club sports
CLUB SPORTS Club Officer Training
Ryan Bradshaw
Assistant Director, Club Sports
March 15, 2015
Mason Club Sports
Requirements for all Clubs Annual
General Meeting
Time for elections! Have your elections soon (i.e. before spring break) This
allows transition time for the new officers!
Mason Club Sports
Executive Council 2015-16
Council Members
Nick Baker – Ice Hockey Parth Verma – Men’s Soccer Kassidy Kenney– Crew Colin Virag– Baseball Whitney Morcom– Equestrian Sam Gallerano– Crew Ray Niederhausen – Football
Mason Club Sports
Executive Council 2015-16
Council Members
Officially assume office – May 1, 2015 Will shadow Budget Allocation Process, will not make decisions
Mason Club Sports
Executive Council All
Club Fundraiser
Thanks to everyone who attended! 9
clubs had 30% of members attend – thanks!
Emergency
Funds
Form to request funds – available on IMLeagues under ‘My Forms’ About $17k remaining as of today
Mason Club Sports
Finances Emergency
Funds
ECCS has funds available If operating budget is exhausted, club can request additional funding Will show proof of need, meet with ECCS VPs of Finance VPs of Finance will make decision
Mason Club Sports
Finances Club
Sports Office Allotted Funding
70% is club’s to use immediately 30% is tied to generation of revenue Club receives dollar per dollar match on generated revenue, until 30% is achieved Clubs had until March 15th to generate 30%, or forfeit that amount of funding
Mason Club Sports
Finances 2015-16 When:
Budget Allocations
March 22 – April 16
Dates and times will be sent out via Google Doc in mid-March for clubs to sign up March
22 – 5-7pm March 30 – 9am-12pm April 6 – 9am-12pm April 16 – 6-8pm
Mason Club Sports
Finances 2015-16
Budget Allocations
Executive Council members will break into two groups of 3 members Each club will present their proposed 201516 budget to a group of Exec Council members May
club
not present to a member of their own
Mason Club Sports
Finances 2015-16
Budget Allocations
Each club will have a 15 minute presentation 10
minutes for presentation 5 minutes for questions from Executive Council
Mason Club Sports
Finances 2015-16
After all presentations, Executive Council as a whole will meet and determine budget allocations based on presentations they heard Will
Budget Allocations
take place between April 16 and April 26
Clubs will be informed of their 2015-16 allocations during last week of April
Mason Club Sports
Finances 2015-16
Budget Allocations
Total Amount to be allocated Between
$200,000 and $210,000
A reduction of approx. $10k from 2014-15 final 2 reasons for this:
1) Potential additional budget reduction forthcoming 2) Potential for additional expenses for ALL clubs related to Athletic Training and Administration
Mason Club Sports
How to present your budget Presentation
can include a powerpoint, a handout, etc Be sure to include numbers on budget sheet for Exec Council to take with them
Mason Club Sports
How to present your budget
Presentation should include:
Number of Club Members 2012-13, 2013-14, and 2014-15 earnings
2012-13, 2013-14, and 2014-15 guaranteed expenses
League dues, referee fees, facility rental costs, travel costs for league games
2012-13, 2013-14, and 2014-15 non-essential expenses
GMU funding, dues collected, fundraising and sponsorship collected
Tournaments and exhibition match costs and travel costs, non-essential equipment and apparel costs, etc
2012-13, 2013-14, and 2014-15 volunteer efforts, fundraising efforts, moneys raised for charity, etc
Mason Club Sports
How to present your budget Presentation
should include:
2015-16 expected earnings 2015-16 guaranteed expenses 2015-16 non-essential expenses High/low 2015-16 total amount requested from Club Sports funding
Mason Club Sports
How to present your budget Anticipate
questions from EC on:
Past years dues Competitions attended Expenses Use of facility space Sanctions Charitable/Philanthropic work
Mason Club Sports
How to prepare a budget? Three
workshops will be provided in March
Monday, March 23 at 7:30pm Wednesday, March 25 at 4pm Thursday, March 26 at 9am
Google
form will be sent for sign-up Who should attend?
