Budget Balancing Act
Deep cuts in high school sports mean athletic directors must take new approaches to planning, fundraising and revenue opportunities
By Kevin Hoffman, Managing Editor
as athletic director, he inherited a $280,000 budget. Two years later it was zero. While few budget reductions are this extreme, athletic administrators across the nation are faced with a new era of fiscal challenges. With the economy’s recovery inching along, school boards continue to slash funding for athletics as student participation reaches record levels. That’s forcing athletic directors to get creative, finding new sources of revenue while attempting to make
W
hen Jim Quatromoni joined Hull High School (Mass.) six years ago
cuts in places that inflict minimal damage on students and staff. That hasn’t been easy. Whether
it’s budgets, fundraisers or depart- ment management, the 21st century athletic director must adapt to a new environment.
“I’ve said this more than a few times, but these students have been fighting for us on the field, the courts and the ice for years and years,” Quatromoni says. “Now it’s our turn to fight for them, and they deserve it.”
Never before have athletic de- partments faced the financial cri- sis they do today. Rising costs and fewer dollars allocated to school districts mean tough decisions have
BUDGETING QUICK TIPS
• Accuracy + justification = trust: When creating a budget, make sure all your numbers add up and you have appropriate justification for each and every request. That’s how you build trust with your school board, staff and community members while showing that your budget is free of “fudge.”
• Report the different between proposed and actual budgets: Oftentimes the actual budget doesn’t necessarily reflect the one that was approved. Special circumstances or needs may arise, resulting in excess spending in some areas or even savings in another. Make sure you’re re- porting to the administration where the shortfalls and surpluses occurred. This shows you’re being honest and transparent.
• Welcome an external audit: You may have individuals on staff who are qualified to review your proposal, but hiring a budget-savvy person on the outside to audit your work is important. It gets assurance from someone who is detached from your process and shows your dedication to accuracy.
• Continuing education: The National Interscholastic Athletic Administra- tors Association offers leadership training courses on everything from the philosophy of educational athletics to risk management. It also offers a course (LTC 511) called “Concepts and Strategies For Interscholastic Budgeting and Finance Using Excel Spreadsheets.” The course is highly recommended for all athletic directors responsible for creating their de- partment’s budget.
24 March/April 2013
to be made in the classroom and on the playing field.
In many cases, the cuts have been deep. That’s leading athletic directors to develop an entirely new train of thought when it comes to program management and revenue. Some have instituted pay-to-play and some have dropped programs or downsized staff. It also means athletic administrators must con- stantly analyze their financial situa- tions throughout the year and make appropriate adjustments to their department budgets.
What makes the predicament even more taxing is participation rates continue to increase. Nearly 7.7 million high school students played sports during the 2011-12 school year, marking the 23rd con- secutive year of increased participa- tion. Student involvement is always a priority for athletic directors, but with more participation comes greater costs. And one of the big- gest challenges in the coming years will be managing those expenses with less revenue.
Preparing The Budget A common practice for athletic directors when considering their upcoming budget is rolling over last year’s figures and making adjust- ments from there. That’s something that’s becoming more difficult as spending is under constant scrutiny. Ken Mohney, director of student activities with the Mattawan Con- solidated School District in Michi- gan, says more athletic adminis- trators are turning to a zero-based budget as a result of the uncertainty
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