Financial Policies Procedures Linda D Robertson Associate

Financial Policies & Procedures Linda D. Robertson Associate Executive Director for Business F L O R I D A H I G H S C H O O L A T H L E T I C A S S O C I A T I O N

Policy Change Policy 9. 2. 1 – Membership Fees – REDUCED 50% - $215, 000 cost savings High Schools: $165 Min - $550 Max Based on $0. 275 per 9 -11 grade student Middle Schools : $110 Legal Fees remain same: $180 High School $25 Middle School FIAAA membership = $25 collected by FHSAA F L O R I D A H I G H S C H O O L A T H L E T I C A S S O C I A T I O N

Policy Change Policy 9. 7 State Series Ticket Prices – $2 Increase Football Finals – $1 Increase Other Sports Finals – $1 Increase All Sports Regionals – $1 Increase All Sports Districts – Competitive Cheer – No increase in price F L O R I D A H I G H S C H O O L A T H L E T I C A S S O C I A T I O N

Policy Change Impact of Ticket Price Increase Host Schools will earn $600, 000 more FHSAA will earn $180, 000 more FHSAA’s increase will be returned to schools through reduction of membership fees – which will cost FHSAA $215, 000 F L O R I D A H I G H S C H O O L A T H L E T I C A S S O C I A T I O N

State Series Ticket Prices Regular Admission* No admission for Golf & Tennis $6/$7/$8 – Flag, Lacrosse, Water Polo, Bowling $6/$7/$9 – CC, Soccer, SB, Swim, T&F, VB, Wr $5/$6/$10 – Competitive Cheer $6/$7/$10 – Basketball $7/$8/$9/$12 - Football *Reserved Seats cost more – see policy 9. 7 F L O R I D A H I G H S C H O O L A T H L E T I C A S S O C I A T I O N

Policy Change State Series Games 9. 8. 2 Ticket Policy for Children • Children 3 and under are FREE • FHSAA will permit the Host site’s gate procedure on free child admission during regular season to be upheld if slight variance (ie. Pre-school age) F L O R I D A H I G H S C H O O L A T H L E T I C A S S O C I A T I O N

Policy Change 9. 9 - Football Revenue Shares: Same fees - New classifications JAMBOREE - $150 Spring $450 Fall CLASSIC - 20% of the gross receipts OR a flat fee as listed below, WHICHEVER is LESS according to the following table: Classification 5 A, 6 A, 7 A, 8 A 1 A, 3 A, 4 A 2 A, Independent Fall Classic $ 1, 150 $ 750 $ 450 Spring Classic $ 600 $ 350 $ 200 F L O R I D A H I G H S C H O O L A T H L E T I C A S S O C I A T I O N

Policy Change 14. 1 – Facility Standards for Hosting State Series – Rental Restrictions (limits Host expense claims) § $1, 000 Max can be claimed § If visitor has facility, use it § Must have prior written approval from FHSAA Exec Dir F L O R I D A H I G H S C H O O L A T H L E T I C A S S O C I A T I O N

Policy Change Policy 7. 8 -Third Party Promoted Events § Intended for PROFIT making promoted events (ESPN, KSA, Paragon Sports, etc) § Sanction 90 Days Prior, new AT 2 S and AT 3 S form required § FHSAA party to the contract § Sets minimum financial expectations (20 -25% of gate to FHSAA) – subject to negotiation § Does NOT apply to local televised regular season F L O R I D A H I G H S C H O O L A T H L E T I C A S S O C I A T I O N

Policy Review Ticket Prices FHSAA does NOT regulate prices for: • Regular season games • Invitationals • Classics & Jamboress (except for Football) F L O R I D A H I G H S C H O O L A T H L E T I C A S S O C I A T I O N

Policy Review Ticket Prices FHSAA regulates prices for: – State Series Events – Football Classics: $4 min; max is regular season price – Football Jamborees: No min; max is regular season price F L O R I D A H I G H S C H O O L A T H L E T I C A S S O C I A T I O N

State Series Ticket Price STUDENT PRICES – • No Complimentary student tickets allowed – Even if Private School Policy includes activity fee within tuition cost and students attend regular season events for free • Students are charged regular adult price F L O R I D A H I G H S C H O O L A T H L E T I C A S S O C I A T I O N

Policy Review Policy 9. 7 - Ticket Price Waivers “…prices shall be charged for all FHSAA state series contests unless waived in writing by the Executive Director or his/her designee in advance of the event. ” F L O R I D A H I G H S C H O O L A T H L E T I C A S S O C I A T I O N

