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CHAPTER FIFTEEN
CLUB FINANCES

We are a not-for-profit corporation. Our Club is organized as a Kansas non-profit corporation. Each year, around May 1, we prepare a budget for the upcoming year. The budget is premised on having a “zero balance” at the end of year – i.e., no profit.

Scholarships. Like many clubs, both for profit and not for profit, our club offers scholarships. Outside of coaches’ compensation, scholarships are our largest single expense item. It is the policy of the Club that no player should be denied the opportunity to play for a team in the Club because of personal finances. The Club will make scholarships available to deserving players based on financial need only. A team manager should make requests for Club scholarships to the Executive Director. The Executive Director will review each application and make a recommendation and may, in his sole discretion, condition a scholarship grant on the performance of work by the player or his parents/guardians for the benefit of the Club. All financial information received by the Club and used in making any scholarship grant, including the recipients of any Scholarships, shall remain confidential.

Open Records. Our books and records, with the exception of the amounts paid by specific members and scholarship offers to specific families, are always open for inspection by our members and the public. Have a question? We will send you the spreadsheets. We believe that secrets are corrosive and eat away at the trust and confidence essential in an organization like our Club. As a result, we have no secrets when it comes to money.

Deficits. Our Club ordinarily runs a loss every year. This is due to our commitment to scholarship players and because we set a fixed fee in August for our members and absorb the risk of cost increases. We have, however, never failed to pay our bills or run into a cash shortage. Generous members have covered the difference between income and expenses in every year. If you would like to contribute to the Club, please contact the Executive Director.

Fixed Fees. We charge a fixed fee. The fee is broken into an up-front charge ($300 for 2012-2013) and a monthly component ($100 a month for eleven months starting July 1, with the last payment due May 1. We are increasing our fees this year due to increased costs for Leagues and Tournament. This is the first fee increase since the 2007-2008 year. We moved to a fixed fee years ago to help our parents in budgeting and paying their fees. You know the costs ahead of time and that you are not obligated for more.

Optional Fees. The fixed fee covers planned outdoor leagues fees, player registration, coaches’ fees, selected tournaments, coaches’ travel expenses to approved tournaments, coaches’ education fees, equipment, practice field rental, friendlies, administrative fees (web page hosting, postage, etc.), and one indoor winter session. It does not cover uniform cost, extra tournaments, indoor practice field rental, or a second indoor winter session. Teams may elected to do these additional activities, but they are optional and only charged to the players who participate.

Uniforms. The Club has a multi year Agreement with Adidas and Soccer Master. As part of our Agreement, we have received a discount on the purchase of uniforms and apparel. We pass this discount on directly to our members. We only require that our members purchase two jerseys, shorts and socks, the price of which currently totals about $87. Parents and players who wish may purchase additional apparel, such as warmups, coats, and equipment bags at a similar discount.

Sample Budgets for teams. The following is a sample budget for a U8 to U10 team for the year 2012-2013. The Budget assumes a maximum roster size of 9 players, each paying $1,400 per year (total revenue $12,600.00):

ExpensesBudget

Fall League Fee

$900.00

KSYSA Player and Coach Registration fees

$137.00

Indoor League/ Futsal

$425.00

Practice Field Rental

$400.00

Director of Coaching Fee and Club Administration

$1,200.00

Coaching Fee

$6,000.00

Spring League Fee

$900.00

Equipment (Training Vests, etc)

$200.00

Coach Registration Fee

$25.00

Friendlies and miscellaneous events

$500.00

Tournament Registration fee, Coach Expenses, Travel Permit

$1,500.00

Uniform Return

$0.00

Coaching Education Fund

$500.00


Total Expenses

$12,687.00

As teams age certain expenses increase. For example, the costs for tournaments increase almost four fold from a U8 to a high school aged team. This is due to the greater number of tournaments entered, entry fees that more than double and coaches’ travel expenses for the out of town tournaments. Coaching fees increase for the coach has more practices and is required to travel away from home more. The increase in expenses is apparent when you compare the costs of tournaments for U14 teams vs. the College Showcase events high school teams attend. (2012 Beat the Heat in Oklahoma costs $530, in comparison the 2012 GSI College Showcase is $850 and the 2012 Disney Showcase is $1,350.)

At the older ages many of our teams compete in the Midwest Regional League, which requires us to rent fields if we wish to avoid travel expenses. In 2011 we rented Rockhurst High School for two days so that two of our teams could host MRL games and avoid travel expenses. The cost for the Club was $850, but it saved each individual family over $300 (over $10,000 for the two teams) in gas and hotel expenses they would have incurred in traveling to games in St. Louis.

The next budget is for a high school age team with 16 players, each paying $1,400 per year (total revenue $22,400):

ExpensesBudget

Seasonal League Fee

$2,000.00

KSYSA Player and coach Registration fees

$240.00

Indoor Registration Fee

$280.00

Indoor League Fee

$865.00

Practice Field Rental

$400.00

Director of Coaching and Administrative Fee

$1,200.00

Coaching Fee

$8,000.00

Winter Outdoor League Fee

$800.00

Equipment (Training Vests, etc)

$200.00

Coach Registration Fee

$25.00

Friendlies and miscellaneous events

$1,000.00

Tournament Registration fee, Coach Expenses, Travel Permit

$7,000.00

Coaching Education Fund

$500.00



Total Expenses

$22,510.00


These budgets are tools we use to manage the Club. They are not rigid guidelines such that we spend money just to zero the budget. We expect some teams to go over budget in some items and others to be under budget. One of the great advantages of a club is that the risks of expenses are spread over many teams. The State Soccer Association requires that our coaches involved with State Cup have a minimum USSF “D” license. In 2013, coaches with teams playing in the Midwest Regional League will be required to have at least a “C” License. We pay the costs incurred by our coaches to obtain their license. The cost to obtain a National “C” or “B” license – course fee, hotel, means, and travel – can easily exceed $3000. By spreading this cost over many teams and sending a few coaches each year we reduce the exposure of this and other similar costs to our members.

It is also helpful to compare costs with other Clubs that compete on the same competitive level. When you add in ALL of their costs (they often quote a basic fee that only includes registration and League fees, omitting the costs of tournaments, coaching fees, required indoor/futsal play, etc.) our fees are hundreds of dollars less.