Finances + Fundraising

Purpose

The purpose of this page is to outline the procedures and duties related to the financial health and maintenance of the Club.

Responsible Parties

  • President

  • Treasurer

  • Fundraising Chair

Accounting

The Treasurer is principally responsible for the accounting of all monies on behalf of the Club. The Treasurer's "Finances" Drive Folder can be found here.

Budget

Each board member and the Coaches should submit a proposed budget for expenses related to their duties annually prior to the Fall season, if they anticipate expenses. The Treasurer will use this information to create a master budget for the Club for that year, and inform the Fundraising Chair of funding targets to ensure coverage for all expenses as well as maintenance of a surplus for emergencies. The Treasurer should be prepared to provide a financial update to the board at each meeting.

The current budget spreadsheet can be found here.

Accounts + Monies

The Treasurer will be provided with login details for all relevant accounts upon assuming their position, and they should maintain this information securely using their preferred password/payments manager.

BB&T

There should always be two people listed on our Business Resolution; these are the agents allowed to manage the Club's bank account, and they have debit cards issued to them. Typically this is the President and Treasurer. There is also a checkbook for the account which should be maintained by the Treasurer.

PayPal

The team Paypal is linked to the BB&T account. Typically the Treasurer will transfer money from PayPal to BB&T when the balance nears ~$500. This is the preferred payment method because the "Family and Friends" option does not charge a transaction fee; remind players and merch-buyers to use this option and include a detailed note about what they are paying for.

Square

The team owns two Square card readers which can be used to take payments for admission or merchandise at events. These are stored in the cash box. Because Square charges a transaction fee (and the card readers act up sometimes), using the PayPal "Family and Friends" option is preferred. However, merchandise items and prices can be added to Square which may streamline the management of a merch table at events.

Venmo

We don't have one and as of the last time it was explored (6/11/21), we can't get one unless someone is willing to enroll a team account with their own phone number. A Google Voice number cannot be used to sign up.

Cash Box

The team owns a black Master cash box which is the responsibility of the Treasurer to manage. The President and Treasurer should be aware of the unlock code, and use discretion with disclosing this to designees for logistical purposes (for example, to a volunteer managing the merch table at an event). There is a log slip inside which should be used to track incoming and outgoing funds. The Treasurer should keep a reasonable amount of small bills (~$50-100) in the box to make change at events, and deposit any surplus into the BB&T account.

Dues

Member Dues

The Treasurer is responsible for prompting Player Members to pay dues and keeping a record of who has paid. The Social Chair should assist with prompting Social Members to pay dues, and administering Social Membership benefits. A register of active dues-paying Player and Social Members should be made available to the President for recordkeeping.

Create payment page in Player Handbook with PayPal link + streamlined instructions for completing Member Enrollment Form.

A sample dues message can be found here. The Treasurer should encourage players to meet with them individually if they would like to arrange a payment plan or other special arrangement. Some players will opt to add an additional donation onto their dues payments, and this can often be enough to cover dues for players who are unable to afford to pay. If a player feels that they can pay for either their CIPP or their dues (but not both), they should be instructed to cover CIPP first to ensure eligibility (and provide access to supplemental individual insurance). All special arrangements should be worked out on an individual basis between the player and the Treasurer, with the President always being available to assist in decision-making and sensitive conversations.

Note that as we enter Fall 2021, some players will have a credit for a prior dues payment during the Spring 2020 season which was cancelled due to the COVID-19 pandemic; the Treasurer will need to remind this group individually that their dues have already been paid, and issue refunds where applicable.

Dues Structure

Veteran Players: $65 per matrix season (Fall and Spring)

Rookie Players: $55 per matrix season (Fall and Spring) + receive a team t-shirt with first payment

Social Members: $35 per matrix season (Fall and Spring)

Club Dues

USA Rugby

This is the "Team CIPP." Pirate typically handles this in late August or early September and will request reimbursement through the Expense Request process below; the due date is prior to our first match of the Fall season, but it cannot be completed until at least 15 players are CIPPed individually with Eno. This ensures the team is able to get a liability insurance certificate from USA Rugby, which is often needed to rent fields.

SERRs Society

These are dues paid to the referee society that supplies referees for our matches. An email will typically come to the team Gmail and the Match Secretary (these are the two contacts on file with the SERRs Society) in September with a reminder to pay dues. The final deadline is October 15th. The amount is based on the number of players CIPPed with Eno (Pirate can give you the exact number after she CIPPs the team). Payment can be made here.

