Sports Turf Manager Association

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, his budget, and employees. Listed below are examples of his records accompanied by worksheets you can adapt to your facility.


Field Maintenance Resources

Daily Work Record

Sports Field Daily Work Records to adapt 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.

Activities Log
Activity Log to adapt to your facility
This document keeps a record of the date, maintenance activity performed and any special notes associated with that activity.

Monthly Work Record
Sports Field Monthly Work Records to adapt 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
North Scott Community School District Maintenance Costs Estimates Per Field
Maintenance Cost Spreadsheet to adapt 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 Spreadsheets
North Scott Community School District Fertility and Agronomic Plan Example
Fertility and Agronomic Plan for you to adapt 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
Chemical and Fertilizer Application Record for you to adapt 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 Applications
North Scott Community School District 2009 Primo Cheat Sheet Example
PGR Cheat Sheet for you to adapt 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
North Scott Community School District 2009 Product Order for All Fields
Product Order to adapt 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 Orders
North Scott Community School District 2006-2009 Sports Field Product Orders Example
Product Order for you to adapt 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
North Scott Community School District Preventative Maintenance Log
Preventative Maintenance Log to adapt to your facility
Record maintenance on each piece of equipment.

Rolling Stock Equipment List
North Scott Community School District Rolling Stock Equipment List
Rolling Stock Equipment List to adapt 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
North Scott Community School District Ten-Year Equipment Replacement Plan
Ten-Year Equipment Replacement Plan to adapt 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
North Scott Community School District Equipment Replacement Cycle
Equipment Replacement Cycle to adapt 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
North Scott Community School District Budget Worksheet
Budget Worksheet to adapt 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
North Scott Community School District Budget Summary
Budget Summary to adapt 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
North Scott Community School District Budget Justification Worksheets
Budget Justification Worksheets to adapt 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
North Scott Community School District Salary Summary
Salary Summary, Overtime, and Benefit Projections to adapt 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
North Scott Community School District Salary Projection Worksheet
Salary Projection Worksheet you can adapt to your facility
Keep track of employee positions, date of hire, current earnings, and increase information.

Salary Survey Form
North Scott Community School District Salary Survey Form
Salary Survey Form to adapt to your facility
Keep track of employee wages and benefits with this Salary Survey Form.