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Board asks for clearer rules on coaches’ equipment requests, year-end spending and fundraiser vs. equipment accounts
Summary
Board members asked staff to return with a detailed explanation of how coaches request equipment, which budgets pay for mid-season and year-end equipment replacements, and how fundraising accounts should be used to avoid confusion and improper reallocation.
A board discussion focused on how coaches request equipment and how seasonal or mid-year replacement purchases are handled. A board member asked what procedure a coach should follow when equipment breaks mid-season and whether the athletic director or business office processes emergency purchases.
Business-office staff said coaches are district employees and should route requests to their athletic director, who can place orders or work requests with the business office. "Coaches are considered district employees just like a teacher and us," the business manager said, describing GL accounts for each sport and explaining that routine purchases are placed through the athletic director and budget season conversations.
Board members expressed concern that coaches sometimes do not know their budgets or the distinction between fundraising and equipment accounts. Several members asked staff to return with a short report clarifying how coaches learn their budget balances, how money in seasonal allocations is treated at year end (staff said remaining funds generally roll into fund balance), and what steps coaches should take if they want to spend leftover funds rather than let them lapse.
The board did not take formal action but asked staff to bring back specific procedural detail and suggested the business office meet with coaches to improve transparency and prevent ad hoc spending at the end of the year.
