MYBA Best Practices- Requirements
Player Documentation Compliance:
Collect documentation that proves what grade each athlete is in and also what school they attend.
All coaches and administrative personnel must pass a background check within the last three years.
Per Minnesota State Law, all coaches and administrators must complete an accredited concussion course that needs to be renewed every three years.
Coaches are in compliance with the federal law, Protecting Youth Victims from Sexual Abuse and Safe Sport Authorization Act of 2017.
It is imperative that Associations and their teams adhere to all guidance for Youth Sports by the Minnesota Department of Health, and the guidelines outlined by the hosting facility in terms of capacity and social distancing measures.
Associations must have an open try‐out process for players.
Associations must have an open application process for coaching candidates.
Associations must provide a coaches education program each year.
Associations will work to ensure a safe, positive and productive environment for youth athletes by requiring that all officials' assigned to MYBA invitational tournaments have successfully completed training, screening and education through the MSHSL and/or Trusted Officials. This is accomplished by working directly with a Trusted Assignor.
The MYBA and the MYAS recognizes organizations that promote and implement programs for multiple age/grade levels. We do not recognize single teams formulated by any individual(s) not affiliated with, or recognized by a recognized organization, as described above or a bona fide association. The sponsoring organization must be of perpetual nature (i.e. intend to be in existence from year to year). The sponsoring organization must have a democratic posture, meaning that the administrative structure of the organization must allow for open election of officers and open forums for parents and participants to voice their concerns.
Associations must have a minimum of 4 teams.
MYBA members shall agree to provide MYAS with requested information to prove that the Best Practices listed above are being met and the Team Composition Guidelines are being followed.
Fraud Prevention Tidbits from October 5th MYBA Mini-Summit
Julie Richardson, CPA, Landon P. Scott Associates
The main principle of fraud prevention is that one person cannot be allowed to have complete control of the finances. If the same person is in control of registrations/fundraising income, deposits money, writes and signs checks with no oversight, has access to a debit card without oversight, does the bookkeeping, reconciles the bank accounts, and presents reports to the board, the Organization is 100% susceptible to theft of their cash resources.
The minimum controls that are recommended are:
- The executive board are given access to online bank accounts, review the bank statements and review the bank reconciliations. These must be done on a monthly basis. Questions should be asked so that it is apparent that someone is looking at the finances. One person could be assigned to the monthly task, but all executive board member should have access and review the bank activity (assign on a rotating basis). There have been cases where the president and treasurer have worked together in fraud cases, although not as common as just the treasurer.
- Use online quickbooks and someone from the board be given access to review the activity. If a desktop version is used, reports should be printed directly from the software and not excel. Excel can be manipulated by a person who knows how to use quickbooks.
- A person outside of the executive committee be allowed to review the quickbooks on a monthly, quarterly or annual basis.
For more information, do not hesitate to contact firstname.lastname@example.org