As grounds management professionals we have learned the essentials of keeping the fields we maintain in the best condition possible. Mowing, seeding, fertilizing, lining fields and proper watering are just some of the tasks that are performed. Topdressing, aeration and repairing unsafe or worn areas are other responsibilities. For most of us budgeting is most likely our least favorite task. We all share the passion for growing and maintaining green spaces but many of us need to be more proactive and knowledgeable when it comes to the budgeting process.

Budgeting

What we need to realize is that when it comes to maintaining our fields it all really begins and ends with a budget. Although this is not a general topic of conversation for most of those performing day-to-day tasks, as a grounds manager you need to recognize that a budget is vital to your survival.

To be a leader in athletic field management requires knowledge of the budget procedures and how they impact your athletic field operations.

Often your destiny is determined by your budget and how you work with that budget. As a manager who oversees and is responsible for maintaining athletic fields it is extremely important to understand the budget process just as well as you know the latest irrigation technologies. Remember, operating within a budget is a very important part of your duties, so careful preparation of your budget can be an asset in building credibility with those throughout the organization. No matter if you are responsible for maintaining fields for a youth program, high school, college or even a professional field you need to know what you are able to spend when it comes to materials, supplies, equipment and wages.

First, you must know what you have: acreage, staff, duties, money and programs to support. You cannot prepare a budget without knowing these aspects. You also need to know your role in the budget process. If your budget is a piece of a larger budget, find out how representatives in other departments are submitting their budgets.

Machinery, such as a ride-on mower, is an item that would be covered by a capital budget. Capital money is attained through bond issues, gifts or borrowing.

Capital

Operating budgets reflect the expenditures used to operate and maintain the fields you are responsible for. Capital budgets reflect expenditures that adjust the assets of either a school, college or recreation program. Capital money often is raised through borrowing, bond issues or gifts. Items covered by capital budgets include:

Know the existing budget

Keep in mind that all budgets are incremental. Usually, you receive what you received last year, plus or minus adjustments for program changes, plus or minus a percentage.

Work on areas that you know need improvement.

To increase your chances of receiving requests, put in writing your known costs. Be sure to know the costs for routine maintenance such as mowing, lining, fertilizing, seeding and repairing fields.

Know the process

Learn as much as you can about the type of budget your administrators expect to see. Are you in a situation in which you have to explain your operation or are they only interested in numbers? Some administrators just care about the bottom line.

To bolster your chances for receiving your requests, suggest that those who participate in the budget process take a look at the work you and your crew do on your fields and the amount which is accomplished. They may truly be amazed to find what your budget covers.

Put it in writing

Add up your known costs, along with the level of services you provide with those funds. Add or subtract the items you know will change. Make sure to include retirements, rate changes, staff additions, etc. If you expect program changes, estimate the impact, then add or subtract. Next, consider the need for changes in staff or materials depending on any program changes. And, be sure to know the costs for routine tasks such as mowing a field, lining fields, fertilizing, seeding and repairing your fields.

The best justification for expenditures is performance and that may not be enough. To be a leader in athletic field management requires knowledge of the budget procedures and how they impact your athletic field operations.

With more people using athletic fields, insurance companies are demanding greater uniformity in design, construction and maintenance. Insurance is something that is a part of athletic field budgeting. By maintaining accurate records of fields that include maintenance procedures, corrective procedures of possible worn areas, and working with trainers to identify accidents or injuries on the field, may have an impact on insurance policies, premiums and costs.

Nothing is more persuasive than a well-written document such as a budget proposal.

Behind the Budget

Consider the following areas that can be crucial in putting a successful budget together. Each can have a tremendous impact on budget priorities and future activities:

Projects such as installing lights, irrigation systems or constructing a field are considered capital budget items. Capital budgets reflect expenditures that adjust the assets of either a school, college or recreation program.

The Final Step

Nothing is more persuasive than a well written document such as a budget proposal. If you need help, don?EUR??,,????'???t be afraid to ask for it. Preparing a budget proposal is not a time for misplaced pride. Those who are the decision makers are good at what they do. As you are good in making your fields looking spectacular, you also need to be as good in preparing your budget.