Building And Maintaining Site-based Athletic Budgets

Building and MaintainingSite-based Athletic BudgetsTimothy Jackson, CMAADirector of AthleticsClark County School DistrictLas Vegas, Nevada

IDENTIFY YOUR SOURCES OF INCOMEDISTRICT FUNDSSITE FUNDSDEPARTMENTPer pupil fundingPrincipal/Budget Mjr AllocationGate ReceiptsEstablished1st Allocation/2nd stentPre-set Established Amountand/or %Entry Fee (Tournaments)*FUNDRAISINGSPONSORSHIPCORPORATEType and Goal/PurposeBannersSchool Deals – Incentive MoneyDepartment InvolvementProgramsSport DependentYearly/Bi-annuallyAnnouncementsShoe Deals – Incentive MoneyPermittedTeam Fees (per sport)*Duration

IDENTIFY YOUR EXPENSESSeasonalYearlyLong TermUniformsLeague DuesField ImprovementsEquipmentTransportationFacility aches AssociationsOfficials/RefereesMajor EquipmentTravelFloor Re-surfacing'sStructural Upgrades (greater)Tournament Entry FeesPaintingAthletic Training EquipmentField Paint*Upgrades (lesser)Medical Supplies**Awards/Certificates

IDENTIFY YOUR EXPENSESPersonnelVariableExtraneousCoaches’ SalariesTransportationNew UniformsInsuranceOfficial FeesNew EquipmentOfficialsEquipment RefurbishmentConferencesFacilitiesFacility Use/RentalFacility UpgradesCustodialCoaches Association/EducationPermanent EquipmentHUDL/KrossoverCapital ExpendituresAwards/Letters/Etc

Types of BudgetsSubmitted BudgetZero BudgetIncremental Budget Each team given a final budget Head Coach controls theexpendituresNo established budget perprogramPrevious year(s) determinecurrent expenditures Stability in program spending HC purchases their programneedsHead Coach and Admincollaboration on requestedfunding Established budgetary limit Collaborate with upperleadership and administration Based on “analysis of need” Controlled release of money Adaptive to variables This year’s money does notguarantee next year’sexpenditure

Submitted BudgetsSubmitted BudgetPro’sCon’s Each team given a final budget All the money is allocated Head Coach controls theexpenditures Extraneous expenditures on theshoulders of the teamWasteful spending with USE ITor LOSE IT mentality HC purchases their programsneeds Head Coach is responsibleExpectation of financialstewardship of your personnel Title IX compliance monitoring Fundraising becomes secondaryconcern Steak and Lobster vs Ramen Collaborate with upperleadership and administration

Zero BudgetsZero BudgetPro’sCon’s No established budget perprogram Administration and Coach worktogether Difficult decisions are oftenmade Head Coach and Admincollaboration on requestedfunding Creates “Needs Assessements” Slug mentality about fundraising Funding oversight at multiplelevels Victim mentality Adaptive to variables Star Trek mentality (needs of 1) Difficult decisions are oftenmade in collaboration Based on “analysis of need” Adaptive to variables

Incremental BudgetsIncremental Budget Previous year(s) determinecurrent expenditures Stability in program spending Established budgetary limit Controlled release of money This year’s money does notguarantee next year’sexpenditurePro’sCon’s Major team expenses must beprioritizedYearly growth of program needs Avoidance of potentialdownturnsNever a steady stream offunding Outside entities controlprograms Analysis of spending patterns

Building the BudgetBuild Your TeamYour FundsDetermine The Budget1.Administration/AD1.How much you need1.Type of budget you will utilize2.Coaches2.How much you get2.How it will be monitored3.Athletic Trainer3.How much you use3.Who will disperse funds4.Facility Administrator4.How much you save4.When will they be dispersed5.Custodial/Grounds5.How much you carry over6.Parent/Stakeholder6.How much you’re short

Building the BudgetIdentify Your NeedsDisperse Your FundsPrepare for the STORM!1.Site Needs1.When to Release1.It will happen2.Facility Needs2.How Much2.You need to prepare3.Operational Needs3.How Often3.It is NOT PERSONAL4.Team Needs4.How To Access5.How To Use6.How To ASK FOR MORE7.Procedures

Periodic Review of the BudgetWhen do we meet?How are we doing?Changes?1.Seasonally1.Take a look at all financials1.2.Quarterly2.Are we meeting goalsDo we need to re-allocate forunexpected expenses3.Yearly3.Good stewards of the money2.Why4.Is our plan working3.How would it impact ouroperations5.Are we meeting goals andneeds of our kids

Didn’t see that coming VOLLEYBALLFOOTBALLWEATHERVolleyball wonstate, who is buyingthe banner and/orrings Your Head FootballCoach washed anentire set of PURPLEfootball jerseys withWHITE jerseys,creating PINKuniforms the weekof Homecoming It rained 42 straightdays, and youneeded to repaintthe entirefootball/soccer field7 times more thannormal

