The College at Brockport Department of Intercollegiate Athletics

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1 The College at Brockport Department of Intercollegiate Athletics Proposed Budget Submitted by Erick Hart Director of Athletics 1

2 Service / Utilization Overview The Department of Intercollegiate Athletics sponsors 23 sports and has 600 student-athletes. We are members of State University of New York Athletic Conference (SUNYAC), Empire 8 (Football), NCGA (Gymnastics), ECWC (Wrestling), and ECAC conference. The mission of the athletic department is to integrate intercollegiate athletics into the mission of the College at Brockport, which has the success of its students as its highest priority. We achieve this by focusing on four key areas, Integrate with the University, Achieve academically, Excel athletically and Play with integrity. The budget was determined by Division priorities. We are asking for an $8.00 increase. The fee is only charged to undergraduate students. We consulted with the Brockport Intercollegiate Advisory Board which is comprised of Faculty, Staff, Alumni and Students. We will also present the budget at an open student forum in March Financial Review Revenue More aggressive efforts with fundraising, sponsorship and hosting outside groups has allowed revenue areas to grow modestly. Expenses The following cost containment measures have resulted in reduction of annual operating expenses: o Elimination of outside photography services. o Elimination of off campus printing services. o Partnership with Exercise Science program. Similar to the Employee Fitness Program, we have partnered with this academic program in the Bill Steele Student- Athlete Weight Room. This class oversees the weight room and serves as strength & conditioning coaches to the varsity athletes (applied learning), and in return we no longer need to staff the space with temp service students. o Partnership with the Sports Management program. Similar to the applied learning with the Exercise Science program, we have partnered with the Sports Management program and are creating a class involving event and facility management. There will be a classroom component, but the students will assist with event management of athletic contests. This will reduce our reliance on temp service students. o Strategic review and implementation of transportation/travel expense reduction strategies. This includes regional competitions, using department buses and vans and reduction in roster sizes. o In 15-16, we purchased a 2 nd bus for team travel. Without this foresight, our travel costs would be much higher. Covered Wagon (Coach Bus Company) increased fees by 30% in We still need to use them but on a much smaller scale from years past. o Increased number of home athletic events (Track & Field & Wrestling). o Accounting changes to more efficiently pay University Police who work athletic events. o Utilizing dollars in Golden Eagle Society accounts. 2

3 o Partnership with Bob Johnson for vehicles for athletic recruiting. o Received alterations funding from Facilities to repair Equipment Room (20K). o Declining gas prices has helped reduce our transportation expenses. The following items are adding pressure on our expense accounts: o Increasing costs of fringe benefit and mandatory salary increases is an expense we need to account for in our budget (See Budget Summary Line #E-3f). o In , we will invest over $125K (private money) into the Clark V. Whited Complex. o Varsity athletic teams continue to improve which results in additional expenses. As teams qualify and advance in playoffs, this becomes an expense we need to account for. o BASC / Food Service Meal prices increased in 2015 and are expected to go up again in We feed our student-athletes during pre-season and intercession in the dining halls. BASC Dining Pricing for Athletics *pricing based on internal guest rate over 100 people* *estimate of expected rate* continental breakfst. $ 1.80 breakfast $ 5.10 $ 5.95 $ 6.12 brunch/lunch $ 8.65 $ 8.65 $ 8.93 $ 9.18 dinner $ 9.55 $ 9.55 $ $ Per day total $ $ $ $ Pepsi Subsidy applied $5000 to winter intersession meals Pepsi Subsidy applied $7000 to winter intersession meals Budget Summary The Department of Intercollegiate Athletics is requesting a fee increase in the amount of $8.00 for This is an increase of 1.9% from The additional revenue is to address the deficit, mandated salary increases and increasing operating costs. The budget office provided enrollment and fringe benefit figures for the fiscal year. The projected cash balance for all funds at the end of is $95,504. This includes work study, Golden Eagle Society, specific facility gifts and generated revenue fees. The Department of Intercollegiate Athletics is currently carrying a deficit in its primary IFR account. The deficit is not from yearly operating expenses but from an annual carryover. Any operating surplus is used to reduce the deficit. The budget summary included in this packet shows a positive cash balance, because it includes our Golden Eagle Society funds which are contributed by donors for specific projects and cannot be used for operating expenses. The negative fund balance in the 3

4 IFR is decreasing and will continue to decrease with support of student fee increases. Below is a summary of our IFR deficit and the improvement we have made to get out of the red (See Budget Summary Note section at bottom of page) ($760,272) ($613,151) Projected ($408,199) Proposed ($406,400) We have made significant progress in reducing our deficit and will continue to make tough choices to return to the black. The majority of our budget comes from student fees. Meeting enrollment targets is critical to maintenance of operations. 4

