All we have to do is look to the headlines and there is a new story of embezzlement by volunteers in youth sports. Thousands and thousands of dollars go missing from programs that are meant to create and build young men and women. As a parent, what can you do about it? As volunteer, what can you do about it?

There are lots of steps for the leaders of these organizations to take which will help with this problem. Best practices for treasurers, board of directors & booster club reporting is something that should be established. But for the parent who isn’t a volunteer at all or a casual volunteer, what can be done?

First, please remember that most of the time these organizations are entirely run by volunteers. Yes, you read that right,  the President of your local Little League or Pop Warner association are more than likely completely uncompensated for all that they do.  It is often a misconception by new parents that these leaders are paid employees.  They are mom and dad just like you, likely with regular full time jobs just like everyone else. They are just doing the best they can.

With that said, there is also a good chance that they do not have a background in whatever it is they are actually doing. If you are lucky, your organization will have an accountant as a Treasurer, but how many of those Presidents have sport management degrees or any background in sport management at a school, university, minor league or professional level? Not many I’m guessing.  

Go in with a positive attitude, not combative. People walking in demanding to see the books will instantly put the Treasurer and leadership in a defensive mode. Go in with the thought that you are preventing the worst case scenario.  These volunteers who would ever think to embezzle often have had zero oversight, no one ever asking any questions. 100% pure trust. Trust is good, you need to trust them. Go in with the thought that you trust what they are doing, and having the occasional “review” from an outside party, someone who is not a signatory, will only show the strength of the organization.

See if there is someone doing audits. If there is not, volunteer to do so! All you really need to do is make sure the bank statements are reconciled, that deposits, withdrawals and payments all have documentation. This basic review will be super helpful.  When going to donors or sponsors think about what an advantage your organization will have by saying “we have an annual audit.” This will build trust for everyone involved.

If volunteering to do the annual or occasional audit is too much, just ask questions. Asking questions is the number one thing that anyone can do.  Anything you personally don’t understand, ask. Ask questions from a learning perspective, not from a place of mistrust. Don’t even know what to ask? Here are a few questions to get you started:  

  • Ask to see a budget and understand how the money is managed.
  • Ask who, if anyone is doing bank reconciliations.
  • Ask what procedures are in place to provide oversight.
  • Ask to see the treasurer’s monthly treasurer’s reports.
  • Ask when you see multiple charges to the same place over and over.
  • Ask when you see checks being written to the same person for “reimbursement”
                 what they are for.
  • Ask what the cash handling policy is.
  • If you are curious or unsure about anything at all, ask!

Many years ago, I started to do just this. No tactic worked where those leaders were not combative anytime someone asked about money.  We asked too many questions and were asked to not volunteer anymore. We left that organization, and it was not the happiest of times for us. Yet the simple act of asking questions and not getting answers put pressure on the leadership and gave others the voice to speak up themselves. Unfortunately, as it turned out, the leadership was skimming money. They were removed and we were asked to return. Many were grateful for what we did, which ended something well before it got out of hand. It may have been difficult, but I would never change any of it.