A non-profit organization needs to retain important paperwork for future use. Not every document generated needs to be retained; however, it is crucial for an organization to determine which documents and records to keep and for how long. This will make tax time and grant seeking easier.
Document retention can vary depending on the purpose of an organization, and since there are no set guidelines for all non-profits to follow, it is important to develop guidelines that fit your organization. Assign a Board or committee member to gather, organize and maintain the records, both hardcopy and electronically for easy reference.
Below is a list of documents with recommended retention for non-profits:
- Written document retention policy – ensures that staff follow consistent guidance about document destruction and that document destruction/deletion practices (Permanent)
- Articles of Incorporation – the primary corporate document (Permanent)
- Bylaws – the operating manual (Permanent)
- Minutes /Agenda – Minutes and agendas of all meetings (Permanent)
- Corporate resolution (Permanent)
- Annual Reports to Secretary of State/Attorney General (Permanent)
- Governance and management policies (Permanent)
- Records of governing body – executives, governing boards (Permanent)
Accounting and Finance
- Audit reports (Permanent)
- Financial statement (Permanent)
- General ledgers (Permanent)
- Checks for purchases/payments (Permanent)
- Gross receipts – donor correspondence, pledge, deposit slips, invoices, receipt books (Permanent)
- Accounts payable/receivable ledgers and schedules (7 years)
- Canceled Check (7 years)
- Bank statement/Bank reconciliation (7 years)
- Budget/Expense reports (7 years)
- Document(s) related tax-exempt status of the organization, and correspondence relating to the documents – Form 990, 501(c)(3) tax-exempt status from IRS (Permanent)
- Tax returns and worksheets (Permanent)
- Documents relating to determination of tax liability (Permanent)
- Employment tax records – federal income tax withholding, FICA tax (7 years)
- List of donors/grantors and the amount of cash/non-cash contributions or grants received from each (Permanent)
- Grant proposal/applications (7 years)
- Grant and donation records (7 years)
- Grant agreement and modifications (7 years)
- Correspondence related to grants (7 years)
- Grant reports (7 years)
- Deeds (Permanent)
- Current lease agreement (Permanent)
- Expired leases (7 years)
- Mortgages/Security agreements (7 years)
- Employee personnel records (permanent)
- Volunteer records (3 years)
- General correspondence (3 years)
Compliance Guide for 501(c)(3) Public Charities. N.p.: IRS, n.d. PDF.
“Document Retention Policies for Nonprofits.” National Council of Nonprofits. N.p., n.d. Web. 23 July 2015.
Document Retention and Destruction Policies for Nonprofit Organizations. N.p.: The Watershed Institute, Aug. 2010. PDF.
Fitzpatrick, Diana. “How to Form a New York Nonprofit Corporation.” Nolo.com. N.p., n.d. Web. 23 July 2015.
ORGANIZATION RECORD RETENTION POLICY. N.p.: n.p., n.d. DOC.
RECORD RETENTION AND DESTRUCTION POLICY. N.p.: Colorado Nonprofit Association, n.d. PDF.
Silk, Thomas. “Model Document Retention Policy for Nonprofits.” Blue Avocado. N.p., n.d. Web. 23 July 2015
‘There’s no such thing as bad publicity’ as the saying goes. Whether that notion is right or wrong, we can say that positive publicity for your youth baseball and softball program can help attract new participants, sponsors, volunteers and supporters.
The broad definition of Public Relations is “the management of communication between an organization and its publics.” For your purposes, public relations is any activity which generates positive messages in your community and program.
It is important to understand that public relations is distinguished from advertising by the fact that there is no charge for time or space over which messages are carried and there is less control over the way the messages are communicated.
Why is Public Relations Important?
Communicating successfully with the media can be cost-effective and a tremendously powerful way to promote your baseball and softball programs throughout the community and state. Increased media exposure for your program will help to increase player participation and charitable contributions to your organization.
The following tools and examples are provided to assist your public relations efforts. We have also included a fact sheet and a public service announcement format that can be used by your organization in local market media outreach.
