FSGA Junior Coordinator Resources

Overview

The FSGA's juniors program will build overall awareness of Florida's junior activities for Junior Coordinators. Acting as the eyes and ears of junior activities throughout the state, the FSGA will be able to pass on information to all coordinators that will help their programs. Junior Coordinators will gain access to new ideas from other successful programs as we collect and circulate "Best Practices."

Information collected and circulated includes tips on funding, administrative work, coordinating volunteers, membership, access to golf courses, safety, and how to increase girls’ participation in junior golf.

The FSGA Juniors Department will also be a valuable resource for individuals interested in starting new junior programs. Questions that may arise when wanting to start a junior program include:

Who is running a program similar to the one that I envision?
What have been others' successes and challenges?
Where is the best site or location to run a program in my area?
Where should I look to find funding?
What kind of program would be useful in my region of the state (grass roots initiative, competitive tournaments, girls’ golf programs, special needs kids programs)?
How fast can I expect to grow?

Feel free to contact us if you would like more information on working with the FSGA to better junior golf in the state of Florida.

Resources On Starting A Junior Program

USGA Resources

The USGA has developed some guides for non-profit golf programs over the years. The link below will take you to the Resources and Best Practices page of their website.

http://www.usga.org/aboutus/foundation/resources/resources_case_studies.html

First Swing Leader Guide

By: The Professional Golfer’s Association of America (43 pages)

A complement to the First Swing Manual, this book was written for those who are going to teach according to the “First Swing” curriculum. The book is divided into three sections: instructional progression, developmental activities, and individual/ team golf games. This book is a guide for those who want to improve their teaching of juniors. Filled with specific lessons, this is an easy to use guide for how to creatively teach juniors.

Contact: PGA of America
100 Avenue of the Champions
Palm Beach Gardens, FL 33418
(561) 624- 8400
Website: www.pga.com
Head of junior instruction: Rick Martino (561) 624-8400

How to Start and Administer A Successful Junior Program

By: National Minority Golf Foundation (175 pages)

This book is guide covering all of the angles for junior golf programs. It includes sections on getting started, enrollment, training, tournament play, and communications. The book is well organized and includes many helpful checklists.

Contact: Ms. Barbara Douglas
President, National Minority Golf Foundation
7226 North 16th Street, Suite 210
Phoenix, AZ 85020
(602)-943-8399

Junior Golf Operations Guide

By: The Professional Golfer’s Association of America (75 pages)

This book is a guide detailing how to start and run a junior golf program with chapters on organizing, staffing, financing, and promoting a program. It also has a section written by golf professionals who have run programs themselves and hints they have for others. “To do” list concentrating on safety, giving awards, and starting a golf league are included in the Junior Golf Operations Guide.

Contact: PGA of America
100 Avenue of the Champions
Palm Beach Gardens, FL 33418
(561) 624- 8400
Website: www.pga.com
Head of junior instruction: Rick Martino (561) 624-8400

The Golf Club

By: Boys and Girls Clubs of America (65 pages)

The Golf Club is a comprehensive guide that not only covers the organization of a golf program, but also has sections addressing training of caddies, golf scholarships, and careers in golf. Included are sample flyers, forms, and pertinent web sites. The book is geared towards Boys and Girls Clubs that want to start a golf program.

Contact: Boys and Girls Clubs of America - National Headquarters
1230 W. Peachtree St. NW
Atlanta, GA 30309-3447
(404) 487-5700
Website: www.bgca.org

Hook A Kid On Golf

An organization that provides all of the tools necessary for a community to introduce kids to golf, teach basic fundamentals, and provide a fun and competitive format for play. The comprehensive program strives to eliminate the obstacles that discourage youngsters from learning and continuing to play golf while instilling in them an understanding of golf’s rules, etiquette, and history. The five levels of the Hook A Kid on Golf program include Start Smart Golf, Tee Level Introductory Clinics, Green Level Training Program, Challenge Golf League, and Traditions of Golf Challenge.