Ticket Procedures State Series Games • Pre-numbered Tickets or Arm Bands Required – Tickets must be torn by ticket takers – Arm bands must be applied before entering the gate and difficult to remove • Tickets reported as sold on Financial Report must match ticket inventory – Keep ticket sales record at school (1 yr) – FHSAA may audit records F L O R I D A H I G H S C H O O L A T H L E T I C A S S O C I A T I O N

Ticket Procedures State Series Games • Participating schools coaches, student supervisory staff (admins), spirit coaches, band, and team/band drivers do NOT need to sign Pass Log or purchase ticket • Event staff, media, security staff do NOT sign the Pass Log or purchase ticket • All others buy ticket or show State Series Pass F L O R I D A H I G H S C H O O L A T H L E T I C A S S O C I A T I O N

Policy Review Policy 9. 10. 1 – State Series Revenue Sharing Football – – 25% of ticket sales paid to FHSAA, or total Net Profit (whichever is less) – Ticket Sales, minus FHSAA share, minus host expenses = remaining balance available – 45% of remaining balance goes to visitor – 55% of remaining balance kept by Host F L O R I D A H I G H S C H O O L A T H L E T I C A S S O C I A T I O N

Policy Review Policy 9. 10. 2 – State Series Revenue Sharing Baseball, Basketball, Soccer, Softball and Girls Volleyball – 15% of ticket sales paid to FHSAA, or total Net Profit (whichever is less) – Ticket Sales, minus FHSAA share, minus host expenses = remaining balance available – 45% of remaining balance goes to visitor – 55% of remaining balance kept by Host F L O R I D A H I G H S C H O O L A T H L E T I C A S S O C I A T I O N

Policy Review Policy 9. 10. 3 – State Series Revenue Sharing Cross Country, Swimming & Diving, Track & Field, and Wrestling – 15% of ticket sales paid to FHSAA, or total Net Profit (whichever is less) – Host retains all other funds (no sharing with visitors required) F L O R I D A H I G H S C H O O L A T H L E T I C A S S O C I A T I O N

Policy Review Policy 9. 10. 4 – State Series Revenue Sharing Bowling, Flag Football, Water Polo, Tennis, Golf, Lacrosse, Boys Volleyball, Weightlifting – Zero required to be paid to FHSAA – No financial reporting for these sports – Not eligible for Loss Reimbursement F L O R I D A H I G H S C H O O L A T H L E T I C A S S O C I A T I O N

State Series Revenue Sharing Policies 9. 10. 1 - 9. 10. 3 If profit is $0 to $250, no FHSAA, no school revenue sharing (must still file report) If loss is incurred, FHSAA will pay up to $350, IF policies were followed $80, 800 paid to Hosts in 2010 -11 F L O R I D A H I G H S C H O O L A T H L E T I C A S S O C I A T I O N

Loss Reimbursement • To Qualify, host must follow all policies • Loss Reimbursement ONLY for State Series • Host may still suffer a loss – District Planning Meeting minutes must show to share losses, otherwise FHSAA policy prevails and host is financi • Not available to Recognized Sports – Important to discuss at Planning Meetings F L O R I D A H I G H S C H O O L A T H L E T I C A S S O C I A T I O N

State Championships Where Money Goes Income: Ticket sales (host keeps parking and concessions) Expenses: – Host Gets Share of Ticket Sales (10% to 40%) – Game Officials & travel costs – Trophies & Awards – Event staff travel – Participating Schools Reimbursements F L O R I D A H I G H S C H O O L A T H L E T I C A S S O C I A T I O N

Policy Review Policy 9. 11. 1 – Team Compensation for Championships For Football Flat Fee $4, 250 Mileage Rate $5 F L O R I D A H I G H S C H O O L A T H L E T I C A S S O C I A T I O N

Policy Review Policy 9. 11. 2 – Team Compensation for Championships Baseball, Basketball, Soccer, Softball, Girls Volleyball Flat Fee Mileage Rate $2, 500 $2. 50 F L O R I D A H I G H S C H O O L A T H L E T I C A S S O C I A T I O N

Policy Clarification Policy 9. 11 – Team Compensation for Championships “When net profits after expenses do not allow for the payment of this schedule, participating teams shall divide 100 percent of the net profit based on their pro-rata share…” F L O R I D A H I G H S C H O O L A T H L E T I C A S S O C I A T I O N

2010 -11 Championships Sports where net profit did not support full payment formula for schools: Baseball Softball Girls Basketball Boys Soccer Girls VB F L O R I D A H I G H S C H O O L A T H L E T I C A S S O C I A T I O N

Football Jamborees • Flat sanction fee • Do not send financial report to FHSAA • FHSAA will invoice the school for the sanction fee Submit Approval Form AT 2 30 Days Prior No further reporting is required! F L O R I D A H I G H S C H O O L A T H L E T I C A S S O C I A T I O N

