Effective Music Budget Procedures Seeking the support. Seeking the support. Finding adequate funding...

Effective Music Budget Effective Music Budget ProceduresProcedures

• Seeking the supportSeeking the support..• Finding adequate funding to Finding adequate funding to

support a quality music-support a quality music-education program can be education program can be complex, demanding, and at complex, demanding, and at times a nearly overwhelming times a nearly overwhelming obligation of the music educator.obligation of the music educator.


• Revenue sourcesRevenue sources..• Taxes and state aid to education Taxes and state aid to education • Special funds collected by the Special funds collected by the

music departmentmusic department• FundraisingFundraising• GiftsGifts• GrantsGrants


• TaxesTaxes..• All public school districts are All public school districts are

supported primarily from tax moneys supported primarily from tax moneys collected from all citizens residing collected from all citizens residing within counties in a particular school within counties in a particular school district.district.

• Money is allocated by state Money is allocated by state governments to school districts governments to school districts throughout the state.throughout the state.


• Special funds collected by the Special funds collected by the music departmentmusic department..

• Admission for concertsAdmission for concerts• Rental fees for school owned Rental fees for school owned

instruments and concert wear.instruments and concert wear.• Activity Fund – An annual fee for Activity Fund – An annual fee for

participating in activities within the participating in activities within the school.school.


• Fund-raisingFund-raising..• Fund-raising by parent Fund-raising by parent

organizations and student organizations and student groups have become the major groups have become the major source of funds to support the source of funds to support the annual music budget.annual music budget.


• GiftsGifts..• Local businesses, corporate and private Local businesses, corporate and private

foundations, as well as wealthy individuals foundations, as well as wealthy individuals can also be a source of additional funding can also be a source of additional funding for music education.for music education.

• Donations from performances for private Donations from performances for private organizations, parades, or similar functions organizations, parades, or similar functions cannot be ignored as a potential revenue cannot be ignored as a potential revenue source.source.

• Local service and music clubs are also Local service and music clubs are also potential sources.potential sources.


• GrantsGrants• Proposals can be written for a variety Proposals can be written for a variety

of projects to support a music of projects to support a music education programs.education programs.

• Likely candidates for proposal Likely candidates for proposal acceptance are:acceptance are:• Commissioned worksCommissioned works• Guest performancesGuest performances• Residency programs by regional artistsResidency programs by regional artists


• Need for the Budget Process.Need for the Budget Process.• Imagine the chaos that would result Imagine the chaos that would result

in even the smallest school district if in even the smallest school district if an organized approach to an organized approach to determining annual budget needs did determining annual budget needs did not exist.not exist.

The system, as cumbersome as it The system, as cumbersome as it often appears to be, is the only often appears to be, is the only logical manner in which a school logical manner in which a school district can handle public moneys district can handle public moneys with a high degree of responsibility with a high degree of responsibility and accountability.and accountability.


• Need for the Budget Process Cont...Need for the Budget Process Cont...• Revenues must be estimatedRevenues must be estimated – the – the

budget process also requires the budget process also requires the estimation of anticipated revenue estimation of anticipated revenue from the sources that financially from the sources that financially support a school district. support a school district.

Local and state government agencies Local and state government agencies must be actively involved in the must be actively involved in the projection of tax revenues available projection of tax revenues available for dispersal to public education.for dispersal to public education.


• Need for the Budget Process Cont...Need for the Budget Process Cont...• Projected expendituresProjected expenditures – school – school

administrators must compile detailed administrators must compile detailed and accurate estimates on all and accurate estimates on all anticipated expenditures.anticipated expenditures.

A good school administrator will A good school administrator will request input in this portion of the request input in this portion of the process from even the smallest process from even the smallest program in the school district and will program in the school district and will insist that a budget proposal be insist that a budget proposal be submitted for music educationsubmitted for music education


• NeedNeed for the Budget Process Cont...for the Budget Process Cont...• Funds to be raised Funds to be raised – should the anticipated – should the anticipated

expenditures considerably exceed the expenditures considerably exceed the anticipated revenue for a school district, anticipated revenue for a school district, school administrators must raise additional school administrators must raise additional funds through increased tax support and funds through increased tax support and government grants or reduce the amount of government grants or reduce the amount of expenditures for the district.expenditures for the district.

• Then need to limit expenditures has Then need to limit expenditures has adversely affected music education in adversely affected music education in recent years and has resulted in increased recent years and has resulted in increased fundraising efforts by music educators and fundraising efforts by music educators and parents who support the program.parents who support the program.