Contact: John Engh
Hook A Kid On Golf
2050 Vista Parkway
West Palm Beach, FL 33411
(561)-684-1141
Website: www.hookakidongolf.org

First Swing Manual

By: The Professional Golfer’s Association of America (47 pages)

This handbook provides general instruction on the swing, equipment, rules, and etiquette of golf. It includes a chart for fitting clubs for juniors and a glossary of golf terms.

Contact: PGA of America
100 Avenue of the Champions
Palm Beach Gardens, FL 33418
(561) 624- 8400
Website: www.pga.com

Head of junior instruction: Rick Martino (561) 624-8400

Golf Around the World

Golf Around the World is a teaching and training aid company that sells products geared toward teaching juniors the fundamentals of the game.

Contact: Dr. Gary Wiren’s Golf Around the World, Inc.
1396 Killian Dr. North
Lake Park, FL 33403
(800) 824-4279
Website: www.golfaroundtheworld.com

National Association of Golf Coaches and Educators

This association runs a web site providing specific curriculum and training programs, plus a complete set of training aids.

Website: www.nagce.org

Teach Your Children How to Play Golf

By: Bill Elston (96 pages)

This book guides parents through the golf learning process. The book is a fully illustrated comprehensive guide that provides simple instructions for parents, from the first swing to earning a college scholarship.

American Junior Golf Association

The AJGA is an organization that conducts premier national junior golf tournaments across the U.S. for golfers ages 12-18. They provide competitive players with exposure for college golf coaches.

Contact: American Junior Golf Association
1980 Sports Club Dr.
Braselton, GA 30517
(770) 868-4200
Website: www.ajga.org

Ping American College Golf Guide

By: Dean W. Frischnecht (304 pages)

This information guide details the steps needed to become eligible to play college golf, earn a scholarship, understand NCAA recruiting rules, and contacting coaches. It includes the names and contact information for every college golf coach in the nation. The book is a comprehensive guide for any junior interested in pursuing a college career, and for those who will be helping them do so.

Contact: Dean Frischnecht Publishing
P.O. Box 1179
Hillsboro, OR 97123
(503) 648-1333
Website: www.collegegolf.com

USGA 2000 Directory of Amateur Tournament Golf

By: The United States Golf Association (239 pages)

This a complete listing of all amateur tournaments in the United States for the year 2000. It includes comprehensive listings of junior tournaments and a directory of state and regional golf associations. These associations are great contacts for finding junior programs in specific areas. There is no charge for this book.

Contact: United States Golf Association
P.O. Box 2000
Far Hills, NJ 07931-2000
(800) 336-4446
Website: www.usga.org

Golf Buddies

By: S. M. Mitchell (40 pages)

“Golf Buddies” is an illustrated storybook introduction to the rules and etiquette of the game of golf. It’s a good resource for very young beginners, as it is simply written and focuses on teaching general golf terms.

Contact: Busy Buddy Books
P.O. Box 1682
Darien, CT 06820
(800) 690-9993

Snoopy and Friends Address the Rules of Golf

By: The United States Golf Association (18 pages)

Snoopy and the rest of the Peanuts crew get together in this illustrated guide to cover the Rules of Golf. This is a fun and simple introduction to the intricacies of the most-frequently used rules.

Contact: United States Golf Association
P.O. Box 2000
Far Hills, NJ 07931-2000
(800) 336-4446
Website: www.usga.org

The Spirit of the Game

By: The United States Golf Association

Arnold Palmer hosts this video along with LPGA and PGA professionals and other celebrities. This video addresses seven elements of proper behavior on the golf course. It’s a creative, educational, and fun video that is valuable to kids of all ages.

