Based upon the analysis of the equipment and uniform needs of the district, the original fee structure presented was found to be insufficient to provide adequate funding. The committee believes after the analysis - refer to spread sheets - there needs to be approximately $117,500 per year to fund the programs. Out of that $117,500, the activity fee will need to generate an estimated $70,000 net (after a reduction for those participants that would be eligible for free and reduced lunch).
The adhoc committee was charged with determining and recommending to the School Board a fee that would adequately fund the equipment and longer distance travel requirements of specified co-curricular activities. Changes from year to year (up or down) would be based on actual requirements. There has not been a maximum fee determined by the adhoc committee or designated by the School District or School Board.
There will be NO administrative cost or fee taken out of the collected fees.
The Business Manager (who will also be part of the committee) will be responsible for keeping the Board updated on the balances and expenditures. This will be reported to both the Program and Services and Budget and Finance Committees.
A trust could be established if the community believed it would be beneficial. It would operate similarly to the Music Patrons.
All of the funds that are generated by the activity fee will be utilized for equipment (inventory) and longer distance travel expenditures. Capital requirements would be assigned to the School District’s general fund.
If the activity fee is not approved, there will not be a requirement for an Activity Fee Committee.
The School District currently uses a bid process to receive competitive bids on equipment, uniforms, etc. It is important to realize that while some local businesses may be able to supply some items at a lower price, depending on the total value of the bid, the School District is required to follow state guidelines for obtaining bids.
The Activity Fee must be paid when the medical forms are due prior to each season. If the activity includes the process of tryouts and cuts, the payment is due before the first scheduled contest. The details of the process will be included in the guidelines.
The fees will be collected prior to the start of the season and will be due with the medical forms. Students will not be allowed to participate in practices, rehearsals, etc. (except in activities with tryouts and or cuts) until the medical forms are received and fees are paid.
The High School Athletic Secretary will be responsible for collecting payment and for Medical Forms to each season.
The student would not be allowed to participate until their fee is paid.
The High School Athletic Secretary will be responsible for collecting payment and for Medical Forms to each season.
The High School Athletic Secretary will be responsible for collecting the payment and the District Business Office will be responsible for the administration and accounting of the funds.
Activity Fee refunds will be provided under the following circumstances:
Any student who does not have the ability to pay the Activity Fee should contact the building principal for assistance. The building principals will have guidelines on how to deal with these situations. The adhoc committee believes that all students should be required to pay some amount in order to participate.
The adhoc committee believes that all students should contribute some amount to be able to participate.
The student or parents/guardians should contact the building principal to discuss their particular situation in confidence to avoid any embarrassment.
The adhoc committee was charged in determining what the right proposal should be and then present it to the School Board for approval.
While cutting back or reducing the level of sports or activities may be considered viable by some, the adhoc committee did not consider these options. It was the opinion of the adhoc committee to work on a proposal that would provide adequate funding to maintain our existing programs.
The adhoc committee reviewed the funds that would be generated by the original fee proposal, a flat fee (same amount for each activity) and a tiered fee. The committee determined that a tiered fee was the fairest to all participants and would generate the required funds to adequately fund the specified activities
It was determined by the adhoc committee that a tiered fee would be the most equitable for all participants. Any revenue that is generated (ticket sales) should be utilized to offset the fees for all participants, not just those for that activity. For example, ticket sales from a football game would not go to offset the expenses of only the football program, but would be used to help fund the entire athletic program.
The funds collected would not reside in an account for any one particular sport. The Activity Fee will be collected and the Activity Committee will determine how to spend the collected funds based on the prioritized needs of all of the programs.
If a particular activity is able to generate funds through fundraising or other revenue streams, they would be able to utilize the funds to offset the Activity Fee for those participants. The generated funds would not go towards reducing the fee required for another activity for that season. Any surplus funds (monies generated in excess of the required fees), would go towards equipment needs, etc. in the following year.
The adhoc committee has determined that a minimum of $70,000 (net after free and reduced lunch) would need to be generated. If an outside source were to provide those funds to delay the implementation of the Activity Fee program, the School District would need to have those funds prior to the beginning of the Fall sports camps. However, because the School District needs to communicate to the students and their parents the required fees for participation next year, we do not know if this is a viable option for this year.
The adhoc committee did not specifically address this question. However, depending on the article of equipment, uniform, etc., the fee could be reduced.
If there were other revenue streams that were developed and dedicated to offset the Activity Fee, it would have the potential to reduce the fees on a year to year basis. It would be important for the participants to realize that their fees would change from year to year.Top of page
Pride Packs, etc., are optional and would be at the discretion of the parent. If sneakers are a required part of the students equipment (e.g., football cleats , swim suits), the parent or student would be required to pay for these.
