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Budgeting for Regional Board Members
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.
2013 2
Class Survey QuestionsDoes anyone hold a position other than 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?
2013 3
Financial Definitions
Annual Budget:
Actuals:
Forecast:
2013 4
Estimate of revenues and expenses for specified 12 months. 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.
Revenue (Income)
What items are included?
Registration feesSponsorshipsFinancial donationsFund-raisingIn-kind donations
2013 5
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.
2013 6
Major Expenses “Basic/Critical” (Musts)
What items are included?Players: uniforms.Volunteers: referee equipment, training, travel (Section Meetings).Organization: registration, publicity, supplies/postage/phone, fields.Capital equipment: goals, nets, etc.
2013 7
Other Expenses (Wants)
What items are included?
Players: awards, photos, apparel, …Volunteers: recognition, apparel, …Organization: postage, copying, meeting, …Capital: equipment, field development, …
2013 8
Who owns the budget?
Regional Treasurer withRegional Commissioner support and Regional Board Members providing information and Other volunteers as needed.
2013 9
The entire Board owns the budget!!
With whom should the Treasurer interact to prepare the budget?
Regional CommissionerRegistrarUniform and Equipment CoordinatorsCoach Administrator and Referee AdministratorOther Board and non-Board Members
2013 10
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.
2013 11
Key Budgeting Factors
QuantitiesPlayers, teams, and players/teamReferees and coachesPractice fields per weekField equipment (nets, flags, paint)Training classesSection Meeting and NAGM attendeesSponsorsCopies, ads, mailings
2013 12
Key Budgeting Factors
Amounts/Costs ($$$)National player feesSponsorship $ levelsUniform costsReferee and coach equipment/apparelAwards/recognition costsTraining materials costsCommunication costs (printing, web, etc.)
2013 13
Budgeting ToolsPaper
FormsNAP reportsCheckbook
SoftwareExcelQuickenMoney
Other
2013 14
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 required to integrate changes.Ability to assess impact of what-if scenarios.Accuracy.Re-use of past, current, future data.Time needed to train successors.
2013 15
2013 16
Major Consideration Variable vs. Fixed CostsVariable 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!!
2013 17
Costs vs. Number of Players
$0$10$20$30$40$50$60$70$80$90
0 250 500 750 1000
$000
Fixed CostsVariable Costs
2013 18
Total Costs vs. Number of Players
$0
$10
$20
$30
$40
$50
$60
$70
$80
$90
0 250 500 750 1000
$000
Fixed CostsTotal Costs
2013 19
Revenue vs. Number of Players
$0
$10
$20
$30
$40
$50
$60
$70
$80
$90
0 250 500 750 1000
$000
Fixed RevenueVariable Revenue
2013 20
Total Revenue vs Number of Players
$0
$10
$20
$30
$40
$50
$60
$70
$80
$90
0 250 500 750 1000
$000
Fixed RevenueTotal Revenue
2013 21
Revenue and Costs vs. Number of Players
$0
$10
$20
$30
$40
$50
$60
$70
$80
$90
0 250 500 750 1000
$000
Fixed CostsTotal CostsFixed RevenueTotal Revenue
Let’s now prepare a budget
2013 22
First - Obtain the budget form
Preparing a Budget – Next Steps
Using the form:1. Estimate revenues.2. Estimate expenditures.3. Subtract expenditures from revenues.4. Add in last year’s account balances.5. Celebrate the surplus.
Or cry over the loss.6. Done!
2013 23
Are there any questions?Right
?
Using a Budget ProcessDevelop and communicate the calendar, including due dates for:
Submittal of individual budgetsBudget reviews and consolidationApproval meetingSubmittal to AD and National Office (by June 1)
Agree on the assumptions that will be usedHave each Board Member submit a budget to cover their area of responsibility
2013 24
Preparing a Budget: Using a Process
Estimate revenue first, or expenses first?
Depends upon degree of stability versus prior yearDo you wish, intend, or need to change fees?
2013 25
2013 26
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
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
Preparing a Budget: Using a Process
2013 27
Budgeting Exercise
Form into five functional groupsCoach AdministratorsReferee AdministratorsRegistrars/CVPAsSafety/Field DirectorsAdministrative group
Each group should identify budget expenses
2013 28
2013 29
Coach AdministratorsCoach trainings/clinicsSupplies/equipment (whistles, clipboards, etc.)Coach shirts/uniformsTournaments
Budgeting Exercise
2013 30
Referee AdministratorsReferee trainings/clinicsEquipment/suppliesUniformsTournamentsAppreciation items
Budgeting Exercise
2013 31
Registrars/CVPAsRegistration event location expensesVolunteer flyersUniformsAwardsOffice supplies for registration eventsPostagePayments to AYSO
Budgeting Exercise
2013 32
Safety/Field DirectorsSAI brochures, formsGoals and netsFirst aid kitsField paintPark feesKids Zone® signs
Budgeting Exercise
2013 33
Administrative groupOffice supplies - postageMileage - travelMeeting expensesBoard trainingsAdvertisingAwards - photos
Budgeting Exercise
Are additional sponsorships or fund raising an alternative?If no other alternative, where can we cut expenses?Non-manageable expenses
2013 34
Adjusting your Budget aka “Now What??”
If no other alternative, where can we cut expenses ??
Less expensive uniformsUsually largest variable expense
Photos – charge separately if bundled
“Hidden” fee increaseLess expensive awards (trophies, medals)
Adjusting your Budget aka “Now What??”
2013 35
If no other alternative, where can we cut expenses (continued)??
No cost promotional opportunities
City events and publicationsSchool districts and child care organizations
2013 36
Adjusting your Budget aka “Now What??”
2013 37
If no other alternative, where can we cut expenses (continued)??
Seek no cost meeting locations available to non-profit organizations
Government organizationsSchoolsLocal hospitalsLocal utility companies
Adjusting your Budget aka “Now What??”
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!
2013 38
Adjusting your Budget aka “Now What??”
Additional Training Options
Developing a Regional Calendar
Auditor Training
Treasurer
2013 39
Available Resources
2013 40
See Resources on:www.ayso.org
For self-paced training modules:Registration Day – A Survival Guide30 Great Volunteer Recruiting Ideas30 Fantastic Volunteer Retention IdeasDeveloping a Regional CalendarBudgeting for the Regional Board
Job Descriptions
AYSO Reference Book
www.ayso.org
Available Resources
2013 41
2013 42