Recordkeeping

Staying organized and maintaining accurate records for all aspects of your facility is essential for a successful program.  John Netwal, CGCS, Director of Operations at North Scott Community School District, has created extensive records to keep track of field maintenance, equipment, budget, and employees.  Listed below are examples of his records accompanied by worksheets you can adapt to your facility.

Field Maintenance Resources:

Daily Work Records for Sports Fields (adaptable to your facility)
Keep track of the total hours spent daily on each maintenance activity using this resource.  The document is set up to do the calculations for you.

Activity Log (adaptable to your faciltiy)
This document keeps a record of the date, maintenance activity performed and any special notes associated with that activity.

Monthly Work Records for Sports Field (adaptable to your facility)
Keep track of the total hours spent monthly on each maintenance activity using this resource.  The document is set up to do the calculations for you.

Field Maintenance Costing Spreadsheet Example (for North Scott Community School District)
Field Maintenance Costing Spreadsheet (adaptable to your facility)
This document conveniently keeps a record of all maintenance activities, the man hours and labor costs involved, and necessary products and their cost.  The document is set up to do the calculations for you so you can see what each activity costs and the final total annual maintenance cost.  Be sure to fill in the highlighted Labor Cost Per Hour to determine your total Man Hour Cost, and the highlighted Field Size to determine your Cost Per Square Foot.

Fertility and Agronomic Plan Example (For North Scott Community School District)
Fertility and Agronomic Plan Spreadsheet (adaptable to your facility)
Stay organized with this spreadsheet, which keeps a month-by-month record of fertility products used on each sports field.  Keep track of field size, products, costs, and total amount of nutrients applied to each field.  The document is set up to do the calculations for you.

Chemical and Fertilizer Application Records (adaptable to your facility)
Keep a complete, organized list of all chemical and fertilizer applications with this easy-to-use record that lists the applicator, weather conditions during application, and the purpose for treatment.

Plant Growth Regulator Application Example (for North Scott Community School District)
Plant Growth Regulator Cheat Sheet (adaptable to your facility)
Keep track of your plant growth regulator applications.  This sheet lists field dimensions, application equipment information, and appropriate application rates so you know exactly what to expect and how much product to apply to each field.

Product Order for All Fields Example (for North Scott Community School District)
Product Order (adaptable to your facility)
Use this document to determine the amount of each product needed for each of your fields.  The document is set up to do the calculations for you so you can get a grand total of each product that will be needed for the year.

Sports Field Product Order Example (for North Scott Community School District)
Product Order (adaptable to your facility)
Use this document to keep track of the products you order each year.  The table allows you to list the vendor, product, product quantity, and unit cost.  The document is set up to do the calculations for you, so all you need to do is enter the quantity and unit cost to determine the total cost for each product and the total cost per year.

Equipment Records

Preventative Maintenance Log Example (for North Scott Community School District)
Preventative Maintenance Log (adaptable to your facility)
Record maintenance on each piece of equipment.

Rolling Stock Equipment List Example (for North Scott Community School District)
Rolling Stock Equipment List (adaptable to your facility)
Keep an up-to-date inventory on each piece of equipment. This document allows you to list serial numbers, suppliers, costs, date received, estimated lifespan, and estimated replacement date.

Ten-Year Equipment Replacement Plan Example (for North Scott Community School District)
Ten-Year Equipment Replacement Plan (adaptable to your facility)
Determine when each piece of equipment in your inventory will need to be replaced. Keep track of the quantity and cost for each year using this spreadsheet. The document is set up to calculate the Total Cost for you each year.

Equipment Replacement Cycle Example (for North Scott Community School District)
Equipment Replacement Cycle (adaptable to your facility)
Determine the time frame in which each piece of equipment will need to be replaced. This spreadsheet lists each piece of equipment, average hours used per year and the total hours expected each year.

Budget Resources

Budget Worksheet Example (for North Scott Community School District)
Budget Worksheet (adaptable to your facility)
This worksheet provides a comparison of the previous budget year to the current budget year. It provides a brief analysis of items in the budget and why there may be an increase in cost from the previous year.

Department Budget Summary Example (for North Scott Community School District)
Budget Summary (adaptable to your facility)
List month-by-month costs and the document will calculate the total for each item in the budget, total for the month, and your total for the year.

Budget Justification Worksheets Example (for North Scott Community School District)
Budget Justification Worksheets (adaptable to your facility)
This provides a detailed analysis of costs associated with each item in the budget. You can break costs down month-by-month to get a calculation for the total annual cost.

Employee Records

Salary Summary, Overtime, and Benefits Projections Example (for North Scott Community School District)
Salary Summary, Overtime, and Benefit Projections (adaptable to your facility)
Keep a month-by-month record for each employee’s salary/wages, overtime, and benefits. This document will calculate monthly and annual totals.

Salary Projection Worksheet Example (for North Scott Community School District)
Salary Projection Worksheet (adaptable to your facility)
Keep track of employee positions, date of hire, current earnings, and increase information.

Salary Survey Form Example (for North Scott Community School District)
Salary Survey Form (adaptable to your facility)
Keep track of employee wages and benefits with this Salary Survey Form. 


 

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