Fund Governance

JOINT FUND GOVERNANCE — CHECKLIST FOR BOTH COMMITTEES • Confirm the fund purpose and that contributions are ringfenced for development and facilities. • Confirm which legal entity holds the dedicated bank account and signs the payment-provider contract. Do not use a committee member's personal account. • Agree named representatives from each club, who can access records, who can approve spending and the spending approval thresholds. • Agree how projects are selected, how disagreements are resolved, and what happens to unspent money if the scheme ends. • Reconcile payment-provider records with bank statements monthly; record fees, refunds, failed payments and chargebacks. • Keep invoices/receipts and meeting minutes; provide both committees with regular reports and supporters with an annual summary. • Determine whether the clubs are separate or joint data controllers for each processing activity; approve the privacy notice and retention schedule. • Use role-based access, strong authentication and a process for handling data requests and suspected breaches. • Before launch: committee approvals; bank account and signatories; provider approval; recurring €25 checkout and cancellation test; privacy/terms review; official images approved; monitored contact email; reporting agreed.