• Types of Music Budgets.Types of Music Budgets.• Departmental Music BudgetDepartmental Music Budget – this plan is – this plan is

generally found in large school systems and generally found in large school systems and is compiled by a music supervisor or music is compiled by a music supervisor or music coordinator.coordinator.

• Budget support for all music activities Budget support for all music activities within the entire system, from preschool to within the entire system, from preschool to senior high is included in the departmental senior high is included in the departmental budget requestbudget request


• Types of Music Budgets Cont...Types of Music Budgets Cont...• Autonomous Music BudgetAutonomous Music Budget – often used in large – often used in large

school districts.school districts.

• In the autonomous budget approach, each school or In the autonomous budget approach, each school or unit within the district is granted funding according unit within the district is granted funding according to the activity level of the music program in that to the activity level of the music program in that particular school.particular school.

• The danger of the autonomous budget style is that it The danger of the autonomous budget style is that it fragments the total music program and creates a fragments the total music program and creates a balance problem throughout the entire district.balance problem throughout the entire district.


• Types of Music Budgets Cont...Types of Music Budgets Cont...• ““No Budget” Music Budget –No Budget” Music Budget – The “no budget” The “no budget”

approach to funding music education exists when approach to funding music education exists when the school administrator allows the music educator the school administrator allows the music educator to present expenditure request as “the need arises” to present expenditure request as “the need arises” and then takes positive or negative action on each and then takes positive or negative action on each request.request.

• This practice occurs most frequently in small school This practice occurs most frequently in small school systems where school officials pay “lip service” to systems where school officials pay “lip service” to wanting a quality music education program in their wanting a quality music education program in their schools and where they are dealing with an schools and where they are dealing with an inexperienced music educatorinexperienced music educator

• This approach holds absolutely no future for building This approach holds absolutely no future for building a strong music programa strong music program


• Multi-Unit School District Budget Multi-Unit School District Budget Procedures.Procedures.

• Several junior high’s and senior high Several junior high’s and senior high schoolsschools

• A combination of the first three types of A combination of the first three types of budgets would be the most appropriate to budgets would be the most appropriate to fit today’s needs.fit today’s needs.

• Each department within the district would Each department within the district would submit a budget request to the music submit a budget request to the music supervisor.supervisor.

• Music supervisor would organize all the Music supervisor would organize all the department request into a single document department request into a single document and would be presented to the district.and would be presented to the district.


• Small School District Budget Small School District Budget Procedures.Procedures.

• A split music budget combined with A split music budget combined with some elements of the autonomous some elements of the autonomous music budget plan are generally best music budget plan are generally best for small schools districtsfor small schools districts


• Small School District Budget Small School District Budget Procedures Cont…Procedures Cont…

• Establishing a budget plan Establishing a budget plan – there are three – there are three situations in which he budget plan needs to situations in which he budget plan needs to be developed:be developed:• If the music educator is in a first-year teaching If the music educator is in a first-year teaching

position and no budget plan for music education position and no budget plan for music education has ever existed.has ever existed.

• And experienced music educator accepts a new And experienced music educator accepts a new teaching position and is dissatisfied with the teaching position and is dissatisfied with the budget approachbudget approach

• Deciding to seek an expanded base of funding Deciding to seek an expanded base of funding through a different approachthrough a different approach


• Small School District Budget Small School District Budget Procedures Cont…Procedures Cont…

• Budget approach Budget approach – there are two – there are two primary ways to approach the primary ways to approach the submission of a music budget submission of a music budget request.request.• The The annual budgetannual budget represents a year- represents a year-

long effort on the part of the music long effort on the part of the music educator. educator.

• The The multi-year budgetmulti-year budget plan is used plan is used when a great deal of expensive when a great deal of expensive equipment is needed and its cost equipment is needed and its cost prohibits a purchase at one time.prohibits a purchase at one time.


• Organizing the Budget Organizing the Budget Request.Request.

• The level of acceptance of any The level of acceptance of any budget request is directly related to budget request is directly related to the manner in which it is organized the manner in which it is organized and submitted.and submitted.


• Organizing the Budget Request Cont...Organizing the Budget Request Cont...• Cover letterCover letter – the budget requests should – the budget requests should

include a concise and complete cover letter include a concise and complete cover letter that provides a verbal explanation for the that provides a verbal explanation for the request.request.

• Because the cover letter is the first item in Because the cover letter is the first item in the budget proposal, it must be carefully the budget proposal, it must be carefully structured to encourage the reader to structured to encourage the reader to consider thoughtfully the information that consider thoughtfully the information that follows.follows.


• Organizing the Budget Request Organizing the Budget Request Cont...Cont...

