Every dollar that enters this organization is accounted for. Where it comes from, where it goes, and who every waiver applies to — all of it, right here.
Adopted by the Texas Venom Board of Directors • 2025 Season • Revised Annually Each January
Every dollar collected — dues, fundraising, sponsorships, all of it — is allocated according to this board-approved model. Percentages are applied to the total seasonal pool, not individual revenue streams. The Board reviews and votes to confirm or adjust this model at the January meeting each year.
The single largest allocation. Every fundraising dollar raised reduces the per-player dues families owe. The more we raise, the less families pay — it's that simple. This number is recalculated at the start of each season based on actual funds raised.
Covers tournament entry fees and org-level travel costs. See the full tournament cost breakdown below for exactly how these dollars are spent and what families are still responsible for.
A financial cushion that keeps the program stable season to season. If a tournament gets rained out, a vendor overcharges, or something unexpected hits — this covers it. Unused reserve rolls forward to the next season.
Covers org-owned equipment — batting tees, practice balls, catcher's gear, dugout supplies, banners, and team-level gear. Personal player equipment (gloves, bats, cleats) is a family expense.
Official Policy — Board Adopted 2025: Children of designated coaching staff and the Team Mom play free. This is a formal perk of service to the organization, documented in the bylaws, and capped at 5 positions. It is not negotiable on a case-by-case basis and does not extend beyond the positions listed below.
| Role | Current | Dues Waived | Notes |
|---|---|---|---|
| Head Coach 1 | Chris Balcom | ✓ Full waiver | One child per coach. Board Member. |
| Assistant Coach — Lead | Welch | ✓ Full waiver | One child. Co-Director, Community & Operations. |
| Assistant Coach 1 | TBD | ✓ Full waiver | One child. Selected by head coach. |
| Assistant Coach 2 | TBD | ✓ Full waiver | One child. Selected by head coach. |
| Team Mom | TBD | ✓ Full waiver | One child. Appointed by Co-Directors. |
| Fundraising Coordinator | TBD | ✗ Not included | Non-field role. No waiver. |
| Scorekeeper | TBD | ✗ Not included | Partial discount considered case-by-case at Co-Director discretion. |
| Travel Coordinator | TBD | ✗ Not included | Partial discount considered case-by-case at Co-Director discretion. |
| All other families | — | ✗ Standard dues | Offset by fundraising per allocation model. |
Waiver applies to one child per waivered staff member. Multiple children of the same staff member pay standard dues for additional children. Waiver does not apply to tournament-specific fees or personal travel costs.
Every family deserves to know the full picture before committing to a tournament weekend. Below is a typical cost breakdown showing what the org covers and what families are responsible for. Actual figures are distributed before each tournament registration deadline.
| Cost Item | Typical Amount | Paid By | Notes |
|---|---|---|---|
| Local Tournament (1-day, in-area) | |||
| Tournament entry fee | $250 – $400 | Org | Paid from tournament & travel fund |
| Umpire fees | $80 – $150 | Org | Included in entry or paid separately |
| Gas / transportation | Personal | Family | Each family handles own travel |
| Meals | Personal | Family | Family expense |
| Family out-of-pocket | Gas + meals | Org covers entry & umpires | |
| Regional Tournament (2-3 day, away) | |||
| Tournament entry fee | $400 – $700 | Org | Paid from tournament & travel fund |
| Hotel block (negotiated rate) | $100 – $150/night | Family | Org negotiates block rate; family books & pays |
| Transportation | Personal | Family | Each family handles own travel |
| Meals | Personal | Family | Family expense |
| Team hotel coordination | $0 | Org (Cargill) | Org negotiates block; families opt in |
| Family out-of-pocket | Hotel + travel + meals | Org covers entry; hotel negotiated on your behalf | |
| National Tournament (multi-day) | |||
| Tournament entry fee | $700 – $1,200 | Org (partial) | Org covers base entry; crowdfunding supplements |
| Hotel (org block rate) | $120 – $160/night | Family | Org negotiates; families book directly |
| Airfare / long distance drive | Varies | Family | Family responsibility |
| Meals | Personal | Family | Family expense |
| Family out-of-pocket | Hotel + travel + meals | Advance notice given — families opt in voluntarily | |
No family is surprised by a cost. Every tournament is communicated with full cost expectations at least 3 weeks before the registration deadline. Families opt in knowing exactly what they'll spend. No tournament is mandatory — the org will never penalize a player whose family can't make a specific trip.
The Co-Directors report financial status to the Board on a defined schedule. Board Members and families are never left in the dark about where the org stands financially.
Cargill approves unilaterally. Routine operational expenses — supplies, minor fees, incidentals.
Both Co-Directors must agree. No board vote required but both Cargill and Cargill must sign off.
Requires a board vote — simple majority (Category I). Co-Directors propose, Board approves.
Requires a two-thirds supermajority board vote (Category II). Major expenditures only.
This financial policy has been reviewed and adopted by the Texas Venom Board of Directors. It supersedes any prior informal arrangements and is binding on all org members, staff, and families for the 2025 season.