Granbury ISDAthletic Gate Procedures

For Gate Keepers

2012-2013

Table of ContentsA. IntroductionB. Responsibility of District Personnel and Required TrainingC. Contents of Game BoxesD. Middle School Athletic Events

1. Indoor Events2. Outdoor Events

E. GHS and CNGC Athletic Events1. Indoor Events2. Outdoor Events (excluding Varsity Football Games)

F. Varsity Football GamesG. Tickets and SectionsH. PassesI. Disbursement of Gate FundsJ. Operations BreakdownK. Summary

IntroductionThis presentation has been written to provide a set of standardized accounting procedures for all gate personnel of GISD Athletic Events. This covers all secondary schools of Granbury Independent School District. Administrators, principals, coaches, bookkeepers, and other ISD employees involved in the handling of these funds should become knowledgeable with the instructions prescribed in this presentation and in the available handbook.

The directors, principals, teachers, and clerical staff are placed in a position of trust by parents, students, and spectators when funds are placed in their care. Adequate measures to control these funds will assure parents, students, and spectators that the funds are handled properly.

Athletic game funds consist of money that is received from any sporting event held at Granbury ISD. These funds are obtained by the admission of fans participating in the sporting events.

Responsibilities of District Personneland Required Training

All Athletic Department, ISD, and campus personnel including bookkeepers who are involved in the disbursement of game boxes for games will not be able to maintain gates during athletic events. This would result in a conflict of the separation of duties.

The Athletic Department will be responsible for assembling all game boxes for all home GISD Athletic Events with the exception of the middle school indoor athletic events. Those game boxes will be assembled by the designated personnel at each campus.

At the designated time at each home GISD Athletic Event, all money collected, left over tickets, game papers, etc. must be given to the administrator on duty that has been determined by the Athletic Director.

Anyone who is willing to work an athletic gate as a ticket seller or taker must review and understand all the rules and guidelines set forth by the GISD Business Office and GISD Athletic Department. They must also sign off on all the information in this presentation and the original signature page must be on file in the Athletic Department prior to the schedule event.

Contents of Game BoxesAll game boxes, whether prepared by the Athletic Department of Middle School Office, should have the following items:

Cash to be used as beginning changeTicket WorksheetAdult TicketsStudent TicketsCounterfeit PenPayment AuthorizationsW-9sFree Ticket LogsPensCalculatorSign showing Ticket PricesSign indicating “No bills over $20 will be accepted”Sign stating that all student athletes wishing to use their Student Athlete Pass must

also present their current Student IDExample page showing all approved passes (optional but recommended)

Middle School Athletic EventsINDOOR ATHLETIC EVENTS

All Middle School Indoor Athletic Events are handled through the MS office. The MS Office is responsible for assembling the game boxes and the depositing of the monies collected from the athletic event. The Athletic Department will be responsible for payment for all game workers including officials and security. This includes volleyball, boys basketball, and girls basketball. The only event that the MS Office will not be responsible for collecting monies is at tournaments. All tournaments are ran by each individual sport’s booster club.

OUTDOOR ATHLETIC EVENTS

All Middle School Outdoor Athletic Events are handled through the Athletic Department. The Athletic Department is responsible for assembling the game boxes and the depositing of the monies collected from the athletic event, as well as payment for all game workers including officials and security. This covers football only. There is no gate taken at track meets. The GISD Maintenance Department will have responsibility of most outdoor athletic events.

GHS and CNGC Athletic EventsINDOOR ATHLETIC EVENTS

All GHS and CNGC Indoor Athletic Events are handled through the Athletic Department. The Athletic Department is responsible for assembling the game boxes and the depositing of the monies collected from the athletic event, as well as payment for all game workers including officials and security. This includes volleyball, boys basketball, and girls basketball. The only events that the Athletic Department will not be responsible for collecting monies is at tournaments. All tournaments are ran by each individual sport’s booster club.

OUTDOOR ATHLETIC EVENTS (excluding varsity football games)

All GHS and CNGC Outdoor Athletic Events (excluding varsity football games) are handled through the Athletic Department. The Athletic Department is responsible for assembling the game boxes and the depositing of the monies collected from the athletic event, as well as payment for all game workers including officials and security. This includes football, boys soccer, girls soccer, baseball, and softball. There is no gate taken at track meets. The GISD Maintenance Department will have responsibility of most outdoor athletic events.

Varsity Football GamesIt is the Athletic Department’s responsibility to assemble all the game boxes for the varsity football games. The Athletic Director will deliver all game boxes to Pirate Stadium prior to the beginning of the game. All game box contents will need to be verified in the designated room that the money boxes are delivered in prior to the start of ticket sales. At the conclusion of the designated time period for ticket sales, gate personnel will be escorted by a Hood County Sheriff’s Deputy up to the designated room and all game boxes will be counted in the locked secured room. Ticket sellers need to verify the money and remaining tickets and return all documents, including the signed Ticket Worksheet, in the game box. All game boxes will be locked and returned to the Athletic Director before the room will be unlocked and gate personnel will be allowed to leave.