Treasurers, Club Executive Members
Mason Club Sports
How to prepare a budget? Is
attendance mandatory? No – but anticipate this as your opportunity to ask questions ahead of allocation meetings
Mason Club Sports
How to prepare a budget? What
will be covered
Budget building How
to anticipate revenues and expenses and properly record them as such
How to present budget details in a concise manner that is easy for EC members to understand
Mason Club Sports
Budget Check-ins Will
take place after Spring Break
Want to make sure that your club is going to spend all of the money you have in your account Google Doc will be sent out – all clubs must take part
Mason Club Sports
Budget Check-ins Purchasing
Deadlines
Purchases above $2k – April 20 Credit Card purchases – May 1
Mason Club Sports
Finances Payment
Requests
Completed on IMLeagues Submit invoices by email
Mason Club Sports
Use of Mason Rec facilities Deadlines
to request facility use with
priority: For the fall semester, August 1. Request
For
for practices by May 15th.
the spring semester, December 1. For the summer semester, April 1.
Mason Club Sports
First Aid Equipment
Each club must have a fully stocked first aid kit at every game, practice, scrimmage and in each vehicle while travelling. Clubs are provided a fully stocked first aid kit at the start of each season. Safety Officers must check their first aid supplies before each event. Once an item quantity reaches the ‘restock’ amount remaining, contact the Club Sports Office to obtain additional supplies.
Mason Club Sports
First Aid Equipment Restocking
times:
Tuesday – 1-4pm Wednesday – 10am-noon Thursday – 1-4pm Friday – 1:30-3:30pm
Mason Club Sports
Severe Weather If
thunder is heard or lightning/funnel clouds are seen, the activity must be immediately stopped.
All participants must move to shelter. The best option is inside a building, away from windows and doors.
Clubs
must wait at least 30 minutes after the last flash of lightning or sound of thunder before returning to the field or activity.
Mason Club Sports
Hosting Events Pre-event
meeting
Needs to take place by Monday preceding the tournament Facility
reservation updates Number of participants/payments, etc Tournament game schedule Contacts for the weekend Other needs
Mason Club Sports
Hosting Events Post-event
meeting
Within a week of the tournament Recap
of event What went well What we learned What we would do differently in the future
Mason Club Sports
RSO Dates Yardfest – April 19 Email will be sent out to all RSOs
Bench Painting Applications
Due by April 16 Paint on May 5th
Distinguished Quill Awards
Applications due April 6
Mason Club Sports
RSO Dates
Individual Awards: Distinguished Senior Leadership Award
Registered Student Organization (RSO) Awards:
University Life Award Community Engagement Award (Philanthropy/Community Service) Patriot Award Student Leadership Awards Registered Student Organization (RSO) of the Year Award New Registered Student Organization (RSO) of the Year Award University Civic Engagement Award (Philanthropy/Community Service) University Life Award Patriot Innovation Award (Innovative Programming) Community Enrichment Award (Educational Programming) Patriot Pride Award Collaborative Spirit Award (Two or More RSOs must be involved in the program/event)
RSO Advisor Awards:
RSO Advisor of the Year Award New RSO Advisor of the Year Award
Mason Club Sports
Facility Staff Get
to know the Facility Staff!
Ask their names, what programs they are in, what days they work, etc. They work hand-in-hand with your club operations and are there to assist you
Mason Club Sports
Facility Staff Listen
to directives from the facility staff – do not use additional space if they do not give you permission If there is a misunderstanding – treat the facility staff with respect and let me know Do not get into an argument with the staff – this includes your teammates If you have any issues with staff, please let me know
Mason Club Sports
Remaining Meetings April
12th May 3rd
Both at 8pm in RAC Classroom
Mason Club Sports
Contact Info Ryan
Bradshaw
Phone: 703-993-5819 Cell: 571-620-8928 Email: [email protected] or [email protected]
THANK YOU FOR YOUR TIME! Questions?