5 Budget Spreadsheet and Supplemental Budget Information Budget Request Summary (A) Actual Program: Athletics (B) Actual (C) Approved Budget (D) Projected Budget (E) Proposed Budget (F=E-C) Change from to (G=F/C) % Change from to Fee Rates a. Full-time Undergraduate - annual rate $ $ $ $ $ $ % b. Part-time Undergraduate - per credit hour $ $ $ $ $ $ % 2. Revenues a. Athletics Fee 2,526,100 2,605,300 2,801,400 2,801,400 2,656,300 (145,100) -5.2% b. Summer Camps & Other IFR Revenues 55,000 79,600 60,000 60,000 60, % c. State Allocation 934, ,600 1,004,200 1,031,400 1,077,200 73, % d. Brockport College Fund Donations 433, , , , , % e. Advancement - Golden Eagle Society 100, ,900 50,000 50,000 50, % f. College Work-Study 83,300 88,700 94,100 94,100 94, % g. Estimated Uncollectible Revenue (-5% 15/16, -3.5% 16/17) 0 0 (140,100) (140,100) (93,000) 47, % h. Total Revenues 4,132,600 4,280,800 4,269,600 4,296,800 4,244,600 (25,000) -0.6% 3. Expenditures a. Personnel Service Regular 1,105,000 1,105,100 1,287,900 1,235,600 1,332,400 44, % b. Temporary Service 402, , , , ,400 28, % c. Student Temporary Service 130, , , , , % d. Supplies & Expense 1,538,300 1,903,800 1,440,000 1,369,400 1,375,000 (65,000) -4.5% e. Equipment 20,000 14,900 35,000 60,000 60,000 25, % f. Fringe Benefits 314, , , , ,600 16, % g. Admin & M&O Overheads to Admin & Finance #DIV/0! h. Total Expenditures 3,510,200 3,946,200 3,714,800 3,571,500 3,763,500 48, % 4. Operating Surplus/(Deficit) (2g- 3h) 622, , , , ,100 (73,700) -13.3% 5. Transfers From(+) / To(-) Other Accounts (specify) a. To Program Reserves 0 60, #DIV/0! b. To Campus Reserves for Division Budget Reductions (42,700) (42,700) (42,700) (42,700) (42,700) 0 0.0% c. To Athletics Foundation Account #DIV/0! d To Staff Salary Pool for Positions Transferred to State #DIV/0! e. To Priority Needs - Staff Salary Pool Svgs - Prior Year 0 (3,700) 964 (1,500) (16,896) f. Misc. Transfers g. Overheads to Campus Reserves (411,100) (426,900) (435,400) (426,200) (419,700) 15, % h. Total Transfers (453,700) (413,300) (477,136) (470,400) (479,296) (2,160) 0.5% 6. Beginning Balance (251,000) (82,300) 92,000 (161,200) 93,700 1, % 7. Ending Balance (4+5+6) (82,300) (161,000) 169,664 93,700 95,504 (74,160) -43.7% 8. Staff FTEs (PSR) - charged to Athletics IFR % 9. Overhead rates a. Fringe Benefits 55.48% 56.86% 55.88% 55.88% 56.22% 0.34% 0.6% b. Admin & M&O Overheads 16.00% 16.00% 16.00% 16.00% 16.00% 0.00% 0.0% 10. State Budget Support a. Total Allocation 934, ,600 1,004,200 1,031,400 1,077,200 73, % b. Staff FTEs % 11. Program Reserves a. Beginning Balance 60,000 60,000 60, (60,000) % b. Current Year Additions(+) / Deductions(-) 0 (60,000) #DIV/0! c. Ending Balance 60, , (60,000) % NOTE: Included Above - Athletics IFR Account Surplus/Deficit (901210) a. Ending Balance $ (760,272) $ (613,151) $ (408,199) $ (406,400) 5

6 Variances The most significant variance between the and the budget is related to revenue. Using the enrollment numbers given to us, we are projecting a 5.2% reduction in the Athletic Fee revenue. Another variance is related to uncollectables. There is a reduction from 5% to 3.5% from the budget office. The most significant variance related to expenses is personnel service staff expenditures, which reflects mandatory salary increases. An additional expense in the supplies and equipment category is the annual payment for the second department bus. Reserve Funds The department is currently in a deficit. No reserve funds. Unfunded Requirements / Needs / Trends Expenses are expected to continue to rise: Mandated salary increases will continue BASC Meals (Pre-Season and Intercession) Improved competitiveness among varsity programs has become an additional expense Cost containment strategies: The addition of the new bus to transport our athletic teams has helped significantly decrease transportation costs. The recent declining gas price is also contributing. We will still have a need for the charter bus service, but this change should drastically decrease our transportation costs over time. We have been aggressively cutting OTPS expenses for the past four years. The chart below breaks down categories in the OTPS account and shows the decline in expenses. Expense Type Athletic Training Supplies $ 23, $ 20, $ 20, $ 20, Apparel & Equipment $ 131, $ 210, $ 71, $ 99, BASC $ 67, $ 130, $ 103, $ 102, TOTAL TRAVEL $ 632, $ 586, $ 480, $ 468, Recruitment Travel $ 358, $ 341, $ 80, $ 44, Transportation $ 273, $ 244, $ 198, $ 158, Team Travel $ - $ - $ 201, $ 264, NOTES : Transportation includes Covered Wagon and state auto Team travel in and wasn't disaggregated from recruitment travel until Revenue opportunities Growth in Golden Eagle Society giving. Increase facility rentals (host High School playoffs and outside groups) Ongoing Concerns and Challenges Pursue opportunities for NCAA matching grants to diversify staff. 6