Compiling a Media List
The first step in conducting media outreach is to develop a list of media contacts in your community. Media consists of three primary areas: (1) print – daily/weekly newspapers, local magazines; (2) electronic – Internet; and (3) broadcast – television (local affiliates) and radio. All of these outlets are located in your community. When compiling a media list for your local area, we recommend searching on the Internet or looking in your local telephone book for contact information. Most likely, only the main number will be listed, so ask to speak with different editors (i.e., lifestyle/features, calendar, sports, etc). Ask for their contact information and preference of receiving correspondence (i.e., phone, E-mail, fax).
Identify the following media outlets in your community:
- Daily newspapers
- Weekly newspapers
- Local magazines
- Television stations
- Radio stations
- Wire services
At each daily newspaper, identify one or more from the following contacts:
- Lifestyle/Feature Editors
- Calendar/Events Editors – If you are planning a ribbon-cutting ceremony or other PR event.
- Sports Editors/Baseball Writers
- City Editors
- Photo Editors – If you are planning a ribbon-cutting ceremony or other PR event.
At each weekly newspaper, identify one or more from the following contacts:
- Lifestyle/Feature Editors
- Sports Editors/Baseball Writers
- Calendar/Events Editors
- Photo Editors
At each television station, identify one or more from the following contacts:
- Sports Directors
- News Assignment Editors
At each radio station, identify one or more from the following contacts:
- Sports Directors
- News Directors
- Public Service or Public Affairs Directors
- Identify the story and know the key points you want to get across.
- Identify spokespeople and key message points for each.
- Identify appropriate media to contact.
- Coordinate target media and pitching responsibilities.
- Provide “photo opportunity/visual” for broadcast outlets.
- Secure photographer/video crew at event and service media with photos/video if you conduct an event.
- Pitch media over the phone in concise manner – give them the “who, what, when and where.”
- Have press kits available at event. A press kit can be a simple folder that includes your press release, a brochure about your program and a player registration form.
Download press release templates or search online for more helpful templates:
- Set an agenda. It should consist of three or four key points that can be integrated into your answers throughout the interview.
- Take charge of the interview. Answer questions posed by the reporter and continue on to items on your agenda. Don’t wait for the interviewer to bring up convenient questions; it may not happen.
- Tailor your answers to the type of interview by knowing what will be expected of you and how the interview will be used. Will it be live or taped? Will you be the focus or are you to be included in a larger story?
- Organize the points you want to make, feel free to use index cards if you don’t trust your memory (for rehearsal only, never during the actual interview).
- Always use simple sentences and sum up a complicated answer in a few short sentences.
- Play it straight; be truthful. A minor misrepresentation can become a major problem and destroy your credibility.
- If you don’t have the answer to a question, offer to check with the appropriate source and advise the interviewer as soon as possible.
- Structure answers with a headline, basic facts and elaboration, so if you are interrupted the most important information is not lost.
- Don’t use jargon or technical language the audience is unlikely to understand.
- For correct on-air I.D., check that the reporter has the correct spelling of your name and your proper title.
- Never argue with the reporter – You will probably lose.
- Maintain good posture.
- Be yourself – Relax and be conversational; an interview is not a speech and confidence ensures effective communication
- Maintain good eye contact with the interviewer and be energetic and enthusiastic.
Though baseball and softball-only fields are ideal, many youth baseball and softball leagues are forced to share fields with other sports due to a lack of facilities and funding. In these cases, proper field maintenance is even more critical. In particular, the fall season, when football often overlaps with fall ball, presents a unique set of field maintenance challenges. To get some insight on the subject, BTF interviewed two groundskeepers that have quite a bit of experience with multi-use fields: Alan Sigwardt, Senior Director, Grounds & Engineering for Dolphin Stadium, the home of the Dolphins ; and Clay Wood, Head Groundskeeper for the Oakland A’s, who share the The Coliseum with the Oakland Raiders.