Contact: United States Golf Association
P.O. Box 2000
Far Hills, NJ 07931-2000
(800) 336-4446
Website: www.usga.org

Contact: National Golf Course Owners Association
1470 Ben Sawyer Blvd. Suite 18
Mt. Pleasant, SC 29464
(843) 881-9956
Website: www.ngcoa.org

Contact: The First Tee
170 Highway AIA North
Ponte Vedra Beach, FL 32082
(904) 940-4300
Website: www.thefirsttee.com

Soliciting Volunteers

Finding volunteers to meet your organization’s needs requires careful thinking and planning before an appeal is made. Prior to actually going out and asking people to help, you must:

Clearly identify volunteer needs and position descriptions
Know what you have to offer- consider the “costs” and benefits of volunteering
Plan a recruitment approach based on volunteer needs and position descriptions
Implement your plan

Developing a Recruitment Plan

Once you have clearly identified your organization’s volunteer needs and have created position descriptions that take into account the costs and benefits for volunteers, you are ready to develop a recruitment plan. The process of developing a recruitment plan begins with close examination of the volunteer assignment(s) to be filled. For each assignment, ask yourself:

Who will be qualified for and interested in the position?
Who will be able to meet the time requirements of the position?
Where will you find these people?
What motivates them to serve?
What is the best way to approach them?

Recruitment Tactics

Keep a high profile with the media
Use existing volunteer opportunity directories and referral services
Strategically distribute quality print materials, if budget allows
Network with community groups and leaders
Take advantage of your existing network
Enter into collaborations and partnerships with service organizations and institutions of higher education
Best recruitment tool: Word of mouth

Where to Seek Out Volunteers

Whether you are seeking volunteers to collect tickets at a major charitable event or an accountant to audit the books of a fledgling grass-roots organization, it helps to have some ideas about where to look within your community for potential volunteers. The following list is provided to help you begin to think about the wide range of individuals and groups that may want to support your efforts.

Advocacy groups
Business and professional organizations
Chambers of Commerce
Churches and religious groups
Community Service Restitutions
Corporations and small businesses
Families
Military units and retired military personnel
New residents of the community
Parents’ groups
Retired Executives, Teachers
Schools, especially service-learning programs
Senior citizen groups
Service organizations such as Kiwanis, Rotary Clubs, and Junior Leagues
Sororities and Fraternities
Unions and Trade Associations
United Way
University/college/community college organizations

Fundraising

Fundraising is crucial for most junior golf programs to become financially self-sufficient and economically viable for future growth and development. The work of fundraising is not magic. It requires planning, commitment, steadfast determination, and a strong will to follow through. When you set out to raise funds consider the following questions:

How do I effectively communicate my case and involve potential investors in my program?
What can I do to cultivate interest in my program?

When you approach a company or potential sponsor ask:

What type of a donor are you?
How important is recognition?
Does your passion match our mission?

On the other side of the coin, you should consider that potential sponsors will have questions you should be ready to field . Be prepared to answer questions like:

Why is this a good investment?
Will there be a positive impact on society, the community, individual participants, businesses?
What is the vision of this program?
Who will benefit from my contribution?
Who else is supporting this program?
How stable are you as an organization?

It is important to develop a case statement that highlights your program’s needs and provides a message you can deliver concisely and consistently in a number of venues. To effectively communicate your case and involve potential investors in your program, consider key elements such as your mission, history, existing program projects, an explanation of need, and how many kids you are trying to accommodate.

Strategic fundraising can be broken down into 4 categories: Grants, Sponsorship, Direct Mail, and Special Events.

Grants are donations, usually in a large amount, that is given by a foundation (public, private, or community) or a corporation, rather than an individual. Grant makers also include Government/Municipalities, Religious Organizations, and Civic Organizations.

When you are writing a proposal for a grant, be sure to do in-depth research on the foundation to be approached. Being specific in your writing and providing a complete application/information package will give your potential sponsor a clearer picture of who you are and what your goals are and increase your chances of receiving funding. Be prepared to provide a tight, inclusive balanced budget showing broad-based community support and define your successes. By following application guidelines explicitly and having a compelling statement of need and practical action, you show your sponsors that you are the best organization to support.