The Activity Fee is strictly for the equipment, uniforms and extended travel for the associated activity. Any additional expenditure would be at the discretion of the parent or student.
Club activities are completely separate from the School District and would have no bearing on the level of fee that is required to be paid in order to participate in a School sponsored activity.
The Activity Fee is completely separate from fundraising. Fundraising can continue as it has in the past. The Superintendent has developed guidelines for fundraising and the School Board is provided with all fundraising activities on a monthly basis during the Budget and Finance committee report.
Fundraising guidelines have been in place and are implemented by the Superintendent. As long as the guidelines are followed, individual groups can continue to participate in fundraising activities.
Any guidelines that are developed by the teams should involve the coach, Athletic Director and comply with the guidelines implemented by the Superintendent. The Superintendent’s guidelines have improved accountability.
The adhoc committee has determined through an inventory analysis and cost analysis that there needs to be $117,552 generated per year in order to adequately fund the program. This amount ($47,000 from District sources and $70,000 from Activity Fees) will not allow for the replacement of all equipment in year one of the fee, but will allow for the responsible and realistic budgeting of equipment and uniform purchases on a year to year basis.
Based on the feedback received by the adhoc Committee, the coaches are requiring the students to pay for uniforms or equipment that are not returned or not returned in good condition.
Depending on the activity, the athletes or musicians are required to pay for certain items. These items can be cleats, sneakers, swim suits/caps, baseball gloves, instruments, etc. The committee does not have a break down by activity as to what the cost would be, but is aware that there are some activities that require a higher level of additional spending than others.
The adhoc committee did not do an activity by activity accounting of each sport to determine what additional items would need to be purchased by each family. The committee"s goal was to determine what the funding level would be required to adequately provide for the replacement of School District supplied equipment and uniforms.
The Committee could have a page, however they would need to find someone to maintain it and make sure that the information posted was accurate.
The Committee will provide information to the community through the School District web site, email (ecommunicator), and coaches to the athletes, through the District cable television channel and through other appropriate venues. There would be two (2) members of the public as part of the committee who would provide input, the community would also be able to provide input through email.
While participation in School sponsored activities can have a positive impact on preventing drug, alcohol and tobacco use among students, there are other factors that also have an impact on prevention. Participation in athletics or band does not prevent drug, alcohol and tobacco use. This is a complex question with many possible answers and the adhoc committee believes it is the responsibility of the parent/guardian to make sure that their child has a healthy lifestyle free of substance abuse.
Students, who only participate for fun, would still be encouraged to participate. They would be responsible for the Activity Fee, just as those students who participate because of the competitive nature of the sport.
While it is not the intention to create a fee that is an obstacle for participation, the implementation of a fee is required at this point to make sure that these activities are able to be offered for all students.
The paying of a fee does not guarantee playing time. In no way is the fee designed to influence coaching decisions.
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The group (e.g., coach, band leader) would make the request to the committee for an extended length trip. The committee would review the request and the required funding and weigh it against what expenditures are required by other activities and the level of funds that are remaining in the co-curricular budget.
The level of participation would have to be reviewed on a yearly basis to determine if there is still an adequate amount of participants and how the lower level of participation impacts the activity’s budget.
One of the first tasks that the committee will be required to do is develop a 3-5 year budget for planned expenditures based on the requested and required needs. This needs analysis will also be compared to the inventory analysis done by the adhoc committee to verify its accuracy.
Emergency situations would be handled on a case by case basis. Ultimately, the coach or band leader would be responsible for contacting a District administrator for approval.
The School Board would be responsible for determining year to year requirements of the committee.
What is the “necessary” vs. “nice to have” from sport to sport to activity?
Essentially, those items that are required to participate or put a team on the field are necessary. A championship jacket is an example of a ’nice to have”.
The items that are required to participate on a day in and day out basis are the responsibility of the district – essentially the facilities. The equipment and the expenditures will be prioritized by the committee.
The following would comprise the initial Activity Fee Committee:
The Coaches working in conjunction with the Athletic Director will make sure that the uniforms are compliant.
Indoor Guard was left off on the original proposal. This was an oversight and Indoor Guard is an activity that would be required to pay an Activity Fee.
The adhoc committee utilized the administration for providing information on inventory levels and condition, consumable equipment requirements (balls, score books, etc) participant levels, replacement cost estimates, etc. The adhoc committee utilized that information to determine what the required level of funding would be and to answer the balance of the questions.
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