You are both professionals and have access to specialized equipment and products, not to mention a large amount of man-power and man-hours. What advice would you give to a youth league volunteer that has to maintain a multi-use field? Alan Sigwardt: Proper water amounts. Make sure sprinklers are functioning properly and aimed correctly. Keep dirt level. Fill all holes and low spots so that water puddles are kept to a minimum. Rinse or broom dirt from grass edges on a regular basis to keep from getting large lips on grass edges. Keep dirt areas damp as much as possible so it does not get dusty and blow away with the wind. Clay Wood: Focus the time, money and materials that you do have on the areas that incur the most damage from the other sports. Always keep your infield dirt, mounds and home plates safe and playable and try to keep your dirt to grass edges clean and level.
How does maintaining a multi-use field differ from maintaining a baseball/softball-only facility? AS: You will experience much more turf damage when using the field for football or soccer. CW: You will have an inordinate amount of stress and damage on your turf. An aggressive aerating and topdressing program may help minimize turf damage. I would suggest aerating and topdressing at least twice per year on multi-sport fields or as much as possible.
What specific challenges are posed by multi-use fields? AS: When you experience heavy rains that flood or cause your baseball field to become muddy, a football game can cause significant damage to the field. Baseball turf gets torn up by football players. Baseball dirt is not conducive to the playing of football. Both sports suffer. CW: The main challenge is keeping the field safe for all sports played. Everyone involved must work together for anything to happen. Scheduling use for practices and games must be coordinated, along with a maintenance/preparation schedule.
Which playing surface is the hardest to maintain on a multi-sport field, the turf or infield? AS: The infield dirt is much more difficult and time consuming to maintain than the turf. CW: Both present challenges. The grass is a living, breathing plant and undergoes tremendous stress during football and soccer and needs recovery time. The infield dirt can get very sloppy and chewed up but it can be dragged and rolled over and over to regain its shape and playability.
How do artificial and natural turf fields differ in terms of multi-use maintenance? AS: Artificial turf is almost maintenance free, but poses many other problems, injuries, excessive heat, drainage, etc. CW: Artificial turf does require some maintenance, but it does not require the extreme recovery time and maintenance of natural turf.
Most youth leagues aren’t able to install artificial turf. What advice do you have for leagues caring for multi-use fields with natural turf? CW: Try to keep your field safe and level by filling divots and holes with sand or topsoil. Again, the importance of aerating and topdressing cannot be understated for good footing and a safe, level playing surface.
Which is more important, proper preparation or recovery and why? AS: Proper preparation is always more important. Proper preparation will prevent many problems from appearing during a game. CW: Preparation! Proper preparation will hopefully help minimize damage and recovery time.
When different sports use the same field, there is often very little time in between games and practices. How much time, ideally, do you recommend between field uses? AS: There is no ideal time. But there should be a minimum of one full day (for preparation) between different sports. CW: Maintenance time is use specific and varies for all sports. I recommend every entity involved with the multi-use fields get together once a year and develop a master schedule for use and maintenance. Everyone needs to decide what prep and maintenance is required and make sure that schedule allows for it, maintenance is absolutely critical.
Are there any products or techniques that will reduce the wear and tear on an outfield that is used by sports like football and soccer? AS: There are no products or techniques to reduce wear on turf. The most important thing to reduce wear on a grass field is proper drainage. The stronger and healthier your turf is, the less wear you will experience. Remember the three most important aspects of any sports field are drainage, drainage and drainage. CW: Aerating and topdressing will help. You may also try topdressing high use/wear areas (hash marks/goal mouths) with crumb rubber (ground up tires). This product, when used correctly, can help protect the crown of the plant from cleat damage and therefore speed recovery time. This product must be worked down into the turf, it is black in color and will raise soil temperatures where applied.
Are there any tricks to help prevent field damage caused by other sports? AS: There are no tricks to prevent damage other than do not play on muddy or flooded field ever. This causes more damage than anything else. Damage must be repaired. One of the most helpful things you can do for your park is to find a good source of quality sod to repair your wear areas. CW: My advice would be to control the moisture in your turf when playing football and soccer. It is always easier to add water versus remove water. When playing other sports on infield dirt surfaces try to keep the dirt moist but not too wet and always drag the dirt right after a football or soccer game.