While sponsorships typically involve a corporation giving money or merchandise, Direct mail is also a common way to solicit mass financial gifts. Direct mailings to clients and friends allow you to solicit support from a broad group of individuals while briefly communicating your current program efforts and needs. Another value to direct mailings is its ability to maintain relationships with existing donors while enticing new interest.

In order to be successful, your direct mail must be well planned and require strategic list identifying your target audiences. The solicitation packet that you send to your audience should include:

Personalized letter with the name of the prospect
Pledge/gift card which includes space for the donor’s contact information, type of gift, and method of payment (cash, credit card, check, etc.)
Reply envelope pre-printed with the project mailing address
Brochure highlighting your program’s accomplishments

Special events are a forum for publicizing your program to the community at large. Special events usually involve a broad base of volunteers for planning and provide an opportunity to introduce prospects to your program. Because successful special events usually create a social atmosphere, they provide your staff and leadership an opportunity to meet with donors and prospects. Here are fundraising ideas that have worked for other junior golf programs:

Junior Golf Luncheon
Set-up a putting course at your local course. Charge $5-10 dollars and give away a donated prize for the lowest score
Hold a chip off for a donated prize
Host a “Caddy Day” where kids from your program can be hired at the local golf course to raise money for the program.
Have kids forecaddie or act as standard bearers for a Club Championship.
Run a “Hit the Green” Par 3 contest where participants can win a sleeve of balls if they hit the green.
Have kids make “Putts for Bucks” ex. Have the kids raise money by making 3 footers in a row. A sponsor can donate 10 cents for every 3 footer the kid makes. If a junior golfer makes 100 3-footers in a row, it’s $10.
Have a Golf-A-Thon with pledges per hole, pars per day, birdies per day, etc.
Become a charity of one of the PGA, LPGA, Web.com, or Senior Tour Events that comes through Florida.
Junior-Am Tournament Fundraisers are successful and involve participants playing golf with junior golfers from your program.
Silent Auctions

The key to raising funds is to start with a well organized program. Become visible within your community by speaking at meetings and create reasons for media coverage. Last, but not least, ask for money. Don’t wait for companies and volunteers to come to you. Form a committee that will aggressively solicit funds.

Program Structure

1. Organization must reserve a name with Florida’s Secretary of State Division of Corporations. Call (850) 245-6000.
2. Organization incorporates/forms a trust to protect its founders and principals form personal liability.
3. Organization selects individuals to serve on its board of directors.
4. Organization designates officers to serve on its board of directors.
5. Organization develops a mission statement.
6. Organization adopts by-laws.

Financial Checklist

1. Organization retains an accountant for annual audit and mandatory government filings.
2. Organization applies to IRS for an employer identification number (E.I.N.). Call (800) 839-1040.
3. Organization establishes a bank account and establishes check-signing procedures—see below.
4. Organization designates which officer(s) have the power to sign checks.
5. Organization files Form 1023 with IRS to get its tax exemption and its designation as being other than a private foundation. Call (800) 839-1040.
6. Organization files for state and local tax exemptions.
7. Organization registers with the Florida Department of Agriculture, under Charitable Solicitations Act. Call (800) HELP-FLA.
8. Organization establishes financial management, auditing and internal control systems.
9. Organization sets up a chart of accounts to record financial transactions.
10. Organization establishes a general ledger and bookkeeping system (either manual or computerized) to account for cash receipts and cash disbursements, assets and liabilities.
11. Organization establishes a system for receipting gifts over $250 to comply with IRS substantiation requirements.
12. Organization establishes a system to make sure it complies with the following (and in most cases mandatory) reporting requirements: (1) Annual information return to the Internal Revenue Service: IRS Form 990; (2) Annual report to the Charities Bureau of the Florida Secretary of Agriculture’s Office: IRS Form 990, DOS Form 497 and others.

