The budget process allows the club/community council to determine if its anticipated revenues will meet expected expenses and tailor an appropriate fundraising plan. The information from club forms are an integral part of the community budget. Proper communication in this regard is essential. Each Treasurer must be able to prepare a periodic Summary of Revenues and Expenses.


Please note that in some cases some of these line items may not apply at the club level. If communities have a Community Fundraiser then often the club only has to include their athlete registration fees and expenses on their sport club budget form.

Cash In


It is beneficial to the community and your club to do some fundraising for your own club. Be sure to discuss with the Community Fundraising Coordinator to ensure that your event does not overlap with someone else’s in the community or with a Provincial campaign.

Competition Registration Fees

Competition registration fees paid by athletes/sponsors, etc.: Multiply the fee you will be collecting for events/competitions by the number of athletes you expect to attend.

Athlete Registration Fees

Estimate the number of athletes who will be participating in your club based on last year’s totals (if applicable) and the number you anticipate registering this year. Multiply this figure by the registration fee for your sport. It is acceptable to charge a fee for participation in the sport club. If the athlete was to join a generic/community based club he/she would be required to do this.

Other Athlete Contributions

These are amounts paid by athletes towards transportation, refreshments, and equipment or uniforms.


Not considered fundraising, but from time to time you will receive donations from corporate groups or individuals. If donations are other than cash (ie: trophies, uniforms, equipment), please list on asset inventory. Donations that are made to individual sports clubs should be recorded in the community ledger as such and held for that sport club to use.

Other Revenue

List any other source of revenue that is not described above.

Cash Out

Competition Fees

There is a registration fee at most events/competition that you attend.


Transportation to competitions can get quite costly, so do your research. For insurance purposes, it is best to rent from a car/van rental agency, please see section 18.03.3 for more information on insurance. For larger groups you will have to use bus companies. Be cautious with agencies/ organizations that want to lend you vehicles to transport your athletes. You must ensure that the organization has adequate insurance coverage. If you have any questions or concerns regarding insurance please do not hesitate to contact Special Olympics Ontario or consult section 18 of this guide.

Facility Rental

Always try to look for a free (and safe) facility or ask for a discounted rate. Check with the community council as they may have a relationship with the Parks and Recreation Department or local School Board and may be able to arrange for a discount. If a contract needs to be signed make sure that the community council reviews it and that a member of the community council signs the contract.

Other Training

Other costs related to seasonal training, e.g. lifeguards, umpires, etc.

New Equipment- Equipment Repairs & Maintenance

New equipment can also be previously used equipment or donated equipment. Do some window shopping to find the best deal on your needs for the upcoming year. Regular maintenance is encouraged to prolong the life of the equipment. This is also important in terms of safety. Do a check of all equipment at the start of each season, and more often if your sport necessitates it, to ensure that it is in good repair.


Be reasonable when estimating costs of uniforms. It is a good idea to collect uniforms at the end of the season to be reused. This ensures that they are not lost. If the athlete wants to keep the uniform, they should contribute to the cost. Please note that personal items, such as footwear is the responsibility of the athlete. When sourcing out new uniforms for your team please collect three quotes and provide the quotes to your community council for final approval.


Communities should not spend more than a total of 5% of their revenue on recognition items. Recognition items include the following: awards for competitions, year end awards for volunteers and athletes and recognition or social events. When communities are considering recognition items they must make sure that they do not exceed the 5% and that the total spent is in line with next years operating budget. District Developers should be consulted on any recognition or social event that is planned.

Awards or prizes should only be awarded once a year, usually at a year end banquet or special event. All clubs in your community should have the same spending limit per athlete and volunteer for awards so that it is consistent regardless of which club the athlete or volunteer participates in. Also, look for donations. There are a lot of groups that give away old trophies. They just need to be polished and new name plates added. Team pictures and BBQ’s are also ways of recognizing your club members. Please remember to check with your community council regarding any community wide banquets or special events.

Coaches/ Volunteer Education

Training of coaches is very important to help enhance the quality of training that our athletes receive. All coaches must complete either the NCCP SOC Community Coaching Course or the NCCP SOC Competitive Coaching Course within a year of accepting their position. Coaches should also be encouraged to take other training such as: sport specific courses, first aid, CPR, sport Injury and Prevention. Please check with your community council regarding their policy on coach/ volunteer education. For more information on the different courses that are offered please refer to section 10 of this guide.


(copies, supplies, postage, resources, etc.)

Total each section and subtract the “Total Cash Out” from the “total Cash In” to determine the “Net Cash In (Out)” activity for your sport season. Forward a copy of your worksheet to your community treasurer for inclusion in the community budget. If you know your opening cash position, you can use the bottom line to project your club cash position throughout the year.

Other Expenses

Please give the community treasurer detailed information about expenses that do not fall into any of the above categories. Also, remember that community councils are not responsible for reimbursing volunteers for any expense that has not been pre approved by the council.

2.1.1 - Community Budgets                                                  December 11, 2013