Jim Griffin for Congress

Budgeting for the Arts

The Visual and Performing Arts are an essential part of every child's education. But too often, this opportunity is shortened, diminished or eliminated due to scheduling challenges and budgetary concerns. 

The arts can be experienced in public and private schools regardless of budgetary constraints.

Effective planning and knowledge of artistic mediums and equipment/supplies are essential to program design and implementation. Areas of consideration for school leaders:

  • District arts programs should have a K-12 Arts Leader. This person should have arts certification, classroom experience and should be knowledgeable in the arts subject areas. This person can provide huge cost savings through effective planning, RFP/bid work with vendors and proper budgeting for long-term development.

Effective arts leadership can easily offset the cost of the leadership position and create annual cost savings for school districts.

How should a district budget for arts programming?

Learning Materials

  • Visual arts supplies 
  • Sheet music 
  • Instrumental equipment (band, orchestral, percussion, etc)
  • Classroom music equipment (recorders, method books, ukulele, etc)
  • Technology tools for curricular and program management
  • Periodic capitol improvements - theater technology, concert percussion, classroom equipment
  • Colorguard equipment (if applicable)

Transportation

  •  Bussing to local and regional performance events/competitions

Dues & Fees

  • Districts should cover student and staff fees associated with membership and participation in Connecticut state arts events. CMEA (The Connecticut Music Educators Association) hosts Elementary Honors and Middle/High School Regionals and High School All-State events. 
  • Participation in other Connecticut arts programming such as Regional Scholastic Art Awards, USBands competitive marching programs, ACDA Choral events, ASBDA concert band programs and more.

Professional Development

Repairs and Maintenance

  • Band and orchestral instrument repairs
  • Theatrical maintenance for lighting, sound and video systems

Staffing

  • Certified arts teachers in elementary, middle and high school to provide comprehensive arts programming to all students
  • Stipends for extra-curricular norms of many arts positions
  • Stipend/hourly options for support services beyond full-time arts teachers such as piano accompanists, marching band support staff, choreographers and theater support staff
Fiscal planning and strategies for implementation 
  • Annual budgeting with a strategic plan for equipment acquisition is essential. Procurement of visual art supplies through State bid pricing while sourcing through reputable vendors will create a quality learning environment, provide teachers with quality supplies and create cost savings for the district.  
  • Grant Programs are often available to support school programs. Horns for Kids is a wonderful example of a Connecticut resource supporting our schools. USDOE also offers guidance on funding arts through federal funds.
  • Music equipment has a very long lifespan when properly maintained. For example, a piece of concert percussion can easily last 20+ years in a school music program. 
  • Arts classes rarely use textbooks and have very low software costs as compared to courses with paper or digital textbooks/ebook licenses. Sheet music, art supplies and annual instrument purchases should be budgeted for in lieu of these line items in other subjects.
  • Development of Booster organizations is a huge benefit to programs. Depending on program needs, these groups can be developed as 501-c3 and llc entities, can work with local business as sponsors and can support events. Boosters can also benefit school leaders as a source of PTO support, event development and general community involvement. 
  • End-of-year expenditure (when districts are closing purchase orders and grants are running out) can be an effective time for equipment acquisition. Developing quotes ahead of time for equipment replacements when funds become available can be a valuable part of fiscal planning. 
How to handle instruments 

Many districts purchase instruments that are then loaned to student for the school year. This creates an initial balloon cost, but creates an equitable environment where all students can participate regardless of financial status. Programs will always be larger and more comprehensive when adopting this model.

If purchasing instruments for students as a district is not an option, rental programs coordinated through local music vendors provides an avenue for students to obtain instruments with rental, rent-to-own or purchase options. It is important to research local and regional options to ensure the most cost-effective solution for your students. 

In any school system, it is not realistic to expect students to rent or purchase all instruments. Schools must obtain large brass and woodwind instruments such as tubas, baritone saxophones, mellophones, etc, and percussion instruments such as timpani, bass drums, mallets, drum kit, amps, concert percussion and more. 

  • Equipment acquisition through appropriate vendors (by Blanket PO or RFP )is essential. The person leading this work MUST have knowledge of the content areas. In the age of online purchasing, big box stores and changes in equipment manufacturing, the wrong purchase can have catastrophic consequences. Some low quality brands will refused by repair shops and the lifespan of an instrument can be greatly reduced from the norm. 
  • A partnership with a local music repair facility is essential. Repair facility can provide repair, replacement equipment and supplies, can visit schools weekly and work directly with teachers. It is important to research and select the shop that best fits your school program needs
  • Leasing and Multi-Year purchasing programs are available from most major instrument manufacturers. Local shops can provide information on these options. 
  • Used and demo equipment is often available to schools through local shops from regional/national entities such as All-State festivals, Drum Corps, school rental programs, colleges and more. High quality instruments have a very long life span if maintained and demo/used should always be considered as a cost-saving option. 

The Connecticut Arts Administrators Association is here to support your district in these areas. Our team of Connecticut public school arts administrators can assist your staff in any of these areas. Reach out to us or send your arts leader to our next meeting!

THIS PAGE IS BEING UPDATED REGULARLY WITH CURRENT INFORMATION TO SUPPORT ARTS LEADERS