What do we know about each item?
Record the item type, approximate age, condition, recent repairs, and a current replacement estimate. Keep serial numbers and student assignments in the school inventory system.
Keep each needs note short. Explain what changed and what decision the board needs to make.
Separate repair from replacement
Add the latest repair estimate when you have one. That gives the director and board something concrete to compare with replacement cost.
Use the worksheet to compare repair and replacement costs. Your school's rules still govern ownership, purchasing, insurance, repairs, and disposal.
Put the requests on a calendar
Group likely purchases by year and total each year. Leave room for items that need another inspection or quote before they get a target date.
Put a next-review date on the plan and use the schedule your director or school requires because condition, enrollment, program needs, and prices change.
The board needs the reason first
Start with what changed and the decision you need from the board this year. Note any items that now affect instruction or performances.
Show the current-year total, the next four years, and anything still waiting on an inspection or quote. That lets the board discuss a plan instead of reacting to one isolated purchase.
Sources & local guidance
Source links checked July 31, 2026
This worksheet helps with planning. Your school or district still decides how inventory, purchases, repairs, insurance, ownership, and disposal are handled.