• Budget summaryBudget summary – the first section of – the first section of the budget request should be the budget request should be divided into 11 line-item categories.divided into 11 line-item categories.

• Administrators and administrative Administrators and administrative boards tend to look at the “big boards tend to look at the “big picture” rather than all the various picture” rather than all the various elements that make up the picture.elements that make up the picture.



• Budget summary cont…Budget summary cont… –11 line-item –11 line-item categoriescategories• New equipmentNew equipment• Replacement equipmentReplacement equipment• Music libraryMusic library• TravelTravel• AwardsAwards• Printing and publicityPrinting and publicity


• Organizing the Budget Request Cont...Organizing the Budget Request Cont...• Budget summary cont…Budget summary cont… –11 line-item –11 line-item

categoriescategories• Repair and maintenanceRepair and maintenance• Contest in the festival feesContest in the festival fees• Contractual servicesContractual services• Concert-wear maintenanceConcert-wear maintenance• ContingencyContingency

• Dollar amounts accompanying each line Dollar amounts accompanying each line item, anticipated non-district income, and a item, anticipated non-district income, and a total budget figure at the bottom of the total budget figure at the bottom of the page are all that is included as part of the page are all that is included as part of the budget summary.budget summary.



• Budget description by line-item Budget description by line-item categories – categories – the second section of the second section of the budget request includes a list of the budget request includes a list of the 11 line-items and accompanying the 11 line-items and accompanying subcategories, complete with a list of subcategories, complete with a list of separate needs within each separate needs within each subcategory.subcategory.



• Support informationSupport information – following the – following the budget summary and budget budget summary and budget description, justification for the description, justification for the budget request is included in section budget request is included in section three of the proposal. This section three of the proposal. This section includes specific reference to includes specific reference to particular line items, as well as particular line items, as well as comprehensive support information.comprehensive support information.



• Support information cont...Support information cont...• A general statement of justification for A general statement of justification for

the request can open this section, the request can open this section, followed perhaps by cost per pupil followed perhaps by cost per pupil figures.figures.

• A comparison of music budgets in area A comparison of music budgets in area schools of similar size can also be schools of similar size can also be includedincluded



• Support information cont...Support information cont...• School administrators and their boards School administrators and their boards

of education rarely comprehended of education rarely comprehended number of school and community number of school and community appearances made by the music appearances made by the music performing groups in their own schools. performing groups in their own schools.

• Use this section to demonstrate the full Use this section to demonstrate the full extent of the music programs activities.extent of the music programs activities.


• Preparation and Presentation Preparation and Presentation of the Budget Proposalof the Budget Proposal

• A final concern in preparing the A final concern in preparing the budget document is the format as a budget document is the format as a separate sections of the proposal.separate sections of the proposal.

• The major format guideline is to The major format guideline is to leave a great deal of “white space” leave a great deal of “white space” when typing each page.when typing each page.


• Preparation and Presentation of Preparation and Presentation of the Budget Proposal Cont…the Budget Proposal Cont…

• The budget request will read more The budget request will read more easily and have a much better easily and have a much better chance of being considered if the chance of being considered if the format is clean, uncrowded, and format is clean, uncrowded, and uncluttered. uncluttered.

• Include more pages in the proposal, Include more pages in the proposal, but make each page easily readable.but make each page easily readable.


• Preparation and Presentation of the Preparation and Presentation of the Budget Proposal Cont…Budget Proposal Cont…

• After the document is submitted to the After the document is submitted to the appropriate administrative budget agent, appropriate administrative budget agent, the music educators should plan on being the music educators should plan on being called upon to defend the proposal to the called upon to defend the proposal to the school board.school board.

• If properly prepared, the budget proposal If properly prepared, the budget proposal will nearly speak for itself from a will nearly speak for itself from a justification standpoint, but the music justification standpoint, but the music educator can humanize the proposal by educator can humanize the proposal by personally explaining portions of the personally explaining portions of the request.request.


• Administration of the BudgetAdministration of the Budget• A systematic means of administering A systematic means of administering

the budget must be implementedthe budget must be implemented• Using a small ledger with each section Using a small ledger with each section

devoted to each line-item category.devoted to each line-item category.• At all times, the music educator needs At all times, the music educator needs

to have an approximate idea of the to have an approximate idea of the funds remaining in each line-item.funds remaining in each line-item.

• Computerized bookkeeping can help aid Computerized bookkeeping can help aid in this processin this process


• Sample Budget RequestSample Budget Request• See handout – See handout – sample budget sample budget

requestrequest

Effective Music Budget Procedures Seeking the support. Seeking the support. Finding adequate funding...

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