All campuses will sell tickets to the home varsity football games at a discounted price. Tickets and monies are expected back in the Athletic Department on the game day (usually Fridays) by 12 noon.

All secondary campuses will sell tickets to the away varsity football games at a discounted price. Tickets and monies are expected back in the Athletic Department on the game day (usually Fridays) by 12 noon.

The Athletic Department will be responsible for depositing all monies, including the beginning cash but on a different deposit, on the next business day.

All ticket sellers and takers must complete the required Gate Procedure Training.

Tickets and SectionsWe sell General Admission for both adults and students to all home GISD Athletic Events. The ticket prices are set by the governing bodies which for all Middle School competition is Quad County and for all secondary competition is based on the current district classification that we are in.

There is no reserved seating for home GISD Athletic Events with the exception of Varsity Football.

Varsity Home Football games offer two reserved sections as well. Both our VIP Reserved Section and Section E Reserved tickets are sold in our Athletic Office prior to that week’s home football game and any leftover tickets for that week are sold at the main ticket gate the night of the Varsity Football game.

PassesWe offer a “Gold Card” pass to our senior citizens that are 55 years and older. The cost of the Gold Card is $5 and can be purchased in the Athletic Office. The Gold Card allows only the card holder free admittance into any home GISD Athletic Event, however it does not provide them a free ticket in one of the reserved sections at the Varsity Football Games. No other form of ID is needed. The card holder simply shows their card at the gate, signs the Free Ticket Log, and goes in to cheer the Pirates and Lady Pirates to victory. We do offer all clergymen and clergywomen Gold Cards that will state their name followed by “AND FAMILY.” This is the only time the Gold Card will admit more than the card bearer free admittance.

We also provide every student athlete with a Student Athlete Pass at the beginning of the school year. This pass will have the student athlete’s name on it and will allow only that athlete free admittance into any GISD Athletic Event. The student athlete must not only present their Student Athlete Pass, but also their current School ID to verify they are the card holder. The student athlete must also sign the Free Ticket Log to be able to attend the event. If the student athlete abuses this program, they are subject to losing their card privileges.

Other passes that are accepted at all GISD Athletic Events include our Athletic District Passes which admit the card holder and 3 guests, the Texas High School Coaches Association Cards, the Texas Girls Coaches Association Cards, and other professional coaching memberships.

All GISD Employees can show their current school year badge and receive free admittance to any home GISD Athletic Event, however it does not provide them a free ticket in one of the reserved sections at the Varsity Football Games.. The employee will need to sign the Free Ticket Log and list which campus/department they work for.

Disbursement of Gate FundsAll gate funds are the responsibility of the Athletic Office for the middle school outdoor athletic events and all secondary school athletic events.

The gate funds for the middle school indoor athletic events are the responsibility of the Middle School Office.

Gate keepers cannot accept damaged money. The serial number must be intact.

Gate keepers are strongly encouraged to use the counterfeit pen on all bills over $20.

Beginning amounts for game boxes is predetermined based upon the event and the previous fan base attending the event.

Anyone checking out or returning a game box must sign the Log book.

The Ticket Worksheet must be completed and signed by the gate keeper.

Operations BreakdownPRE-GAME

Game box is assembled by the Athletic Department / MS OfficeTicket Seller picks up the game box from the office and verifies contents prior to signing

game box outTicket numbers are verified and noted on Ticket WorksheetBeginning change is counted and verified, any discrepancies are noted on Ticket WorksheetPayment Authorizations and W-9s are filled out by necessary individuals (including game

workers, officials, and security)POST GAME (or the end of the scheduled ticket sell period)

Count all monies received (including beginning change) and note on Ticket WorksheetRecord the ticket number on the Ticket WorksheetSign the bottom of the Ticket Worksheet verifying all the information on the Ticket

Worksheet as accuratePlace all signs, forms, pens, calculator, etc. into the game box and lock the box with all

contents insideLocate the game administrator and hand them the locked game box

NEXT SCHOOL DAYThe game box is to be delivered to the Athletic DepartmentAthletic Department / MS Office counts all the monies and verifies the information written on

the Ticket WorksheetAll monies (minus beginning change) is deposited on the next business day.MS Offices are to prepare the correct GISD Athletic Department Game Report and submit it

along with the Ticket Worksheet, payment authorizations, and W-9s to the Athletic Department.

SummaryThank you for your interest in being a gate keeper.

We appreciate your willingness to help the Athletic Department.

To complete your training, please sign the signature page stating that you understand and will adhere to the policies and procedures

set forth in this presentation prior to the schedule event. The signature page needs to be returned to Amanda Rankin in the Athletic Department.

The signature page can be found on the Athletic home page under Gate Training Procedures. The signature page MUST be signed and on file

in the Athletic Office prior to you working a gate.

If you should have any questions, problems, or concerns, please feel free to email or call the Athletic Department at:

amanda.rankin@granburyisd.org or 817-408-4080.

If at any time you feel you cannot fulfill the duties and expectations of Gate Personnel, please notify the Athletic Department.