FAQ

Making a Donation

I want to support the Steve's Club National Program (SCNP) I’m interested in donating money, how can I do that?

You can donate online or by check, made payable to: Steve's Club National Program, 7905 Browning Road, Suite 202, Pennsauken, NJ 08109.

If you'd like to be a Major Donor, Corporate Sponsor, or set up a Scholarship Fund, contact Steve directly (.(JavaScript must be enabled to view this email address)).

Can I donate to a specific Local Club?

Yes, it is easiest to reach out directly to that Local Club (but if you want to send us a check we can make sure the funds are properly allocated). Be sure to ask the Local Club how to make the donation online or who to make the check out to (this will vary by Club).

Is my donation tax-deductible?

Yes, SCNP is recognized by the IRS as a 501(c)(3) charitable organization. When you donate online, by check, or in person, you should receive a receipt that acknowledges your contribution and is valid for tax purposes.

What else can I donate?

PLEASE DO NOT DONATE EQUIPMENT (see below). You can donate supplies, products, or services at any time.

Depending on the size of your donation, you can donate directly to a Local Club or to SCNP, if it's a larger donation, for distribution. If you'd like to donate on a larger scale to the National Program as a Corporate Sponsor, please contact Steve (.(JavaScript must be enabled to view this email address)).

You might consider donating in conjunction with the annual Beat the Streets Fundraiser. This is a great opportunity to reward local competitors with products, services, gift certificates, sponsorships, etc.    

Why can't I donate equipment?

If something is donated to the Local Club or the Local Club buys something with their non-profit funds, it must only be used by the kids in the Local Club. If your Local Club is co-located in a CF Affiliate, clients can't use equipment that was donated specifically to the Local Club. Legally speaking, the assets of a non-profit cannot be used for the benefit of anyone outside of the non-profit. This is difficult to enforce if the Local Club is sharing space with a CF Affiliate.

SCNP will be vigilant about this issue because if the IRS suspects improper use of funds or assets, it could jeopardize the 501(c)(3) status of the National Program and the rest of the Local Clubs nation-wide.

If the Local Club is not sharing space with an Affiliate and it can ensure that only the kids from the Local Club would be using that equipment, technically they could accept an equipment donation or buy equipment from their non-profit funds. The Local Club should contact the National Program to make sure it's appropriate.

If someone really wants to donate equipment to a Local Club that operates in a CF Affiliate, they can do so but it would not considered tax-deductible (it would be a gift and could not be claimed as a deduction). For accounting purposes, it would be easiest if they gifted the equipment to the CF Affiliate. The Local Club should contact the National Program to make sure it's appropriate. 

Can I volunteer my time or expertise in some way?

Yes, we suggest you reach out to a Local Club to offer your services as a mentor, trainer, administrator, event coordinator, or volunteer for fundraisers. You can also volunteer your professional expertise (grant writer, graphic design, lawyer, accountant, physical therapist, etc.) to the Local Club.

We apologize that SCNP cannot take volunteers at the national level at this moment, nor are we hiring.  

I'm hosting a competition/event/CF Throwdown and I want to donate a portion of the proceeds to SCNP. Can I do this, and how does it work?

Yes, we're all for it! If you want to do something like this, please let us know and we'll send over marketing material, banners, etc. We recommend publicizing it as part of your marketing because attendees like knowing that the funds are going to a worthwhile cause.

I am the owner (or key stakeholder) of a company/organization and want to make an official donation from my business (i.e. my firm, the CF Affiliate I own, my church). Is this contribution tax-deductible on our business taxes?

It depends on how your business is set up; please check with your accountant.

How does employee matching for charitable contributions work?

Ask your employer if they offer employee matching for charitable contributions (this is typically more common at large organizations). If they do, ask your HR department for the appropriate forms and your company will "match" what you donate (if you donate $100, they will also donate $100). Definitely take advantage of this if possible.