Football Classics • Pay FHSAA LOWER of 20% of sales or flat fee shown in the chart • Sales – FHSAA Share - Host Expense = Net Profit • Visiting School gets 35%, Host 65% of Net Profit (or alternative split agreed upon by contract) Submit Approval Form AT 3 30 Days Prior Submit FB 4 Financial Report within 30 Days F L O R I D A H I G H S C H O O L A T H L E T I C A S S O C I A T I O N

Penalties & Fines 2010 -11 3, 000+ fines issued = $497, 800 F L O R I D A H I G H S C H O O L A T H L E T I C A S S O C I A T I O N

Prevent Fines 1. Make Sure Coaches watch on-line Clinics 27% of all fines were missing clinics 2. Plan Ahead – Meet Deadlines 21% of all fines were deadline issues – – – Get Special Events Approved 30 Days Prior Turn in Financial Reports within 30 Days Report Game Scores on Time 3. Attend District Planning Meetings (or send substitute), 6% of fines were for missed meetings F L O R I D A H I G H S C H O O L A T H L E T I C A S S O C I A T I O N

Requesting Appeals • Put in writing to Asso. Exec Director of Athletics (or Business, if late fee for event financial report) • State Compelling reason for the violation FHSAA will consider: 1. Past performance (pattern of fines) 2. Extenuating circumstances (illness, emergencies, etc. ) F L O R I D A H I G H S C H O O L A T H L E T I C A S S O C I A T I O N

History of Fines to Member Schools • • FY 2008 FY 2009 FY 2010 FY 2011 $521, 475 $321, 635 $339, 919 $497, 800 F L O R I D A H I G H S C H O O L A T H L E T I C A S S O C I A T I O N

2011 -12 Projected Revenue $4, 619, 042 F L O R I D A H I G H S C H O O L A T H L E T I C A S S O C I A T I O N

2011 -2012 Expenses $4, 585, 938 F L O R I D A H I G H S C H O O L A T H L E T I C A S S O C I A T I O N

Highlights of 2011 -12 Budget • 50% Decrease in Member Fees ($215 K loss to FHSAA, Gain for schools) • State Series ticket price increase ($600 K gain for Host Schools, $180 K gain for FHSAA) • 8 Classification System for Team Sports (33% more teams will get to experience State Series) • Improved Championship Venue Contracts (16 sports: higher gate share to FHSAA = better team payouts) • New Assistant AD to assist Middle Schools F L O R I D A H I G H S C H O O L A T H L E T I C A S S O C I A T I O N

• • • 3 Year Report Card $ 978 K/year to Member Schools $215 K reduced membership fees (2011) $600 K more to Host Schools for State Series ticket price increase (2011) $25 K more to schools for Championship participation (better pay formulas 2010) $54 K More retained by schools for FB Classics & Jamborees (effective 2010) $60 K saved – elimination of $50 participation fees – (effective 2009) $24 K less in statewide fines (since 2008) F L O R I D A H I G H S C H O O L A T H L E T I C A S S O C I A T I O N

Financial Changes – past 3 Yrs • Shifted focus of event revenue sharing from ticket sales to after event costs • Capping FHSAA shares for State District & Regional games to avoid losses for hosts • Focusing on Service to Members • Compliance Seminars Came to You F L O R I D A H I G H S C H O O L A T H L E T I C A S S O C I A T I O N

We Are “Working on it” • Better payouts for participating teams in Championships for sports that do not have large ticket revenues • Flat sanction fees for every sport • Financial reporting eliminated except for State Series • Increasing Corporate Sponsorships so membership fees can be decreased F L O R I D A H I G H S C H O O L A T H L E T I C A S S O C I A T I O N

What Events Require Financial Report? • If AT 2 required, No Report Due – FHSAA will invoice a flat Fee • If AT 3 required, then Financial Report Due – These events require a % of gate to FHSAA • If AT 2 S or AT 3 S required, then Financial Report Due (new form FN 3 P – Third Party) • If Hosting State Series, then Financial Report – Unless Hosting a Sport listed in Policy 9. 10. 4 F L O R I D A H I G H S C H O O L A T H L E T I C A S S O C I A T I O N

Financial Forms FHSAA Website, Not C 2 C Forms must be mailed, not submitted by C 2 C FB 3 – Football Bowl Game FB 4 – Football Classics FB 5 – Football State Series FN 1 - Invitational Meets FN 2 – Sanctioned Sports State Series FN 3 P – Financial Report – 3 rd Party Promoted F L O R I D A H I G H S C H O O L A T H L E T I C A S S O C I A T I O N

F L O R I D A H I G H S C H O O L A T H L E T I C A S S O C I A T I O N