Staffing Checklist

1. Organization composes job descriptions for staffing needs.
2. Organization hires staff and sets compensation levels.
3. Organization procures health benefits for employees.
4. Organization prepares personal manual.
5. Organization establishes a payroll system (manual or automated), including a) Withholding requirements (federal, state, and city). b) Requirements for payment of funds withheld (federal, state, and city). c) Reporting requirements for funds withheld (federal, state, and city).
6. Organization a system for determining whether individuals performing services for it are employees or independent contractors.
7. Organization establishes a system for preparing and filing Form 1099s on behalf of independent contractors.
8. Organization establishes a mandatory system for maintaining records for each employee which include 1) names and social security numbers, (2) W-4 and I-9 forms, and 3) for each payroll period the: a) beginning and ending dates, b) the days (weeks, etc.) each employee worked and the earnings for each day (week, etc.) and c) all payments made to the employee, including bonuses and vacations.

Insurance Checklist

1. Organization establishes a system to meet mandatory insurance requirements: (1) Worker’s Compensation, (2) Unemployment insurance, (3) Short-term Disability, (4) Auto Liability (if applicable), (5) Others
2. Organization procures necessary insurance coverage: general liability, property, accident liability, Director liability, professional responsibility (if applicable), sexual abuse (if applicable) and non-owned auto liability (if applicable).
3. Organization determines whether Directors and Officers (D&O) liability insurance is needed.

Miscellaneous Checklist

1. Organization rents (or purchases) office space.
2. Organization leases a postage meter and applies for a non-profit permit number in order to mail at the reduced rate, non-profit bulk rate.
3. Organization leases or buys computer equipment that is capable of email and accessing the Internet.
4. Organization leases or buys office equipment: copy machine, fax machine, desk, chairs, file cabinets, conference room tables, coffee maker, etc.

Going Non-Profit

Filing for 501(c)3 status with the Federal Government

1. Organization must call the IRS at 1-800-TAX-FORM or click the links below to acquire the following forms:

Publication 557 (VIP- Read this manual first!)
Form 1023
Form 1024
Fee Form 8718
Federal ID Form SS-4
Form 990

Explanation of Application Procedures

Most organizations seeking recognition of exemption from federal income tax must use specific application forms prescribed by the IRS. Two forms currently required by the IRS are Form 1023, Application for Recognition of Exemption Under Section 501(c)(3) of the Internal Revenue Code, and Form 1024, Application for Recognition of Exemption Under Section 501(a). Forms 1023 and 1024 contain instructions and checklist to help you provide the information required to process your application.

The law requires the payment of a user fee for determination letter request such as your application for recognition of tax exempt status. You should use Form 8718 to figure the amount of your fee and to pay it. Your payment must accompany your request. The IRS will not process a request unless the fee has been paid.

To find the correct amounts for user fees and length of time to process a request call 1-877-829-5500 for assistance.

Required Inclusions

Every exempt organization must have an employer identification number (EIN), whether or not it has any employees. If your organization does not have an EIN, your application for recognition of exemption should include a completed Form SS-4, Application for Employer Identification Number.

Organizing Documents- Each application for exemption must be accompanied by a conformed copy of your organization’s Articles of Incorporation, Articles of Association, Constitution, Trust Indenture, or other enabling document. If the organization does not have an organizing document, it will not qualify for exempt status.

Every attachment should show your organization’s name, address, and EIN. It should also state that it is an attachment to your application form and identify the part and line item number to which it applies. Do not submit original documents because they become part of the IRS file and cannot be returned.

Description of Activities- Your application must include a full description of the purposes and the activities of your organization. When describing the activities in which your organization expects to engage, you must include the standards, criteria, procedures, or other means that your organization adopted or planned for carrying out those activities.

Financial Data- You must include in your application financial statements showing your receipts and expenditures for the current year and the 3 preceding years (or for the number of years your organization was in existence, if less than 4 years). For each accounting period, you must describe the sources of your receipts and the nature of your expenditures. You must also include a balance sheet for the current year.

If you have not yet begun operations, or have operated less for less than one year, a proposed budget for 2 full accounting periods and a current statement of assets and liability will be acceptable.

