CROFTON ATHLETIC COUNCIL
The
Ways and Means Committee recently met to develop guidelines for Sport
Commissioners to use in developing and managing their budgets. The Committee met due to concerns raised by the
Board of Directors (the “Board”) over the budget process. These guidelines were subsequently reviewed
and approved by the Board of Directors at its
Each
Sports Commissioner is expected to carefully review and follow the guidelines
set forth below in managing their programs:
·
All budgets must be submitted 30 days prior to board consideration to
the Treasurer of the Crofton Athletic Council (“CAC”). The Treasurer will then prepare a
reconciliation to previous season’s results and submit
reconciliation/comparison and proposed budget to the CAC Board at least
one-week in advance of board meeting.
Spring sport budgets must be approved by December 15; therefore, budgets
must be delivered to the Treasurer by November 15. Fall sport budgets must be approved by March
15; therefore, budgets must be delivered to the Treasurer by February 15. Winter sport budgets must be approved by May
15; therefore, budgets must be delivered to the Treasurer by April 15.
·
If a Commissioner misses the 30-day deadline, the Ways and Means
Committee will prepare a conservative budget for that Commissioner which will
be binding on that Commissioner upon approval by the Board. The budget will be based on the prior year’s
budget.
·
Any sport that reports a deficit, must build that deficit into their
next budget submission. No exceptions.
·
All sport budgets must include a 5% surplus (miscellaneous expense) in
their budget to account for unexpected expenses or subsequent price increases
in equipment/uniform purchases.
·
Budgeted fundraising revenues will be scrutinized by the Board and will
require justification for inclusion in the budget. Prior history of positive fundraising results
is an example of appropriate justification.
Even if approved as part of the budget, funds for speculative
fundraisers (those with no history) cannot be expensed prior to receipt of
fundraising funds.
·
It is highly recommended that all Sport Commissioners delegate
budgeting and tracking of expenses to an assistant commissioner whose primary
duty will be to monitor the actual income and expenses of the Sport against the
budget. This person would review all
reimbursement requests and/or invoices prior for approval prior to payment by
the Treasurer of the CAC.
Thank
you in advance for your cooperation in these matters. If you have any
questions, please contact me at (301) 261-3827.
Sincerely,
Michael
Spaid
Treasurer
and
Chairman
of the
Ways
and Means Committee