Can I donate through the United Way?

Yes, please contact your local United Way and the National Program.

How do Local Clubs allocate the funding they receive? What is the funding used for specifically?

Local Clubs sponsor/subsidize the kids so they can train for free. The primary expense for Local Clubs should be paying the trainers that are working directly with the kids.

Funding can also be used for paying administrators, transportation for the kids, subsidizing nutritious meals for the kids, CF Kids certification for the trainers, competition entry fees for the kids, professional services (design, bookkeeping, legal, etc.), etc.

The Local Clubs can designate how they use their funding (according to guidelines set by SCNP), with oversight from the National Program (they are required to submit a 6-month report on their operations and finances). 

How does the National Program allocate the funding they receive? What is the funding used for specifically?

SCNP allocates funding to projects that help grow and support the Local Clubs across the country. This includes: legal fees associated with setting up and maintaining the 501(c)(3), accountant fees, graphic design and marketing materials, website/software/technology costs, and salary of staff (commensurate with fair-market value). Our goal is to build a program that makes a difference, and we strongly believe in integrity and transparency.

Becoming a Local Club

What are the steps for being a Local Club?

Please see Starting a Club<link to Starting a Club>.

Do I have to be a CrossFit Affiliate to join the Steve’s Club National Program?

No, you don't have to be a CrossFit Affiliate but you must be CrossFit Level 1 Certified (and if you become a Local Club, you have 1 year to obtain your CF Kids Certification).

We are not part of CrossFit HQ or CF Kids, but both are very supportive of the Steve's Club National Program.

What are the fees associated with being a Local Club in SCNP?

We ask that our Local Clubs contribute 5% of their donations as a membership fee to defray administrative costs for the National Program (capped at $10k). We believe this is reasonable, and truly believe that most of your funding should stay within your Local Club.  

What do I get in exchange for my membership fee?

SCNP will provide ample Member Resources <link> to help a Local Club start, maintain, and grow their program. This includes: legal templates, accounting guidelines, marketing materials, fundraiser best practices, sample grant letters, etc.

Most importantly, you are invited to do our annual Beat the Streets Fundraiser <link> to be able to raise money for your Local Club every year.

As part of SCNP, you'll also be joining a national network of Local Clubs within the CrossFit community. This allows for greater visibility of your program and sharing of best practices. 

Will SCNP give me funding to set up a Local Club?

Our approach is to provide the necessary administrative support to help a Local Club get started, but require them to find funding to support their Club.

SCNP plans to obtain funding from major donors, corporate sponsors, federal grants, etc. with the intention of allocating funds appropriately and offering scholarships to Local Clubs in the National Program that want to grow.

I'm part of a CrossFit Affiliate that would like to start a Local Club, but we're not located in an at-risk neighborhood. What do you suggest?

It depends on how far away you are from an at-risk neighborhood. If you are close enough to transport the kids to your Affiliate, or have a trainer offer classes somewhere in the neighborhood, you can start a Local Club.

If you're located farther away, you can help to support a nearby Local Club by raising funds for their program during Beat the Streets <link>. Please contact the Local Club directly. 

I plan to start a Local Club and am on the outskirts of an at-risk neighborhood. How can I get the kids to the Club?

Encourage them to use public transportation or see if they can carpool to your Affiliate.

If you need to arrange transportation, you can have a volunteer/administrator with a van pick them up, making a few stops in the neighborhood. If you plan to offer transportation, make sure there is never only just the driver and one kid (violation of the SCNP Code of Ethics).

Travel/transportation costs are considered a valid expense for use of non-profit funds. 

What if I want to open a Local Club with a MMA/boxing/gymnastics/etc. component to the program?

As a Local Club, you have committed to upholding Our Mission <link>, which specifies fitness for at-risk youth, helping them to join the CrossFit community. CrossFit activities should account for at least 75% of your "fitness" program.