The ability to have a consistent water supply is critical to field maintenance. All turf will need water, or irrigation, for establishment, growth and repair. If nature does not provide rain in sufficient amounts, water must be provided. Installing an automatic irrigation system should be one of the highest priorities in any field renovation or construction.
How to Select the Irrigation System That’s Right for your Field
Q&A with Jim Laiche from The Toro Company, a global leader in turf maintenance equipment and precision irrigation systems
Q: Please briefly explain the common types of irrigation systems used on youth baseball and softball fields.
Jim: Irrigation systems range from manual watering using water reels to quick-couplers to complete underground automated systems controlled by computers and sensors.
|Type||Description||Cost of materials (range)|
|Water Wheel||Water wheel units have either turbine driven or gas power engines that power the flow of water and drive mechanism to pull in the hose. These units generally dispense large amounts of water and are time consuming, requiring significant labor to set up hoses.||$5,000 – $15,000 (Estimate)|
|Quick Coupler||Quick couplers are “live” direct hook ups to a direct water source. These can be placed in various locations to supplement an irrigation system or as main source of water. A hose is connected to a key and is manually inserted to start the flow of water through a hose or hoses with a sprinkler attached. This type of system requires a pump to supply water.||Depends on size and scope of project. $5,000 – $20,000|
|Automatic System||An underground system that provides water through heads controlled through a central controller.||Depends on size and scope of project. $10,000 – $50,000|
Q: What should an organization consider when deciding which type of irrigation system to install?
Jim: It is important to understand the size of the complex and the type of surface that will be watered. If you have diamonds, do you want to have a zone that waters the infield as well as the grass areas? If you have infield skin areas being watered, they need to be controlled differently than the grass areas. The watering areas of the field need to be defined. Look at the micro-zones within your field areas. There may be a need to regulate water usage in these micro-zones. If so, you will need to design the system so that you can control the irrigation heads more precisely. This will require an understanding of the type of grass, the soil structure and the climate in which you are working.
Some fields are designed and installed using wall-to-wall irrigation. This means that all edges are covered with part-circle heads, and there is a very precise application of water to the playing fields. Another option is to design and install the system using primarily full-circle heads in the outfields and edges. This reduces the total number of sprinkler heads but causes some overthrow of irrigation water beyond the playing surface.
Manual systems will require time and labor to maneuver irrigation devices in strategic areas to provide water to the surface. Automated systems will cost more but will allow for more precise watering, preserving the resources used.
Maintenance on irrigation system is a must! Heads will need to be cleaned to make sure proper watering patterns are maintained to provide uniformity. Valves and filters will need to be checked for debris. Depending on water sources and equipment, maintenance may be required more frequently.
Q: What is the important information that an organization needs to know about the water source available at the field location before installing, replacing or repairing an irrigation system?
Jim: You must be concerned with a few things regarding the water source. What is the water source? Is it a well pulling from a retention pond, are you pulling from a potable water source or are you using reclaimed or “dirty” water? Each of these sources will bring different aspects to how a systems needs to de designed as well as regulations that may need to be followed. Water sources are becoming more of a commodity in some areas of the U.S. due to drought conditions. Those areas restrict water usage and require strict system controls to monitor the amount of usage.
Once a water source is determined, then you must also consider the water supply needed. This will be determined by the necessary watering windows. To simplify this, if you have three heads on a zone that require 10 gallons then you will need thirty gallons of water for that zone. If you have 10 zones that need to run in a cycle, then 300 gallons of water will be needed for each run.
Proper water pressure is also essential to the operation of the irrigation system. On a potable source, the static water pressure will be from the city water main. On a well or a pond using a pump, the pump horsepower creates the water pressure into the system. Athletic field sprinkler heads usually operate best at around 60 to 80 pounds per square inch at the sprinkler head.
Q: What type of maintenance is required for each type of irrigation system? What should be done in the spring and in the winter to properly maintain the irrigation system?
