Urbandale activities leaders propose 5% across‑the‑board reduction; board seeks trend detail

School activities and athletics leaders presented a proposed 5% reduction applied across individual activity lines to clarify available budgets and curb unexpected over‑spending.

Jared (introduced earlier by the superintendent as director of athletics and activities) told the board that the 5% adjustment uses a six‑year average and applies equally to performing arts, sports and middle‑school and high‑school programs. He said the approach is meant to provide transparency and help coaches and sponsors know their actual available dollars rather than assuming ongoing booster support.

Staff clarified accounting details: Fund 21 holds activity funds; 7,000-series project codes (student clubs and similar groups) are not interchangeable with the 6,000-series activity accounts and much of 7,000 revenue is restricted to those programs. Presenters also discussed a new apparel agreement with Decker expected to return roughly $5 per item to activity accounts and noted some one‑time incentive contributions from vendor agreements (for example, partial underwriting of football uniform costs).

Board members asked for more granular trend data after one member noted the six‑year average can show spikes (for example COVID years) that distort averages; staff agreed to bring a deeper year‑by‑year breakdown and model the long‑term effect on the deficit forecast. The group also discussed options if Fund 21 ends the year negative — transfers from Fund 10 with board approval, an interfund loan repaid by October/September per DE guidance, or targeted re‑coding of misposted expenses.

Presenters emphasized collaboration with booster clubs and transparency so schools and sponsors can prioritize true needs rather than assume unlimited fundraising.

The board did not take a final vote on the 5% recommendation at the meeting; staff will return with detailed trend reports and projections.