You should not start a Local Club with the goal of teaching kids another sport. Certainly, sports are considered fitness but it doesn't match the intent of the National Program. If the focus of your program no longer matches our mission, your Local Club status will be reviewed.

Reaching Out to the Community

I'm a L1 CrossFit Certified trainer (but don't own an Affiliate) and want to work with at-risk kids. Can I approach local community groups or rec centers to offer free training?

Yes, but you should have general liability and professional liability insurance to protect yourself (although you may be covered by that facility, so be sure to ask). You can volunteer for as long as you like, but if you want to raise money to grow the program or pay yourself as a trainer you should become a Local Club.

I teach at a school in an underserved neighborhood, what are the opportunities for collaborating with SCNP?

We recommend reaching out to the nearest Local Club or CF Affiliate to see if they want to be involved. Trainers can work with kids at the school during/after school hours (sports teams, phys-ed classes, bootcamps) or the school/sports team can send the kids to your Local Club or CF Affiliate for a few classes per week.

I'm part of a non-profit that works with at-risk youth in other ways (education, mentoring, sports, church, leadership); what are the opportunities for collaborating with Steve's Club?

Reach out to the nearest Local Club to see what could be possible based on their resources. Trainers from the Local Club might be able to offer a few classes per week or a few workshops at that location or be able to train them at the Local Club if transportation is available.

If a national organization (ie. Boys and Girls Club, NFL Play 60, etc.) would like to connect or partner with Steve's Club, contact Steve Liberati at .(JavaScript must be enabled to view this email address).

I'm a CrossFit L1 Certified trainer and have already been volunteering as a coach for some time (i.e. at a community center, school, half-way house, local Boys and Girls Club) and they have offered to pay me and/or purchase equipment for the kids I'm training. What do you recommend?

You should become an official SCNP Local Club, and then ask them to make a monetary contribution. If this is going to be an ongoing relationship, you can ask them to donate annually or every 6 months, and it's the responsibility of the Local Club to manage the funds responsibly.
If they want to donate equipment, ask them to make a monetary donation instead, allowing you to purchase the equipment (so it would technically be property of your Local Club). Please read the FAQ regarding donating equipment in the "Donations" section. 

Raising Money as a Local Club

A donor wants to make a contribution to our Local Club by check; who should they make it out to?

The default is that donors should make checks payable to: Steve's Club National Program, 7905 Browning Road, Suite 202, Pennsauken, NJ 08109. We will process the payment on your behalf and send back a check to your Local Club.

The more established Local Clubs are able to process donations directly (they have received explicit approval from the National Program to do so).

If you are the Local Club, and you don't know if you are allowed to process donations directly or not, assume the default (processing donations through SCNP) and contact the National Program. 

As a Local Club, how do we set up online donations for our program?

We are using Razoo for online donations, and we strongly encourage all of our Local Clubs to use it as well. Setting up an account is easy:

1. Find the "Steve's Club National Program" online as one of the recognized non-profits.
2. Create a new "page" for your Local Club with as much information as possible.
3. The money collected online will be processed through SCNP. We are given a check by Razoo every few months and will send you a check with the appropriate amount when we receive it (you will receive your donations for that period minus the small processing fee through Razoo and the SCNP 5% membership fee).
4. Promote and raise money - put a link to it on Facebook, your blog, send it around by email, ask your friends and family to donate, etc. 

Can I do other fundraisers in addition to Beat the Streets?

Yes, you can do whatever fundraisers you'd like, as long as the primary focus continues to be training kids.  

I'm a Local Club and want to begin pursuing grants. What do you suggest?

As a Local Club, you can apply for grants on the state and local level (SCNP will apply on the national level). However, many grant applications require several years of financial and operational data, so we recommend waiting until your program is more established before going after grants.

PaleoKits

Can we sell PaleoKits as a fundraiser?

Yes, but there are easier and more effective ways to fundraise. If you'd like to do this, you must buy at our wholesale rate (depending on the quantities you order). Email .(JavaScript must be enabled to view this email address) for wholesale prices.