Jim: All underground irrigation systems need to be inspected periodically through-out the season to check for breaks, leaks or other damage to the system. During a spring start-up, all of the valves should be cycled through with a close inspection of all sprinkler heads. The sprinkler heads should all pop-up and down completely and rotate to the appropriate arc settings. Malfunctioning heads should be replaced and sprinklers out of adjustment should be reset to the desired pattern. In colder climates, the irrigation systems should be winterized using low to medium pressure air injection. Each irrigation valve is turned on and air is blown into the system until all the water ejects from the last sprinkler head on that irrigation zone. This is done through-out the system. In some climates, it is also necessary to remove the backflow device and store it over the winter. Irrigation controllers can be left on over the winter.
Q: How do you know when an irrigation system must be replaced rather than repaired?
Jim: If the repairs are needed to the infrastructure to the system, e.g. pipe, fittings, wires, valves, you should consider replacing the system. Sprinkler heads and certain valve parts are commonly repaired based on the level of use.
Q: What signs should you look for that there is a problem with the irrigation system?
Jim: Most irrigation systems will give managers a visual sign of troubles. If a head stops rotating you may have lush green grass in a certain area and brown in another. If you have a poorly designed system or low pressure problems where you do not get proper head to head coverage, you may be able to see circle patterns throughout your fields. Keep your eyes open!
Irrigation Tips to Remember:
Watering thoroughly to allow the water to soak deeply is required. Deep watering encourages deep root growth. Frequent shallow watering encourages shallow surface roots, compactions, crabgrass and other weeds.
It is possible to over water a field. Grassy weeds such as nut sedge may appear. Over watering also limits the oxygen supply to the turf and may cause yellowing which can create turf that is susceptible to disease.
A soil probe should be used to check the depth of moisture saturation. A soil probe can be purchased from local lawn and garden stores. It is a very valuable tool used to pull small cores of soil from your field to check root depth and moisture.
An irrigation system is an engineered system. It is made up of a variety of components that can be selected and engineered to work together with the environment for the best outcome for the field, it’s users and owners. Though systems can be purchased as “design build,” professional engineering should be considered to optimize return on investment.
Baseball season is back in action, and many of us begin to consider field renovation and construction projects. As you begin to plan a project, it is important to know the kind of questions that should be asked when selecting a sports turf professional and construction company.
How long have you been in business?
Look for a company that has an established reputation and can provide references. This will help you determine the reliability and qualifications of the company.
What services do you provide?
A company should be able to explain the services it provides. The discussion can lead to a clear description of the proposed project.
What past projects have you completed? What is your experience constructing and renovating youth baseball and softball fields?
The best way to ensure the quality of work is to review past field projects. A knowledgeable and experienced sports turf professional can provide you with a variety of field projects. Visit the fields and contact those who use and manage the fields. The discussion can include the budget, the scope-of-work completed, the proven benefits and downsides of materials used and on-going maintenance requirements. Learning what has proven successful in past projects will benefit your decision-making process.
Who will work on the project?
A consistent and trustworthy presence should be in place to handle the site supervision. It is important to understand and trust the people that will be working on the proposed project. Some companies have their own work crew; some companies work with sub-contractors, especially for specialized work.
How much work and time is required?
It is important to know how long it will take to complete the project because the amount of time, equipment and work required can have a significant effect on the budget. A professional will provide you a detailed schedule for the project.
What is your availability?
The availability of the company will also determine the amount of time needed to complete the project. Will it be available throughout the proposed schedule up to the completion of the project? If it is working on multiple projects during the same period, how much time does the company propose to spend on your project each week? If the project is delayed, does it have the flexibility to accommodate the change in schedule?
Do you provide a warranty or guarantee on work completed, equipment, materials?
Understand what is included in the company’s warranty or guarantee. What is included, excluded, how can the warranty be voided?
What is the budget I should prepare for?
Ask for cost estimates for all aspects of the project. How can the project be value-engineered? What are lower-cost options? How does developing the project into phases affect the budget? How much of a contingency should I plan?
How is the billing handled?
Payment schedule and type of payments can vary. The down payment for the services, the payment schedule and the type of payment accepted (cash, checks, credit cards, etc.) are all important factors during the discussion of billing on the project.
How should I maintain the field after the project is completed?
