Facility Improvement Discussions

Andy, a superintendent for a school district in the Midwest, was approached by the baseball and softball program with a desire to improve the facilities. Although the school district is small, it has made enhancements for various sports over the years. The baseball and softball teams are seeking significant changes that could notably improve the facilities for the next 20 years. When initiating these discussions, it’s important to consider who should be involved.

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The Administration: The administration plays a crucial role in communication due to its unique vantage point. This group comprises the school superintendent, school board members, directors, and presidents of organizations. They receive feedback from various stakeholders, including coaches, students, parents, and community members. The administration has a political aspect to consider, as stakeholders both internally and externally may expect them to lean one way or the other in support of various athletic and academic programs. Moreover, they possess a comprehensive understanding of the capital improvement process, including the necessary steps for project approval. The administration also has insight into the budget, determining the allocation of funds for a project in a given year or whether the project needs to be deferred.

Programming Staff: The programming staff includes coaches, individuals directly involved in athletics, and those responsible for scheduling facilities. Recognizing the programming point of view is essential because it provides insights into when the fields are in use and highlights crucial periods for teams. Awareness that a team is using the field for spring practice or an external group is renting a field for a different sport can impact project timelines. The programming staff possesses the knowledge of field usage and when they can be temporarily closed to initiate a project.

Maintenance Staff: One often overlooked group is the maintenance staff. The significance of including them in these discussions cannot be overstated. Those responsible for daily facility care must be part of the conversation on facility improvements to provide insights into potential constraints. While enhancing a facility is beneficial for the sport, it's imperative that the maintenance team is involved to ensure optimal utilization of funds. Additionally, the maintenance team can offer valuable feedback about the fields, knowledge that the programming or administration team may have limited access to.

A collaborative approach involving the administration, programming staff, and maintenance team is crucial for successful facility improvements. Each group brings a unique perspective that, when combined, ensures not only the effective implementation of changes but also the long-term sustainability and usability of the upgraded facilities.

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