Can we get a discount on PaleoKits since we're a Local Club or if we're giving them to kids for healthier lunches?

No, the only discounts that exist for PaleoKits are for wholesale pricing. This is for legal purposes, since proceeds from PaleoKits and PaleoKrunch already go to support the Steve's Club National Program.

What is the relationship between the Steve's Club National Program and Steve's Original (makers of PaleoKits)?

Steve Liberati made the first PaleoKit to help the kids from the first Steve's Club (Camden, NJ) eat better. PaleoKits found a following and became a source of funding for Steve's Club Camden. As PaleoKits became more popular, Steve's Original LLC was set up as a separate for-profit company for legal reasons (food sales were not consistent with the Steve's Club mission statement).

Proceeds from Steve's Original LLC continue to fund Steve's Club (Camden, NJ) and the Steve's Club National Program. It has been the primary source of funding for the early stages of the National Program. Steve plans to continue the strong relationship that exists between the two, with his primary passion being training at-risk kids.

Working with the National Program

As a Local Club, what am I expected to do on my own?

At a basic level, you're expected to: 1) find at-risk kids in your community to train 2) raise money from your local community, 3) keep track of your funding and expenses, 4) remain in good standing with the National Program (see Affiliation Agreement <link>), 5) make a difference in the lives of these kids by providing a positive and consistent presence.

How much oversight will there be from the National Program over the Local Clubs?

The National Program is legally responsible for overseeing the Local Clubs in order to maintain the national 501(c)(3) status. We ask for operational/financial updates every 6 months (we'll give you a template to fill in), and whenever necessary.

As a Local Club you are required to meet the requirements outlined in the Affiliation Agreement <link> to remain in good standing with the National Program. If we find that you are operating outside of those requirements, we will bring it to your attention and ask that you rectify it immediately or risk losing your non-profit status as a Local Club within SCNP.

We want to empower the Local Clubs to operate how they see fit, giving them the flexibility to customize the program how they see fit. The National Program does not want to control the direction of the Local Clubs, rather provide the necessary guidance and oversight required by the IRS.

How often can our Local Club contact the National Program?

You can contact us whenever you have a question, we're here to help support you and make it easier for you to train kids.

I'd like our Local Club to appear on the SCNP website (and possibly CrossFit.com), how can I do that?

We encourage Local Clubs to send videos, pictures, interviews, latest news, etc. to the National Program so we can help to promote your Local Club. The CrossFit Journal is a strong supporter of SCNP.

How/when does our Local Club pay the SCNP 5% Membership Fee?

If the donations/checks are made out to Steve's Club National Program, we will take the 5% out and send you back a check with the rest of the amount.

If the donations/checks are made to your Local Club directly, we ask that you send us a check with the appropriate amount (5% of all donations) every 6 months. If you are sending us a check every 6 months, it's your responsibility to budget for this so that there is money left at the end of the 6 months.

If you receive a large donation ($5k or greater), we recommend that you send us the 5% immediately (easier for accounting purposes).

If you plan to raise a majority of your funds during Beat the Streets <link>, your Club can send us 5% of your donations after that fundraiser. 

Who should I make our Membership Fee check payable to? Where should I mail it?

Checks should be made payable to: Steve's Club National Program, 7905 Browning Road Suite 202, Pennsauken, NJ 08109.

Training Kids

What is the definition of "at-risk" or "disadvantaged"?

The Steve's Club National Program uses at-risk, underserved, and disadvantaged interchangeably. Here is our working definition of "disadvantaged" or "at-risk."

Youth who are economically disadvantaged or 1 or more of the following:

• Out-of-school, including unemployed out-of-school youth
• In or aging out of foster care
• Homeless or runaway
• At-risk to leave secondary school without a diploma
• Former juvenile offenders or at risk of delinquency

How would a Local Club determine if a kid is eligible?