Assets

An Equipment Inventory is maintained here to keep track of what items the Club owns, and who is responsible for managing and storing them. For each item, the person indicated on the spreadsheet is responsible for keeping tabs and keeping the item in good condition, and noting the new responsible party if it is transferred to another person within the Club. For new items, the person obtaining or purchasing the item is responsible for adding it to the sheet and noting who will be responsible for it.

Spreadsheet needs to be reviewed and updated before Fall 2021

Expense Requests

After an executive board member or coach submits an expense request via this form, they should contact the Treasurer directly to alert them of the new request. The Treasurer will review the request and reimburse the requestor in a timely manner (all requests should be reviewed on at least a monthly basis).

The Treasurer can review requests and track approvals in this spreadsheet, which is auto-populated with a new record each time the form is submitted. The Treasurer should note the outcome of the request, date approved or denied, date reimbursed, and means of reimbursement in the sheet.

Nonprofit Status

Eno River Rugby is incorporated as a 501(c)3 nonprofit. The Treasurer is responsible for maintaining this status, including filing tax forms every year in early October. Eno electronically files the shortened "e-postcard," or Form 990-N, due to having annual gross receipts less than $50,000. It is very important to do this because the club could lose its nonprofit status if this form is not filed!

IRS Details

Relevant Links

Fundraising

The Fundraising Chair is principally responsible for all activities related to raising money for the Club, except for dues payments which are managed by the Treasurer. The Fundraising Chair may manage committees and volunteers toward this end. The Treasurer should keep the Fundraising Chair informed of the proposed budget including projected income from dues payments so that accurate fundraising targets can be set.

Fundraising is separated into two categories:

Events

Traditionally, Eno has held one large fundraising event per year (most recently a Drag Show shortly after the conclusion of the Fall season). The Fundraising Chair may also wish to organize additional events such as yard sales, car washes, restaurant or other local business profit-shares, and may wish to partner with other organizations

Planning Materials

Amazon Smile

Eno participates in Amazon Smile; Amazon users can select Eno River Rugby as their charity, and .05% of all purchases made will automatically be donated to our club. Smile Always is a Chrome browser extension that can help people ensure their purchases always result in donations by redirecting them to Smile.Amazon.com whenever they visit the site.

Sponsorships

The Fundraising Chair should maintain an updated listing of sponsors in this spreadsheet (update and link here) and reach out to prior and prospective sponsors on a yearly basis (aligned with when they gave last year, or another arrangement made with the individual sponsor). When a sponsor makes a donation, either the Fundraising Chair or Treasurer (whomever is first made aware of the transferred funds) should update this information on the spreadsheet.

Sample Letters

Sponsorship Tiers

The information below was copied from EnoRugby.com on 6/11/21.

Individual

These sponsorship levels are designed for friends and family members to support particular players, or the club as a whole. Sponsorships and associated incentives are offered for a period of one calendar year.

Player Sponsor: $65

Sponsor a player by covering the cost of dues for one season. Make this a recurring donation every fall and spring to help support a female athlete’s growth throughout her playing career! You can specify a player by name or have the club apply your contribution to a player in need. You’ll receive our match schedule and your player’s photo and profile.

Club Sponsor: $125

Sponsor the club by purchasing a supporter jersey to wear to matches! In addition to your jersey, you’ll receive our match schedule and a team photo. Pair this with a Social Membership to enjoy all the perks of Eno River Rugby fandom.

Business

These sponsorship levels are designed for businesses to support the club’s growth while receiving the benefit of publicity and patronship from Eno players and fans. Sponsorships and associated incentives are offered for a period of one calendar year.

Silver Level: $350

Your logo will appear on our website as well as our banner, which is displayed at matches, tournaments, and community events all year long.

Gold Level: $500

In addition to Silver Level incentives, be the namesake of our Bitch of the Pitch (BOP) Award. At every post-match social, we award two players with this coveted award to acknowledge their effort and achievement during the match. By contributing at this level, your business’ name will be attached to this award and highlighted during the BOP presentation at every social, in addition to getting a shout-out on social media after every match! Only two available per year, so act fast!

Platinum Level: $750

In addition to Silver and Gold Level incentives (subject to availability), our club will partner with your business to host two activation events at your establishment over the course of the year, in addition to promoting your business across our social media platforms. Past events have included Speed Dating, Drag Shows, Pride and 80’s-themed Dance Parties, and more.

Custom sponsorship opportunities

Have an idea for an event or other form of partnership? Let us know! We are always excited to work with local businesses and nonprofits on mutually beneficial fundraising and philanthropic efforts. Email us at enoriverwomen@gmail.com to start the conversation.