Cost To Operate Spread Sheet...

What are you looking for? One of the big things that I've found HC's don't appreciate is the $$ side of things. Having to scrape by scrambling for every $ has made me appreciate funding and donations and the Booster Club ever so much more. And it's the $$ aspect of being a HC that will get you in trouble. My 1st HC position came with a $9k 'debt' that the previous HC had run up and that the school had covered. That wasn't fun.

I've got all kinds of $$ files that you can have, might be something in there that can help. Let me know if you are interested in them. No cost or trade or anything. From the link below go to the Operations/Finance folder. I've got a lot more that I haven't dropped in there yet. If I knew more about what you are looking for I probably have a file for it.

www.dropbox.com/sh/2mpbl03bad23uww/AAC80R-ujX5CjABDJQOqAhNHa?dl=0

Let me know what you think you might be looking for and I'll help out as best I can.

I just uploaded a 6MB file that I used to manage the team finances the past 4 years. It has a lot of stuff in it, please understand that it works with the way my brain works, meaning your mileage may vary. Let me know if you have any issues getting to the files.

At the schools I have been at, Northern California, the schools covered the busses, game day (field, lights, admin, referees, medical, security...), $5k for safety (helmet/shoulder pad reconditioning and whatever new helmets/shoulder pads I could slide in), and the coaches stipends. That was pretty much about it. Everything else was on the team. They got the gate. The football Boosters did the snack shack. Every cone, pad, Hudl/Glazier, medical supply, football, jersey, sock, knee brace, bag, mouthpiece was on the team. We did a lot of fundraising.

In the new file there is a table I used as my own 'catalog' of products that I wanted to use for my budget development each year. That has a huge number of items with the prices as of mid-2019. There is also a timing issue since some thing have to be ordered early (uniforms) and you have to work with the supplier(s) to align their billing with your cash flow (meaning billing in the fall even though they shipped in April). Not always an easy game to play. Our primary school vendor was BSN, we were asked to use them as much as possible. They were very good for us, I developed a good relationship with the sales guy and his area manager. Used a couple of other vendors as well but the largest majority was with BSN. Because of the catalog I put together I could usually give the vendors a PO that replicated the format/content of their order system so they had the proper names, product numbers, prices, etc. Helped make sure that they provide what I wanted.

The Boosters would typically provide $8k-12k each year depending on the budget, the team would raise $10k-14k depending on how they did selling the team discount cards.

I would inventory everything at the end of the season, figure what needed to be replaced. I would then determine what we were going to do new the next year which told me what new stuff I needed. I would then make sure that my ‘catalog’ had everything in it. I'd put all this into a budget. I then had to time the expenses and the expected funds from the Boosters and the team events.

The school required that I do purchase requests for the items I wanted. These were then approved by the student council, AD, admin…. I had to lump these by vendor and by timing. The funds had to be in the team account before the order could be placed. That’s where the negotiations with vendors came in - getting them to ship and bill later when the cash was there to submit the PO.

What else can I help with?