It's up to the Local Club to establish guidelines for selecting the appropriate kids.

A few metrics might be if they qualify for subsidized school lunches, the neighborhood they live in, if they use food stamps, if they are covered by Medicare, combined household income, etc.

As a Local Club, you might also want to ask kids to fill out an application that describes their situation and why they want to train with you. 

How do we find kids in our community to work with?

It is your responsibility as a Local Club to reach out to the community to find kids to work with. A good place to start is partnering with existing local groups/organizations that already work with disadvantaged kids, or athletic directors and sports coaches in the area.

What should I be careful of when training minors?

The most important things to remember when working with youth:

• Never be alone with a child, nor allow any trainer or volunteer to do so. If there is only one youth present, someone else must be there (trainer, friend, parent, etc.). This is true for any situation (in the gym, outside, in a car, etc.).
• You will be very careful when spotting kids; if you must spot or touch a kid for the purposes of safety or to adjust technique, it must be out of necessity and clearly in the open for everyone to see.
• When posting pictures or information about kids onto your website, be careful not to reveal too much.

To read more on working with minors, pleases see the SCNP Code of Ethics <link>.

When do kids need to sign a waiver/consent form?

Kids must sign a waiver before their first training session (SCNP offers a template). It is often difficult to get signatures from parents and legal guardians, but it is required for insurance purposes.

If you are working off-site at a location in the community, we still recommend having waivers, ask your host if another waiver is required (the parents probably already signed a waiver to allow their kids to be at that location).

Remember that part of the waiver is also a media-release form, which is necessary to get their permission to take photos/videos of their training.

Kids must also sign a waiver if they plan to attend an event or trip outside of regular training sessions. 

Do kids need to have health insurance?

No, but every kid must fill out a waiver. It would also be a good idea to have an emergency contact card for each child.

Should I have the kids at my Local Club fill out an emergency contact card?

Yes. If something were to happen, it is critical to know who to call (especially because the child is a minor).

What else does SCNP recommend in terms of encouraging commitment and accountability among the kids in the program?

It's up to the Local Clubs to create an effective program. You would probably want to track the results of benchmark workouts, body composition results over time, attendance, school performance, etc.

You may also consider having the kids keep a training and/or food journal, setting goals, writing a personal statement every 6-months, etc.

Should our Local Club ask the kids pay a small amount each month to show they are committed to training?

Not recommended; it would be more effective to have them barter their time/services (straightening up the gym, mentoring other kids, etc.). Also, the accounting is easier if you barter.

Legal

Does our Local Club have to file with the IRS to become a 501(c)(3)?

No. You do not need to obtain 501(c)(3) status from the IRS because SCNP has already done this as the "parent" or "umbrella" organization.

Your Local Club is considered a "chapter" of SCNP and our 501(c)(3) status is extended to you once we file to add you to our Group Exemption (officially inform the IRS that you are a Local Club under our umbrella organization).

Note that SCNP takes care of your status with the federal goverment/IRS, but you must still 1) become an official organization/business in your state, and 2) apply for non-profit status if your state (some states do #s 1 and 2 at the same time).

If you decide to leave the National Program, you no longer have 501(c)(3) status. 

When did the National Program receive its 501(c)(3) status?

Steve's Club National Program received its 501(c)(3) status on September 21, 2010.  

What is the SCNP EIN number?

SCNP tax EIN #: 27-2552989.

What does 501(c)(3) mean?

Your organization can accept charitable contributions, and the donations can be claimed at tax-exempt by the donors when they file their taxes.

What does that GROUP EXEMPTION refer to?

The Group Exemption is what SCNP had to file with the IRS to be able to officially accept Local Clubs ("chapters") under our umbrella organization. For every new Local Club added, SCNP must send information about the new Local Club and an official request to the IRS for them to be added to the Group Exemption.