But NOBODY saw this coming SOFTBALLYour head softball coachtorched the entireoutfield with brand newgrass trying to burn theweeds on the warningtrack

DEPARTMENT OFATHLETICSCENTRAL CONSOLIDATEDSCHOOL DISTRICT1VISION 1MISSIONAthleticBudgetPresentationBen Tensay, CAADistrict Athletic DirectorCCSD

3 HIGH SCHOOLS- KIRTLANDCENTRAL: SHIPROCK: NEWCOMBMen’s SportsWomen’s Sportso Footballo Volleyballo Basketballo Wrestlingo Cross Country o Wrestlingo Cross Country o Spirit(cheer)o Golfo Baseballo Golfo Softballo Soccero Track & Fieldo Soccero Track & Fieldo Basketball1vision 1mission

ORGANIZATIONALSTRUCTURE1vision 1mission

BUDGET CONCEPT(FINANCIAL GUIDING DECISIONS)* Previous year budgeting* Zero-based budgeting Student participation numbers Sport specific needs (i.e. equipment, uniforms) Emergencies Lodging Meals Transportation Scheduling(**) Classification(**) Awards Registration (i.e. memberships) Safety Program coaches Officials pay Game worker pay (i.e. concessions, gate) **plays a huge role in the budget process1vision 1mission

POSITIONS PER SPORTMidSchools# of coachesHighSchools# ofcoachesHead/Assts.FB1 head/2 asstsFBVB1/71/3VB1 head/2 asstsXC(M)XC(W)1/11/1XC(M&F)1 head/1 asstSoccer(M)1/2GBsk1 head/1 asstSoccer(W)1/2BBsk1 head/1 asstSpirit1/1Wrestling1 head/1 asstGBskBBsk1/31/3Track1 head/3 asstsWrestling1/2Golf(M&F)2 ision 1mission

SPORT OPERATING BUDGETPRE-STATE COMPETITIONTravel/Meals/Suppliespre-State CompetitionUniforms/Equipment(Varsity and 8th)* 10/student/athletic staff-meals*1 long trip permitted per HS program(team bonding etc.)-can be up to threenights3 year rotation (includes coaches gear,player travel warm ups, backpacks-allcustom)*Equipment is as requested on the 3rdyear rotation, except FB is every year)0.45 cents/mile-activity bus(Location/destination is vital toprojecting travel budget) 8k per program for uniforms andpackage deals-Nike contract thru BSN*School budget*District budgetFootball- 12k for uniforms only (HS)Football- 6k for uniforms only (HS)Football helmet reconditioning andreplacement- 6kFB- 17,500VB- 12kXC (Female)- 6k; (Male)- 6kSoccer (Male)- 9k; (Female)- 9k**Membership Dues**For State travel-rosters are limited perNMAABasketball (Male)- 12k; (Female)- 12kWrestling- 12kGolf (M&F)- 5k combinedBaseball- 12kSoftball- 12kTrack & Field-combined 12k1vision 1mission

SPORT OPERATING BUDGETSTATE ics*Number of transportation vehicles*Number of nights out of town*Roster is limited per NMAA (the association)**WE BUDGET ASSUMING ALL PROGRAMS MAKESTATE TOURNAMENT EACH SEASON*****IF WE HOST FIRST ROUND OF STATE, GATE FUNDSGO DIRECTLY TO THE ASSOCIATION, THEN WERECEIVE A PORTION BACK AT THE END OF THE YEAR1vision 1mission

REVENUESIncome(gate, concession,donation)By school16-17SYKCHS- 88,298; NHS- 39,070; SHS- 124, 04417-18SYKCHS- 110,144; NHS- 60,311; SHS- 96,73918-19SYKCHS- 95,122; NHS- 67,739; SHS- 86,740*Donations are accepted by program or as entire athletic program*Usually donations are kept at the school level using the correct account*Fundraising is completed by program coach1vision 1mission

DEPARTMENT OF ATHLETICS GUIDING FINANCIAL DECISIONS:Internal controls (not in any specific order)SchedulingUniforms/Number of athletesEquipmentTravel-ExtendedDay tripsAwardsOfficialsOverall cost to competitions at Home

Thinking ProcessesIdentifyEnvision (come up(develop a deeperunderstanding of thechallenges you face)with some solutions;select and develop yoursolution)Define(articulate the problemyou want to solve)Scenarios (come upwith a series of scenarios totest all or part of what youenvisioned)Test (engage in acontinuous shorty cycleprocess to continuallyimprove what you haveidentified, defines,envisions with variety ofscenarios)

KEYS TO SUCCESS Budget management must be a priority. Must be pro-active and not reactive. Engage your athletic staff, be transparent asmuch as possible. Be creative. Ask and seek help.

THANK YOU!

Building the Budget Determine The Budget 1. Administration/AD 2. Coaches 3. Athletic Trainer 4. Facility Administrator 5. Custodial/Grounds 6. Parent/Stakeholder Build Your Team 1. How much you need 2. How much you get 3. How much you use 4. How much you save 5. How much you carry over 6. How much you’re sh