To: Mercer Island High School Asb Advisors & Coaches

To: Mercer Island High School Asb Advisors & Coaches

TO: MERCER ISLAND HIGH SCHOOL ASB ADVISORS & COACHES

FROM: HENTERSON CARLISLE, ACTIVITIES COORDINATOR

& MARK JERGENS-ZMUDA, ATHLETIC DIRECTOR

DATE: FEBRUARY 29, 2016

RE: ASB BUDGETS FOR 2016-2017 SCHOOL YEAR

Forms Due By April 1, 2016

It is time to ready your club/sport’s proposal for the ASB budget for next school year. This process involves estimating, as accurately as possible, the revenues and expenditures for your club or sport for the coming school year. Attached you’ll find the reports that reflect your revenue earned so far this year, where your ASB account stands right now and a 2016-2017 ASB Budget Prep Worksheet. Please contact Valerie Perine if you have specific questions regarding the statements and your balances.

Per ASB law, you must prepare and submit a Budget Worksheet that is signed by you and your student club/sport representative.

  • Accuracy is important since the approved expenditure budget cannot be exceeded as ASB law indicates you are not allowed to spend more than your total budgeted expenditures.
  • Please fill in the 2016-2017 ASB Budget Prep Worksheet completely, include:
  • Starting balance
  • Revenue
  • Interactivity Transfers
  • Expenditures
  • Ending balance
  • For your September 1, 2016 starting balance, estimate where your balance will be based on your current balance and what you expect to still bring in and spend by the end of this school year.
  • The estimates you provide are the amounts you plan to raise and spend for the entire upcoming school year, so figure high on revenue and expenditures.
  • Your club or sport must describe the types of fundraising and non-fundraising activities it will be involved in; be as specific as possible with the proposed activities you list under both revenues and expenditures.

The Budget Prep Worksheet you return by April 1 will be presented for approval to the ASB Executive Board who will share them for approval with the Student Council. Upon Student Council’s approval, the worksheets will then be developed into an overall ASB budget that will be presented to the District. The District will then present the budget to the School Board. Once approved by the School Board, the budget that you submitted will be will what your club or sport has to work with for the entire 2016-2017 school year.

As outlined on the Budget Prep Worksheet, for those of you who have not, please include your updated 2015-2016 constitution, club roster and list of activities. These were due at the beginning of this school year.

Thank you for your efforts supporting student leadership at MIHS and for working with your students throughout this process. If you have any questions, please contact me as soon as possible.

Mercer Island High School

ASB Budget Prep Worksheet

2016-2017

Please return to Valerie Perine’s mailbox

Due: 4/1/16

SPORT: ______COACH: ______

Please answer the following as completely as possible, attaching itemized lists of estimated revenues, transfers and expenses, if more space is needed. Accuracy is important since the approved expenditure budget cannot be exceeded as ASB law indicates you are not allowed to spend more than your total budgeted expenditures. These estimates will be the amounts that you plan to raise and spend for the entire school year, so figure high on revenue and expenditures. Please remember that your balance at the end of this year DOES carry forward to next year.

2016-2017 Financial Projection

Beginning balance (as of 9/1/16):$______

A. Anticipated Gross Revenue (from Section A):$______

B. Interactivity Transfers (from Section B):($______)

C. Anticipated Expenses (from Section C):($______)

D. Requested ASB Support (from Section D):$______

Estimated Ending Balance (as of 8/31/17):$______

A. Anticipated Gross Revenue (Fundraising):

List and describe the non-fundraising activities (toy drives, food drives, blanket drives, etc.) AND traditional fundraisers your team may participate in and conduct during the school year, anticipated dates/times of year, and the projected gross revenue from these activities, e.g.,(discount cards, cookie dough, etc.)

  • Your team is not obligated to participate in the non-fundraising and/or fundraising ideas listed, but remember, you should estimate your revenues high, just-in case.
  • Your team’s gross revenue does not include gate ticket sales.
  • Include activities that may be a proposed breakeven, such as in and out t-shirt sales.
  • Do not deduct estimated costs of your club’s activities/fundraisers in this section.
  • Proposed costs of your activities/fundraisers must be listed under anticipated expenses

(Section B).

Remember, ALL fundraisers MUST HAVE PRIOR APPROVAL. When planning, please remember to take into consideration holidays and vacations and plan well ahead.

FUNDRAISER/ACTIVITY (Describe) PROJECTED GROSS REVENUE DATE

1.______

2. ______

3. ______

4. ______

5. ______

TOTAL ANTICIPATED GROSS REVENUE (Add to Line A on page 1): $

B. Interactivity Transfers:

If your team plans to transfer funds to another team or ASB club for, example, to rent a table at the Holiday Bazaar, etc., list it here. If not, put zero. This line item may not be familiar to you, as sport teams do not typically process transfers, however under ASB guidelines, we are required to ask.

TRANSFER TO/FROM FOR AMOUNT

1.______

TOTAL ANTICIPATED INTERACTIVITY TRANSFERS (Add to Line B on Page 1): $______

C. Anticipated Expenses:

Please list the expenses your team plans to incur during the school year.

  • Include what invitational tournaments your sport is planning to attend, as well as equipment, supplemental uniforms, and expenses associated with proposed activities and/or fundraisers listed in Section A, etc.
  • The expenses listed here do not include regular season transportation or State tournament transportation/hotel costs.

Remember all purchases must have PRIOR approval.

ITEM/EVENT QUANTITY COST

1. ______

2. ______

3. ______

4. ______

5. ______

6. ______

7. ______

8. ______

9. ______

10. ______

11. ______

12. ______

13. ______

14. ______

15. ______

TOTAL ANTICIPATED EXPENSES (Add to Line C on Page 1): $______

D. Requested ASB Support

Please indicate the amount of financial support your sport anticipates for the upcoming school year.

TOTAL REQUESTED ASB SUPPORT(Add to Line D on Page 1): : $______

E. Planning for the Future: Large Ticket Items

Please list any expensive equipment or item(s) your sport is pursuing funding for so, possible supplemental budget plans can be made.

ITEM QUANTITY PROJECTED COST

1. ______

2. ______

3. ______

4. ______

TOTAL LARGE TICKET ITEMS: ______$______

F. THE COACH WOULD LIKE TO CONTINUE IN THIS POSITION NEXT YEAR YES NO

Student Representative’s Signature: ______Date:

Coach’s Signature: ______Date:

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ASB Budget Prep Worksheet - Sport

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