Even when the best materials and personnel are used, proper maintenance and protection is crucial to keeping the condition of the turf on the field in top shape. It is important to know the planned field use, amount and frequency of use and the related maintenance costs. This can become more complicated as the age of the field and time needed to maintain the field gradually increases. A knowledgeable sports turf professional will help you develop plans to properly maintain the field, and extend playability.
Hiring a knowledgeable and experienced sports turf professional and construction company can save you time and work, and help you develop a cost efficient plan that is tailored to the needs of your organization. Ask around your colleagues or organizations around the community that have fields similar to the ones you desire and ask for recommendations. Getting recommendations is a great way to start your planning process.
It might be cold and snowy where you are today, but it’s the perfect time to start planning your upcoming field maintenance work for the start of the season. Here’s a checklist to help get you started…
Field Maintenance Checklist
- Review field maintenance plan and budget
- Review upcoming field use schedule
- Clean, repair or replace field maintenance equipment
- Plan future renovations or reconstruction projects to be completed next fall
- Perform soil and tissue tests
- Aerate the field
- Top dress the field
- Fertilize the field
- Apply pre-emergent herbicides
- Clean, paint or repair dugouts, fencing, bleacher areas and field signs
- Reattach or replace lose or curled chain link fabric
Download Field Maintenance: A Basic Guide for Baseball & Softball Fields of All Levels here.
Grant writing may be a new and challenging endeavor for many youth baseball and softball organizations. Some may employ a professional grant writer, but others may have a Board member or volunteer with the ability to take on the challenge.
The Baseball Tomorrow Fund provides several grant writing aids to help. The newest is the Online Application Grant Writing Worksheet available here. This worksheet provides a framework and guide to develop a complete and relevant response to each question and section of the BTF application.
Additional grant writing aids can be found on our website.
The Internet also has a multitude of free grant writing advice. Google “grant writing help.”
Our advice before beginning to write a grant request:
- Carefully read each grant maker’s evaluation criteria to determine if your request fits.
- Do the planning leg work for the project before requesting a grant. Gather the necessary information about your organization, programs, project and beneficiaries.
- Don’t wait until the request deadline to start writing.
- Follow the application instructions and submit all information that is requested.
- Remember that foundation and corporate grants are not the primary source of annual funding for non-profits. Individual donations will comprise the majority of your annual funding. Be realistic in your expectations.
If you plan to apply for a BTF grant for field-related projects, please provide helpful photos. Photos are an effective way to show the condition of your fields and field maintenance capabilities.
The photos below demonstrate several helpful angles that you should use when taking photos of your fields. These photo angles are needed if you are requesting funds for renovation, construction, field lighting, replacement of fencing, dugouts, etc.
Remember these tips:
1. Photos of the playing surface and surrounding elements are needed no matter the purpose of the grant request.
2. Close-up photos are more helpful than those taken from a long distance;
3. Do not take photos of fields through chain link fencing. Your camera will focus on the fencing and not the field.
4. Photos should be taken of all items relevant to your request, such of bleachers, fencing, backstop, dugouts, etc.
5. Do not submit photos of snow-covered fields! Plan ahead and take photos before the snow falls.
6. Color photos are best.
7. Aerial photos are not helpful.
Good advice regarding the operation of concession stands for fundraising…
It’s the off-season…a great time to send notes of thanks to your sponsors and donors and remind them of your organization’s on-going need for their help for next year. Here’s a template to get things started, but customize, be specific and sincere!
[Name of Organization]
[City, State, Zip]
[Name of Donor]
[City, State, Zip]
Each year [name of organization] continues to provide quality youth baseball and softball to the children of this community. Through our programs [name of programs] we have seen many lives changed for the better.
Let me share with you the story of [story of someone helped by your organization]
[Name of organization] continues to work to help make a difference in the lives of children like [name of person listed above].
However, continued outreach is essential to help the over [number] of children in our community in need of youth recreational programs.
Today, you can make an immediate difference in the life of a child. Each [$ amount] you send provides [specific goods/services] to [number of people].
I hope we can count on you to help. Please send the most generous gift you can, as soon as possible.
With grateful appreciation,
P.S. So that as many children can be helped this season, please send your gift in the envelope provided by [date] so that it can have maximum impact. Thank you in advance for you kind support!