Ryan Bradshaw
Assistant Director, Club Sports
March 15, 2015
Mason Club Sports
Requirements for all Clubs Annual
General Meeting
Time for elections! Have your elections soon (i.e. before spring break) This
allows transition time for the new officers!
Mason Club Sports
Executive Council 2015-16
Council Members
Nick Baker – Ice Hockey Parth Verma – Men’s Soccer Kassidy Kenney– Crew Colin Virag– Baseball Whitney Morcom– Equestrian Sam Gallerano– Crew Ray Niederhausen – Football
Mason Club Sports
Executive Council 2015-16
Council Members
Officially assume office – May 1, 2015 Will shadow Budget Allocation Process, will not make decisions
Mason Club Sports
Executive Council All
Club Fundraiser
Thanks to everyone who attended! 9
clubs had 30% of members attend – thanks!
Emergency
Funds
Form to request funds – available on IMLeagues under ‘My Forms’ About $17k remaining as of today
Mason Club Sports
Finances Emergency
Funds
ECCS has funds available If operating budget is exhausted, club can request additional funding Will show proof of need, meet with ECCS VPs of Finance VPs of Finance will make decision
Mason Club Sports
Finances Club
Sports Office Allotted Funding
70% is club’s to use immediately 30% is tied to generation of revenue Club receives dollar per dollar match on generated revenue, until 30% is achieved Clubs had until March 15th to generate 30%, or forfeit that amount of funding
Mason Club Sports
Finances 2015-16 When:
Budget Allocations
March 22 – April 16
Dates and times will be sent out via Google Doc in mid-March for clubs to sign up March
22 – 5-7pm March 30 – 9am-12pm April 6 – 9am-12pm April 16 – 6-8pm
Mason Club Sports
Finances 2015-16
Budget Allocations
Executive Council members will break into two groups of 3 members Each club will present their proposed 201516 budget to a group of Exec Council members May
club
not present to a member of their own
Mason Club Sports
Finances 2015-16
Budget Allocations
Each club will have a 15 minute presentation 10
minutes for presentation 5 minutes for questions from Executive Council
Mason Club Sports
Finances 2015-16
After all presentations, Executive Council as a whole will meet and determine budget allocations based on presentations they heard Will
Budget Allocations
take place between April 16 and April 26
Clubs will be informed of their 2015-16 allocations during last week of April
Mason Club Sports
Finances 2015-16
Budget Allocations
Total Amount to be allocated Between
$200,000 and $210,000
A reduction of approx. $10k from 2014-15 final 2 reasons for this:
1) Potential additional budget reduction forthcoming 2) Potential for additional expenses for ALL clubs related to Athletic Training and Administration
Mason Club Sports
How to present your budget Presentation
can include a powerpoint, a handout, etc Be sure to include numbers on budget sheet for Exec Council to take with them
Mason Club Sports
How to present your budget
Presentation should include:
Number of Club Members 2012-13, 2013-14, and 2014-15 earnings
2012-13, 2013-14, and 2014-15 guaranteed expenses
League dues, referee fees, facility rental costs, travel costs for league games
2012-13, 2013-14, and 2014-15 non-essential expenses
GMU funding, dues collected, fundraising and sponsorship collected
Tournaments and exhibition match costs and travel costs, non-essential equipment and apparel costs, etc
2012-13, 2013-14, and 2014-15 volunteer efforts, fundraising efforts, moneys raised for charity, etc
Mason Club Sports
How to present your budget Presentation
should include:
2015-16 expected earnings 2015-16 guaranteed expenses 2015-16 non-essential expenses High/low 2015-16 total amount requested from Club Sports funding
Mason Club Sports
How to present your budget Anticipate
questions from EC on:
Past years dues Competitions attended Expenses Use of facility space Sanctions Charitable/Philanthropic work
Mason Club Sports
How to prepare a budget? Three
workshops will be provided in March
Monday, March 23 at 7:30pm Wednesday, March 25 at 4pm Thursday, March 26 at 9am
form will be sent for sign-up Who should attend?
