AD 360 Podcast – “Budgeting for Private Schools”

Host: Greg Vandermade (PlayOn Sports)
Co-Host: Scott Rosenberg
Guest: Kelly Dullard, Associate Director of Athletics at Mater Dei High School
Release Date: November 26, 2024

Episode Overview

This episode dives deep into the nuances of budgeting for athletic programs at private high schools. Greg and Scott are joined by Kelly Dullard, who shares his extensive experiences at Mater Dei High School, providing actionable insights and real stories on how to build, manage, and communicate budgets in the private school athletics world. The conversation also compares approaches to budgeting in public versus private schools, explores working with coaches, managing fundraising, handling unforeseen expenses, and building sustainable financial practices.

Key Discussion Points & Insights

1. Importance of Budgets in Athletic Programs

• Budget as a Foundation:
  "It's critical because, you know, it provides clarity on the priorities of your athletic program." — Kelly (05:21)
• Private schools differ from public schools: funding is less district-driven and more reliant on team fees, fundraising, and coach-led financial decisions.
• Budget structure impacts long-term sustainability and the ability to provide a consistent, well-supported experience for student athletes.

2. Private vs. Public School Budgeting

• Public Schools:
  • Use zero-based budgeting; district provides allocations for essentials.
  • Coaches have input in how the money is spent but little say in the actual budget amount.
  • Examples like uniform rotations and department-driven purchasing cycles. (08:05)
• Private Schools:
  • Coaches often directly collect team fees and manage budgets.
  • Greater autonomy, but also more responsibility—have to plan for all expenses, including unexpected ones.
  • Donor fundraising can facilitate large projects (e.g., building a new stadium). (09:22)

3. Annual Budget Building Process

• Data-Driven Approach:

  • Start budgeting by reviewing previous year's actuals: “Each year, what I do is I look at last year's budget… and that gives you your starting point.” — Kelly (13:21)
  • Tracking all expenses chronologically acts as both a practical tool and a reminder for upcoming cycles.
  • Coaches and ADs need to be organized, detailed, and maintain accurate records.

• Year-Round Planning:

  • Budgeting isn't just for the competitive season—it spans the entire calendar year.
  • Helps in accounting for expenses like summer camps and off-season needs. (15:34)

4. Tools for Transparency and Organization

• Template Sharing:

  • Kelly has built and shared a spreadsheet-based budget template for all coaches, asking them to track anticipated and actual costs (18:14, 19:47).
  • "Once you put all your projected costs, you'll know if you're going to end the year in the green or in the red." — Kelly (18:14)

• Importance for New Coaches:

  • Having historical data helps smooth transitions and avoid reinventing the wheel during coaching changes (16:59).

5. Key Components of Athletic Budgets at Private Schools

• Two-Budget System:

  • “You have an operational side... and then you have your custodial budget, which is where coaches collect their fees." — Kelly (23:37)
  • The ‘school side’ funds basics (a small operational sum), while most program-specific needs are met through the ‘custodial’ (team) account.

• Fixed vs. Variable Costs:

  • Fixed costs: salaries (with only a base number of coaches included), insurance, basic facility needs.
  • Any extra staffing or enhancements must be independently funded by the coach/team via fundraising or fees.

• Planning for the Unexpected:

  • Set aside funds for emergencies: "It's really important that you budget for those unexpected things... like pool heaters going down. The school will help, but only to a certain point." — Kelly (27:48)

Notable Quotes & Memorable Moments

On Differences Between Public and Private Budgeting

"If you got a donor, if you raise money, if you’re smart with your money and you’re our baseball coach that wants to build a brand-new stadium... you have the funds, go ahead and do it. You know? It’s really a matter of just getting city approval at that point.”
— Kelly (09:22)

On Communication & Transparency

“Transparency is king.”
— Greg (32:38 & 34:18)

“It’s so important—if you say you’re going to do something, if they do their part, you have to do your part.”
— Scott (34:27)

On Pitfalls and Learning from Mistakes

"I didn’t have my system down... It was just a, I was very unsure and uneasy about what I was spending... Luckily it all worked out, but that’s just the type of person I am. If I don’t feel organized, it’s going to bother me and keep me up at night.”
— Kelly (35:09)

On Supporting Coaches

“You can’t rely on the coach to just come to you. And some might, but some won’t. And as an AD, it’s your responsibility to seek them out and ask those questions.”
— Kelly (40:02)

On Generating Additional Revenue

“I think it's really important to have like a flagship event... And then on the side, we do have some other things...utilizing your video boards...local businesses... That's a great way to generate passive income."
— Kelly (41:44, 42:49)

Timestamps for Important Segments

| Time | Segment | |-----------|-----------------------------------------------| | 05:21 | Why structured budgets matter | | 08:05 | Zero-based budgeting in public schools | | 09:22 | Differences in coach responsibility | | 13:21 | How to start the budgeting process | | 18:14 | Sharing budgeting tools with coaches | | 23:30 | Key budget components (operational vs custodial) | | 27:48 | Planning for unexpected expenses | | 29:03 | Communicating long-term fundraising goals | | 35:09 | Budgeting pitfalls: not being organized | | 41:24 | Generating additional revenue streams | | 44:42 | Strategies for making budget cuts | | 49:05 | Advice for new athletic directors |

Practical Takeaways for Athletic Directors

• Be Organized:
  Well-maintained, shared spreadsheets are invaluable for sustainable program management and transparency, especially during transitions.

• Prioritize Communication:
  Be transparent about budgeting with families, build strong relationships with stakeholders, and keep coaches in the loop.

• Expect the Unexpected:
  Plan and budget for emergencies and future infrastructure needs, not just immediate expenses.

• Conservative Budgeting:
  Always "lowball" fundraising projections, overestimate costs, and view budget surpluses as opportunities for department-wide investments.
  "Always lowball your fundraising estimates or projections and always heighten your costs." — Kelly (44:42)

• Empower Coaches:
  Give them ownership—but also guide them and check in regularly, especially regarding delayed reports or potential overages.

• Explore Diverse Revenue Streams:
  Beyond standard fundraisers and team fees, look to corporate sponsorships, marquee department events, merchandise sales, and concessions.

• Don’t Fear the Budget:
  "Don’t be afraid of it... just do it... don’t spend too much time on it." — Kelly (49:07)

Memorable Episode Moment

Swim Cap Numbering Debate (51:05–53:00):
Scott suggests numbering swim caps for easier athlete identification at meets. Kelly explains the practical (and financial) obstacles—“...when they rip now, you gotta put in another order... your cost is going to double, triple, quadruple throughout a calendar year.” They share laughs about the logistical headaches this would create—a lighthearted closeout that highlights the everyday realities of team budgets.

Final Words

Kelly commits to sharing his budget template with listeners, underlining the value of community and resource sharing among school athletic professionals. The hosts close by encouraging listeners to tune in for an upcoming episode focused on public school budgeting, promising further deep dives into the world of athletics finances.

Summary Author: AD 360 Podcast Summarizer
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