Keystone Rugby Club: Dues and Fundraising FAQ’s

What is the annual operating budget for the club?

In 2006 and 2007, our operating budget hovered around $12,000. With few away games taking us out of territory, costs were stable. In 2008, with more travel being covered by the club, our operating budget grew to $14,000. This was also due to the club growing in size. With Keystone’s entry into the Premiership and our forecasted alliance with the Phoenixville Parks Department, we are looking at a forecasted $16,000 budget.

What time period does this budget cover?

The club’s fiscal year follows the calendar year.  It is inclusive of the spring and fall season of one calendar year.

How does the club pay for this budget?

Keystone Rugby Club collects membership dues revenue to cover all of its operating expenses.  Operating expenses include, but are not limited to: Awards, Coach Payment, Gifts, and Clinic, Team CIPP (not individual member), Referee course,  Equipment, Field charges, Premiership fees, Rugby Referee Society of New York  Dues, New York State Rugby Conference Dues, PO Box (this is important to maintain for IRS/bank purposes), Recruitment expenses, Referee fees, Socials, Stamps, Supplies, Web site – Hostsave, and Tournament fees.

Excess revenue is raised in the form of fundraising events and tournament hosting which mainly supports team travel.  In the event there is not enough anticipated fundraising dollars during the year to support all team travel, then travel will not be covered by the club, i.e. the club will not go into a loss position for the fiscal year to cover travel or extraneous player costs.

Team travel is defined as costs incurred to the team as a group and could include hotels, rental cars, gas/tolls while using rental cars, and team meals (depending on available funds).

What are the cost of annual dues and what time period do they cover?

• Non-student playing members  -  $200
• Student playing members – $150.
• Non-playing (social) members – $50.

There is no discount for non-playing student members. Dues cover operating expenses and all members, no matter the season in which they are playing, are required to pay the full annual dues.

Dues follow the same calendar year as the budget. Dues must be paid in full as of August 15 of each year or players will not be able to play.

Dues must be paid on time. In order to help the club with available cash funds:

• By April 15, a minimum of $50 must be paid.
• By June 15, a minimum of $100 total must be paid.
• By August 15, all dues must be paid in full.

Of course, full payment of dues ahead of payment schedule is always welcome.

I’m a new member. What about my dues?

New members do not have to pay dues until they decide to join the team or play for at least three games, whichever comes first.

What is the $300 Rule?

The $300 Rule explains each playing member’s responsibility to the group to cover team travel expenses. Please see Attachment 1, created by the 2005 Board to explain the $300 Rule. This has been updated with the 2009 value of $350.

What if I only play one season each year?

Dues: Dues are collected annually and cover the entire year’s operating costs. You are responsible for 100% of annual dues.  Each member benefits from having fields to play on, belonging to a union, and having referees available to them just as a start. As part of a team, it is your responsibility to pay an equal share into the operating costs of the team.

Fundraising: First time Keystone players who join the team prior to the Fall season, get a one-time 50% break on fund-raising.  After that, you are responsible for the full amount.  Previous Keystone players who return to the team after an absence are responsible for the full 100% amount when you play again, no matter which season you rejoin. For example, if you play for the fall season only but have played before, you are responsible for the full 100%.

What if I earned more than $300 last year?

Excess funds in a team member’s personal account can only be used for travel with a supporting receipt and are not released until the following Fall plane trips.

Please see Attachment 1: Individual Earning Plan – Long Version for details.

Can I use my excess fundraising to cover dues?

No.  Dues cover yearly operating expenses while fundraising mainly covers team travel. Fundraising can only cover travel if we collect enough dues to pay for all operating expenses complete. Tournament costs such as ground transportation, hotels, airfare, and team meals will only be covered if the team has enough money to pay for the ordinary team expenses.  The team will not pay out any extra money if there is a lack of funds to cover basics costs.

Personal travel expenses do not include:

1. Membership dues
2. Equipment or kit purchases from KRC
3. Any other monies due to the club.

Money in a player’s individual account may only be used to pay for KRC related travel costs and will not be paid out to the player under any other circumstances.

Why is my $300 Rule increasing this year to the $350 Rule?

As shown above in “How does the club pay for this budget?”, Keystone pays for all operational expenses with dues. In an effort to maintain sensible out of pocket expenses for the team, fundraising was instituted to ensure our team’s financial stability and growth for years to come. In 2009, the team anticipates an additional $2500 in costs, related to field costs and Premiership fees alone. Keystone has an average of 26 members rostered reach year requiring an additional $100 in dues to make sure the club is able to cover all yearly expenses without going into debt. Through increased fundraising and limiting cost exposure on travel during the premiership, we are able limit the per person fundraising increase to $50 per person compared to 2008.

Can I expect the $350 Rule to increase in future years?