Treasurers, Club Executive Members
Mason Club Sports
How to prepare a budget? Is
attendance mandatory? No – but anticipate this as your opportunity to ask questions ahead of allocation meetings
Mason Club Sports
How to prepare a budget? What
will be covered
Budget building How
to anticipate revenues and expenses and properly record them as such
How to present budget details in a concise manner that is easy for EC members to understand
Mason Club Sports
Budget Check-ins Will
take place after Spring Break
Want to make sure that your club is going to spend all of the money you have in your account Google Doc will be sent out – all clubs must take part
Mason Club Sports
Budget Check-ins Purchasing
Deadlines
Purchases above $2k – April 20 Credit Card purchases – May 1
Mason Club Sports
Finances Payment
Requests
Completed on IMLeagues Submit invoices by email
Mason Club Sports
Use of Mason Rec facilities Deadlines
to request facility use with
priority: For the fall semester, August 1. Request
For
for practices by May 15th.
the spring semester, December 1. For the summer semester, April 1.
Mason Club Sports
First Aid Equipment
Each club must have a fully stocked first aid kit at every game, practice, scrimmage and in each vehicle while travelling. Clubs are provided a fully stocked first aid kit at the start of each season. Safety Officers must check their first aid supplies before each event. Once an item quantity reaches the ‘restock’ amount remaining, contact the Club Sports Office to obtain additional supplies.
Mason Club Sports
First Aid Equipment Restocking
times:
Tuesday – 1-4pm Wednesday – 10am-noon Thursday – 1-4pm Friday – 1:30-3:30pm
Mason Club Sports
Severe Weather If
thunder is heard or lightning/funnel clouds are seen, the activity must be immediately stopped.
All participants must move to shelter. The best option is inside a building, away from windows and doors.
Clubs
must wait at least 30 minutes after the last flash of lightning or sound of thunder before returning to the field or activity.
Mason Club Sports
Hosting Events Pre-event
meeting
Needs to take place by Monday preceding the tournament Facility
reservation updates Number of participants/payments, etc Tournament game schedule Contacts for the weekend Other needs
Mason Club Sports
Hosting Events Post-event
meeting
Within a week of the tournament Recap
of event What went well What we learned What we would do differently in the future
Mason Club Sports
RSO Dates Yardfest – April 19 Email will be sent out to all RSOs
Bench Painting Applications
Due by April 16 Paint on May 5th
Distinguished Quill Awards
Applications due April 6
Mason Club Sports
RSO Dates
Individual Awards: Distinguished Senior Leadership Award
Registered Student Organization (RSO) Awards:
University Life Award Community Engagement Award (Philanthropy/Community Service) Patriot Award Student Leadership Awards Registered Student Organization (RSO) of the Year Award New Registered Student Organization (RSO) of the Year Award University Civic Engagement Award (Philanthropy/Community Service) University Life Award Patriot Innovation Award (Innovative Programming) Community Enrichment Award (Educational Programming) Patriot Pride Award Collaborative Spirit Award (Two or More RSOs must be involved in the program/event)
RSO Advisor Awards:
RSO Advisor of the Year Award New RSO Advisor of the Year Award
Mason Club Sports
Facility Staff Get
to know the Facility Staff!
Ask their names, what programs they are in, what days they work, etc. They work hand-in-hand with your club operations and are there to assist you
Mason Club Sports
Facility Staff Listen
to directives from the facility staff – do not use additional space if they do not give you permission If there is a misunderstanding – treat the facility staff with respect and let me know Do not get into an argument with the staff – this includes your teammates If you have any issues with staff, please let me know
Mason Club Sports
Remaining Meetings April
12th May 3rd
Both at 8pm in RAC Classroom
Mason Club Sports
Contact Info Ryan
Bradshaw
Phone: 703-993-5819 Cell: 571-620-8928 Email: [email protected] or [email protected]
THANK YOU FOR YOUR TIME! Questions?