Other Required Info- The IRS may require you to provide additional information necessary to clarify the nature of your organization. Some examples are:

Representative copies of advertising placed
Copies of publications, such as magazines, newsletters
Copies of leases, contracts, or agreements into which your organization has entered

IRS Response

Organizations that submit a complete application will receive an acknowledgment from the IRS. Others will receive a letter requesting more information. Applicants also will be notified if the application is forwarded to the Headquarters of the IRS for consideration. These letters will be sent out as soon as possible after receipt of the organization’s application.

Board Member Information

Every organization should have a thorough, easy to use manual that board members can use throughout their terms. A board manual serves two functions. For the new board member, it is an orientation handbook that provides useful information about the organization, board structure and operations, and fellow board members and staff. For the balance of a member's board service, the manual then becomes an indispensable working tool and a central resource about the organization and the board. Materials can be added and removed to create an up to date reference. The board manual is developed by staff in consultation with the board chairperson and other officers. Present it to board members in a durable, attractive loose-leaf notebook with a table of contents and clearly divided and labeled sections. Date every item and replace material when necessary. Insert stationery, brochures, and similar items in pockets of the notebook.

To develop a working manual that board members use and rely on:

Don't overwhelm new board members with too much information. When several examples are available (e.g., current press clippings), include only one.
Keep each item brief. A two paragraph biography of the executive director is preferable to a four page resume, for example.
Use the handbook as a "textbook" during board orientation.
Encourage board members to read and ask questions about the material.
Ask board members to evaluate the usefulness of the manual each year.
Revise the contents or format based on their comments.
Board manual contents checklist

A thorough board manual can include the following materials. (Remember to keep each item as concise as possible.)

The Board:

Board members listing and bios
Board members terms
Board statement of responsibilities
Committee and task force job and descriptions.
Historical references of the organization
Brief written history and/or fact sheet
Articles of Incorporation
Bylaws
IRS determination letter
Listing of past board members
Strategic framework
Mission and vision statement
Strategic framework or plan
Current annual operating plan
Minutes from some recent board meetings
Policies pertaining to the board
Policy on potential conflicts of interest
Insurance policy coverage
Legal liability policy
Travel/meeting expense reimbursements
Finance and Fund-raising
Prior year annual report
Current annual budget
Form 990
Banking resolutions
Current funder list
Staff
Staff listing
Organization/team chart

Other Information:

Annual calendar
Website information
Promotional material (membership brochure, information brochure, advertisements, etc.)

Legal Representation

Some people can do it on their own. Others find a lawyer very useful. There are legal referral services which sometimes can help locate low-cost or even free assistance. Generally, anyone who can write clearly and follow directions can, with input from volunteer leadership, draft all the documents necessary. Then, you only need a lawyer to review things twice: Before you send the packet to the state and again (with the additional documents required) to the federal government. Many people will feel a need for legal review of the documents at those times.

Best deal: Ask a lawyer friendly to your cause to do it pro bono (free). This assumes you have tightly drawn documents to give him/her so not many changes would be expected.

Next best: Call your local Bar Association pro bono or similar committee, United Way, Community Foundation or friends at other established nonprofits for names of civic or philanthropy-minded lawyers who might do it for free.

Failing that: Negotiate a reasonable fee -- say, $500 or less.

How else can we find a lawyer or accountant who's not part of our organization to do some work for free? Depends on the work and the community. For lawyers, call your local Bar Association for referrals. Some of them have lawyers who donate a limited amount of time to certain local nonprofits, depending on the activities of the nonprofit. Your local United Way may also be able to refer you.

Accountants: Try the local CPA society. For example, Chicago has a group call CPAs for the Public Interest. You might see if your community has something similar.

The National Office of Accountants for the Public Interest is at:1012 14th Street NW, Suite 906, Washington, DC 20005. They can tell you whether there is a nearby chapter of the group. Most state bar associations and CPA associations have committees that focus on the nonprofit side of the professions' work. Another avenue to identify potential sources of local assistance -- paid or pro bono -- would be to contact the chair or one of the members of such a committee.

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Junior Coordinator Resources

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