Being under the SCNP Group Exemption is what allows the Local Club to "share" the 501(c)(3) status. Once a Local Club is officially recognized as part of the SCNP Group Exemption, the Local Club can receive donations directly (instead of having to process them through SCNP). This is the final step in setting up your Local Club.

Can the Local Club have access to your accountant, legal team, marketing team, etc.?

No, at this time we are not able to share access to these resources. We have worked with them to create the templates and guides found in our Member Resources <link>, but their focus is still on creating the infrastructure for the National Program.

At some point in the future, we would like to recommended service providers that Local Clubs can reach out to for additional support.

If you have a specific question, please contact SCNP and we'll probably be able to help. 

Will I have to hire an accountant or bookkeeper?

Someone within your Local Club must be responsible for managing your books. This can be your Treasurer, a bookkeeper, or an external bookkeeper/accountant. The National Program will provide guidelines, templates, and samples to help you set up your books, but you must track your funding and expenses.

Please keep accurate and complete records. Every 6 months, SCNP will ask you for a copy of your financial data. 

How do I file become incorporated in my state and/or obtain non-profit status?

Please see "Starting Your Program <link>." Be sure to check your state and local requirements for any additional permits, certifications, or licenses that you may need.  

Does our Local Club need our own EIN #?

Yes, you need to apply to get your own EIN# from the IRS. Check out: http://www.irs.gov/businesses/small/article/0,,id=102767,00.html

Does the National Program require background checks?

Yes, the National Program is still determining the appropriate vendor. It will be a requirement of all Local Club trainers.

If the trainer(s) for your Local Club are CF Kids certified, they have already had a background check. Please let the National Program know which certification the trainer attended.

If the trainer(s) for your Local Club already have their background checks, please send a copy to the National Program. 

How do we choose members for our Board of Trustees? Is there a suggested number?

Your Board of Trustees can be of any size, and we recommend that you ask long-standing members of your CF Affiliate or people that you trust to help your Local Club stay true to the mission.

Resist the temptation to name someone to the Board who has made a big donation, or solely for the purposes of networking, or someone who has limited time, or their own agenda.  

What type of insurance does our Local Club need?

Please see SCNP Insurance Requirements <link> for all matters related to insurance.

Does our Local Club need to adopt a Conflict of Interest Policy?

Yes, it is required to have everyone in your Local Club read and sign off on the SCNP Conflict of Interest Policy <<link>>. This states that you will not use funds (or the operations of the Local Club) for personal gain or unjust benefit. The Board of Trustees are required to safeguard against Conflict of Interest situations.

What else do we need, from a legal standpoint, to set up our Local Club?

See "Starting Your Program" <link> for the complete list of steps to start a Local Club. See the "Affiliation Agreement" <link> for other requirements as part of the National Program.

Taxes

Does our Local Club have to file taxes with the IRS?

Your Local Club will send financial information to SCNP every 6-months, and from that SCNP will file your federal taxes with the IRS. You can choose to file on your own if you like (please contact the National Program if you prefer to do this).

Does our Local Club have to file State taxes?

Yes. You are still required to file with your state (SCNP can't do state filing for each Local Club). The financial information you submit to SCNP will likely be the same information you are likely to need to submit for your state taxes, so it should be fairly straightforward.

We've heard that some non-profits are exempt from paying sales tax, is this true for our Local Club?

Yes, you may be exempt but it depends on your state. You should research if this applies to you and what forms are forms are necessary. 

Accounting

For any questions regarding accounting, expenses, how the Local Club can use their funding, how to pay trainers, acceptable compensation, how to calculate the cost of training kids, etc., please see our Accounting Guidelines. If you have questions beyond that, please contact the National Program.

If you're unsure about something in the areas of Legal, Insurance, Funding, or Finances, we strongly suggest contacting the National Program and/or independent counsel.

Other Questions?

Please contact Steve Liberati (steve@stevesclub.org) and Lee Knight