Budgeting for Regional Board Members - Self-paced Course

1. Budgeting for Regional Board Members Welcome to

2. Self-paced versionUse mouse click to advance the slides

3. Course Goals/Objectives • Review Elements of the Annual Budget • Develop a budgeting process • Understand Variable vs. Fixed Costs • Discuss individual/specific budgets • Understand how to deal with under and over runs

4. Class Survey Questions • Who is not a Treasurer or an RC? • What other positions are in the class? RRA? RCA? CVPA? Registrar? Others? • Size of region: Less than 300 players? Greater than 300 and less than 1000 players? Greater than 1000 players? • Size of annual regional budget? Less than $50K? Greater than $50K and less than $100K? Greater than $100K?

5. Financial Definitions Estimate of revenues and expenses for specified 12 months • Annual Budget: • Actuals: • Forecast: • A report of actual revenues and expenses for a given period • NAP Report Report with actual revenues and expenses to-date and estimates for the remaining time, usually one year

6. What items are included? Revenue • Registration fees • Sponsorships • Financial donations • Fund-raising • In-kind donations

7. In-kind Donations What are they? • Product or services that are free or at less than market price Local company donates t-shirts for coaches Why track them? • For planning purposes, to ensure items are covered in future budgets

8. What items are included? Major “Basic/Critical” Expenses (Musts) • Players: uniforms • Volunteers: referee equipment, training, travel (Section Conference) • Organization: registration, publicity, supplies/postage/phone, fields • Capital Equipment – goals, nets, etc.

9. What items are included? Other Expenses (Wants) • Players: awards, photos, apparel, … • Volunteers: recognition, apparel, … • Organization: postage, copying, meeting, … • Capital: equipment, field development, …

10. Who owns the budget? • Regional Treasurer with • Regional Commissioner support and • Regional board members providing information and • Other volunteers as needed. • The Entire Board owns the Budget!!

11. With whom should the Treasurer interact to prepare the budget? • Regional Commissioner • Registrar • Uniform and equipment coordinators • Coach Administrator and Referee Administrator • Other board and non-board members

12. Building a Budget… from scratch • Create list of all possible expenses • Review past checks and receipts for items, costs, timing • Look at past deposits amounts and sources • Check with former board members • Schedule budget discussion meetings • Talk to suppliers • Call other Treasurers

13. Key Budgeting Factors Quantities • Players, teams, and players/team • Referees and coaches • Practice fields per week • Field Equipment (nets, flags, paint) • Training classes • Section Conference and NAGM attendees • Sponsors • Copies, ads, mailings

14. Key Budgeting Factors Amounts/Costs ($$$) • Registration fees • Referees and coaches • Sponsorship $ levels • Uniform costs • Referee and coach equipment/apparel • Awards/recognition costs • Training materials costs • Communication costs (printing, web, etc.)

15. Budgeting Tools • Paper/forms • Software • Excel • Quicken • Money • Other

16. Budgeting Tools – Consideration Factors • Simplicity vs. complexity vs. flexibility • Special knowledge and/or equipment (computers) required and costs • Ease and timeliness of sharing past and future information • Time to integrate changes • Ability to assess impact of what-if scenarios. • Accuracy • Re-use of past, current, future data • Time needed to train successors

17. Major ConsiderationVariable vs. Fixed Costs • Variable expenses are dependent on the number of players • Uniforms, photos, participation awards, etc. • Fixed expenses do not depend on the number of players • Field costs, tournament trophies, registration costs, etc. Are “Fixed” Costs Unchanging?? No!!

18. Costs vs Number of Players

19. Total Costs vs Number of Players

20. Revenue vs Number of Players

21. Total Revenue vs Number of Players

22. Revenue and Costs vs Number of Players Break-Even!

23. Let’s now prepare a budget. From the Treasurer’s Manual, or from www.ayso.org First - Obtain the Budget Form

24. Preparing a Budget – Next Steps Using the form: • Estimate revenues • Estimate expenditures • Subtract expenditures from revenues • Add in last year’s account balances • Celebrate the surplus Or cry over the loss 6. Done! Right? Are There Any Questions?

25. Using a Budget Process • Develop and communicate the calendar, including due dates for: • Submittal of individual budgets • Budget reviews and consolidation • Approval meeting • Submittal to AD and NSTC (by June 1) • Agree on the assumptions that will be used • Have each board member submit a budget to cover their area of responsibility

26. Preparing a Budget: Using a Process • Estimate Revenue first, or Expenses first? • Depends upon degree of stability versus prior year • Do you wish, intend, or need to change fees?

27. Preparing a Budget: Using a Process • Are you expecting significant growth? • Project revenue first, additional funds to spend on fixed cost items • Do you rely on Sponsorships, Donations, Fundraising? • Project expenses first, then deduct fees to determine required level of fund raising

28. Preparing a Budget: Using a Process • Did you achieve last year’s budget? • If you overran expenses, do expenses first, determine where to “tighten things up…” • If you ran a surplus versus budget, why? More players? Less expenses? • When should you begin the process? • You need to allow enough time before your first registration since you may need to adjust your registration fees

29. Budgeting Exercise • Form into five Functional Groups • Coach Administrators • Referee Administrators • Registrars/CVPAs • Safety/Field Directors • Administrative group Each group should identify budget expenses

30. Budgeting Exercise • Coach Administrators • Coach trainings/clinics • Supplies/equipment (whistles, clipboards, etc.) • Coach shirts/uniforms • Tournaments

31. Budgeting Exercise • Referee Administrators • Referee trainings/clinics • Equipment/supplies • Uniforms • Tournaments • Appreciation items

32. Budgeting Exercise • Registrars / CVPAs • Registration event location expenses • Volunteer flyers • Uniforms • Awards • Office supplies for registration events • Postage • Payments to AYSO

33. Budgeting Exercise • Safety / Field Directors • Goals and nets • First aid kits • Field paint • Park fees • Kids Zone signs

34. Budgeting Exercise • Administrative group • Office supplies - postage • Mileage - travel • Meeting expenses • Board trainings • Advertising • Awards - photos

35. Adjusting your Budget aka “Now What??” • Are additional sponsorships or fund raising an alternative? • If no other alternative, where can we cut expenses?

36. Adjusting your Budget aka “Now What??” • If no other alternative, where can we cut expenses ?? • Less expensive uniforms • Usually largest variable expense • Photos – charge separately if bundled • “Hidden” fee increase • Less expensive awards (trophies, medals)

37. Adjusting your Budget aka “Now What??” • If no other alternative, where can we cut expenses (continued)?? • No cost promotional opportunities • City events and publications • School districts and child care organizations

38. Adjusting your Budget aka “Now What??” • If no other alternative, where can we cut expenses (continued)?? • Seek no cost meeting locations available to non-profit organizations • Government organizations • Schools • Local hospitals • Local Utility companies

39. Ultimately, use appropriate balance of fundraising, fee management and cost management to “balance budget” Remember to budget a reserve! $5 to $12 per player No budget is perfect! Adjusting your Budget aka “Now What??”

40. Thank you for attending Budgeting • Please also consider attending Developing a Regional Calendar Auditor Training Treasurer