7 Monitor GPA, retention and graduation rates of student athletes. More support for Exceptional Talent students. Expand support through sophomore year. Increase non-student athlete participation in home contests. Create a system for capital equipment replacement. Five Year Fee Plan Annual Annual Annual Annual Annual Annual Approved Approved Requested Planned Planned Planned FY FY FY FY FY FY Increased Amount $8.00 $10.00 $10.00 $10.00 Fee Request $ $ $ $ $ $ Supporting Materials SUNYAC Comparison Athletic Total # % of Staff % of Staff Overhead Additional Fee Fee of Sports on State Line on IFR Line Fee Beside Overhead Geneseo $ % 78% 14% Oswego $ % 72% 8% Brockport $ w/ Football 49% 51% 16% $ 42, Oneonta $ % 49% 15.70% Plattsburgh $ % 47% 5% Potsdam $ % 51% 11% $ 191, Cortland $ w/ Football 61% 39% 3% New Paltz $ % 68% 0% Fredonia $ % 47% 0% $ 430, Buffalo State $ w/ Football 30% 70% 6% Athletic Mission Statement The mission of the athletic department is to integrate intercollegiate athletics into the mission of the College at Brockport, which has the success of its students as its highest priority. We achieve this by focusing on four key areas, Integrate with the University, Achieve academically, Excel athletically and Play with integrity. Integrate with the University: At Brockport, keeping student-athletes focused on being a student first, they are treated like other members of the general student body. This experience allows student-athletes to pursue interests beyond athletics. Furthermore, Brockport Athletics builds and 7

8 strengthens relationships within the Brockport community, as well as helping the University connect with the greater regional community. Intercollegiate Athletics consists of over 600 student-athletes Sport Leadership Certificate w / LLP The Brockport Student-Athlete Advisory Committee (SAAC) and individual sport teams have participated in numerous community service projects throughout the year. o Partnership with Camp Good Days o Participated in International Walk a Student to School Day o Volunteered at the Empire State Games for the Physically Challenged o Organized and sorted clothing at St. Luke s Church Clothing Shelter o Participated in the 5K Run, with proceeds going to charitable programs o Read program with the Rochester City Middle School Students o Helped students with move in day into the dorms o Soccer, lacrosse, wrestling and baseball youth clinics o Cleaned up Route 531 for Adopt-a-Highway program o Volunteered at race to benefit Diabetes o Volunteered at Athletic Events o Canned Food Drive o Leaf Raking Project o Served on committees such as Open House forum, Presidents luncheon Forum o Special Olympics o Saves for a Cure o Campus Clean Up o Coaches vs. Cancer o Dancing with the Athletes o Admission Tours Achieve Academically: Student-athletes are encouraged to achieve excellence in the classroom as well as the competitive arena. At Brockport, athletics offers an education that supports and supplements the lessons learned in the classroom. Life-long skills such as teamwork, discipline, perseverance, and leadership are cultivated through intercollegiate athletics. The overall GPA of our student-athletes for the Fall 2015 semester was a student-athletes made the Dean s list 85 earning Dean s list with Honors accolades 6 were named to the President s List 106 Fall student-athletes (28%) earning a 3.30 or greater Fall GPA were named to the SUNYAC All conference team 15 student-athletes were named to the President s List received a 4.0 GPA in the Fall Mandatory study hall for all Freshman and any student-athlete below a 2.5 GPA Excel Athletically: Supported athletically by a talented and committed group of coaches and staff, student-athletes are encouraged to channel their passion and drive for athletic excellence by pushing themselves to be the best through hard work and high standards. 8

9 Men s Outdoor Track & Field won SUNYAC Women s Volleyball won SUNYAC and advanced to 2 nd Round of NCAA s Moved up one spot in commisioner cup standings from previous year (4 th place ) We are currently in third place in the commisioner cup standings. Women s Soccer, Women s Basketball, Men s Basketball, Ice Hockey, Volleyball, Tennis and Men s Soccer all qualified this year for SUNYAC playoffs. Play with Integrity: At Brockport, we foster a community of sportsmanship and compliance that is never compromised. While winning is important, it is kept in perspective. Every student-athlete is required to attend compliance meeting and sign a studentathlete code of conduct. All student-athletes are required to participate in the Think about it training program prior to trying out for a team. Department and team rules are established for discipline actions In Fall 2015, we implemented a random drug testing policy for our department. Intercollegiate Athletics Strategic Financial Planning Goals Promote student success inside and outside the classroom. Improve gender equity allocations for women s sports. Improve the student experience as DIII athletes. Ensure the safety and development of student athletes. Convert part-time head coaching positions to full-time positions. Convert full-time positions with responsibilities outside the Athletic Department, to fulltime positions with additional responsibilities in Athletics. Increase the number of full-time coaches for sports which have large squad sizes. Increase the visibility of Brockport Athletics on campus, regionally and throughout the State. Ensure capital equipment is safe and appropriate. Promote support for facilities improvements. 9