Yes. This year’s premiership fees were $2000 less than originally forecast, because the current match brackets are set-up on a regional basis.  If Keystone’s bracket changes, it could require up to six weekends of travel per season. Hotels on average cost the team approximately $1200 for an overnight stay, not to mention cars, gas, etc., presenting the team with the potential for $3500 a weekend increase in travel expenses on top of any premiership fee increase.

If the $350 Rule is increasing, how can I hope to keep up?

The Board, supported by the Fundraising Chair and Treasurer are working to compile a standard list of events which will be available to the team each year for participation. Currently, there are 7 fundraising opportunities available to the team to participate in and meet their fundraising goal. If an event does not have enough participation it will have to be canceled and that makes all of the other opportunities much more important.  REMEMBER: even if you have made your fundraising commitment for the year, the team needs everyone to make their goal in order to succeed financially.

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Current Fundraising Opportunities:

January- Superbowl Pool

February-Dodgeball Tournament and Social

March/April (depending on Easter)- Keystone Collegiate Cup and Ad Book

May- Spring Social

June/July/August- “Tweeter Events” (these could become a thing of the past as currently new management is taking over the now Susquehanna Center and re-evaluating their use of non-profits)

September/October- Fall Social

December- Date and Silent Auction

What does Keystone do with surplus if everyone pays dues/fundraises in excess?

Keystone’s capital account exists in order to build a fund that will help the club buy land or lease land to establish a location of permanency.  The account was started with net income that accumulated over the first few years that Keystone was in existence.  It has grown largely due to a generous donation from lifetime member Christine Marlo.  The club continues to grow this account annually with operating income.  We were in discussions to secure a long-term lease for field space a few years ago, but discussions never got to the definitive stage.  We want to be ready for the next opportunity.  It is appropriate that each year, KRC secures a reasonable percentage into the capital account when additional funds are available.  At no point in time should the capital account serve as a borrowing mechanism for non-emergencies.

The potential merger with Phoenxville Parks and Rec Department does not remove this ultimate goal of having our own field, nor that this money should be spent towards completing that merger. In order for a facility to be built, the money (known as capital) must first be in place and accessible to the builders. This account could serve as that capital should such an opportunity arise.

What if I have a great idea for fundraising?

Contact Jess at fundraising [at] keystonerugby [dot] org

Attachment 1:

Individual Player Role in Keeping KRC Afloat

• Key Elements of the $300 Rule
  • Each player is required to fundraise at least $350 each year to support the team’s operating expenses.  This breaks down to earning only $30 per month if you play in the spring and fall seasons of a calendar year.
  • New players receive a prorated amount to earn for the amount of time they are involved with the club for a calendar year.
  • Each fundraising opportunity you participate in will count towards your $350 mark and beyond.
  • After reaching the $350 mark, all additional funds you raise will be split between you and the team unless the team has not earned enough money to cover the operating expenses. (This is why it’s important for everyone to participating in raising money.)
  • Everything you earn over $350 can be used towards your individual travel expenses (e.g. airfare for nationals) in the following calendar year.

Individual Earning Plan – Long Version

As of December 2004, the Keystone Rugby Club board agreed to the following individual fundraising plan, which outlines a process to ensure our team’s financial stability and growth for years to come.

One hundred percent  (100%) of the first $350 raised goes towards the team’s ordinary expenses, which includes but is not limited to socials, refs, union dues, supplies, equipment, domain name/web page, and coach payments.  After the initial $350 (or prorated amount for new players) is earned, all additional funds will be split 50/50 between the player and the team. The player’s 50% will go into an individual player account and the team’s 50% will go into the team’s treasury.  As long as we continue to make money each year, and do not experience an overall loss for a calendar year, everyone’s individual account can be used for personal travel expenses.  An example follows:

If a player raises $400 in a calendar year, $375 will go towards the team’s expenses, which might include paying for the hotels, vans and meals during matrix, tournament or national matches, and $25 will go to the individual’s personal KRC related expenses.

Personal travel expenses do not include membership dues, equipment or kit purchases from KRC, or any other monies due to the club. Money in a player’s individual account may only be used to pay for KRC related travel costs and will not be paid out to the player under any other circumstances. Tournament costs such as ground transportation, hotels, airfare, and team meals will only be covered if the team has enough money to pay for the ordinary team expenses.  The team will not pay out any extra money if there is a lack of funds to cover basics costs.

Regarding new and/or returning players, their fundraising minimum will be prorated for the number of months left in the year, however it shall not be less than 50% of $350, or $175, for any one year. We are using the calendar year rather than the rugby season, since individuals may join during the off-season and fundraising can occur throughout the year.

If a player elects not to fundraise, they will be asked to make a contribution to the team above and beyond the typical dues amount.  Players will be charged the remainder of any money that is short of their $350 or prorated mark at the end of the calendar year.