take Venmo payments?


No - Currently, we cannot take Venmo payments directly for your Team. Venmo has a business option but it requires Boosters to have a dedicated phone number..




Can we take cash for fundraisers?


Sometimes - To maintain our tax exemption status, we must have detailed cash handling procedures with two people signing off on cash collection (Team Parent & Coach). In general, we should avoid taking in cash payments as it is harder to account for cash vs simply taking in payments via credit card or check except at in-person fundraisers.




Can we receive Credit Card payments online?


Yes - when teams are collecting fees or fundraiser sales, teh Boosters will set up online payment so that funds can be collected via credit card, PayPal online.




Can we take Credit Card payments at our Fundraiser event?


Yes - the Boosters has Team Fund credit card processing available on site for your event. This is determined when you apply for your Team Fundraiser so that you and your volunteers can be trained.




Do Team Parents help with Coaching?


No - Team Parents and parent volunteers do not have a role in coaching, line up, player development, strategies or anything on field. The Head Coach is the sole decision maker on all things related to the team and season.




What can Team Funds be used for?


Team Funds can be used for expenses that primarily fall into these categories: Player Development, Player/Coach Apparel, Coach Development, Fundraising Expenses, Team Bonding Events.




Can Team Funds be used for alcohol?


No - Alcohol purchases at restaurants, bars etc cannot be reimbursed out of Team Funds.




I have a fundraiser idea that needs a Tax ID. Can I get our Tax ID?


Donors need the Booster Tax ID to help confirm our chairty status as a tax exempt organization. The Tax ID is also used by companies to ensure that their donations are made only once per year or similar policy. Any time your team needs to show a Tax ID, you will need to contact the Booster President or Treasurer. Many times they already have our Tax ID on file. Ask the Treasurer or President to help.




Can Team Funds be used on selected Players?


No - Team Funds cannot be used to cover personal expenses for a player or select group of players. Payment to a select player or players is considered a “scholarship” and must follow scholarship policies. The Boosters (and Team Funds) do not offer athletic scholarships.





©2021 Lakewood Athletic Boosters