Up in my part of the world, schools experience and "audit" every few years. Basically an architect firm is hired to inspect everything in the district, to determine what needs to be upgraded/replaced functionally or mechanically. They list everything by importance, and the school board decides how much to budget in a capital project, and they complete the projects by priority until they run out of $.
Makes sense if you are an elected official or high administrator who knows nothing about these things, but notice: there is legally no responsibility to ask those who use the facilities every day. Although some do include us, most get in and out as quickly as possible.
I have found to listen for when this happens in my district, and try to hover the room when they come through. Ask "can I help you", and mention whatever you are working on that needs attention. They have also asked me specific questions like "It looks like you could use some acoustic treatments in this room, what do you think about that?" At that time my reply was "That would be nice, but we also need a new
dimmer rack to replace the one that started arcing and shooting blue flashes 15 years ago." ( the new rack was installed the next year)
Also, I created my own list: everything in the room, and what needs to be refurbished or replaced and approximately when. I included things like painting, carpeting, fixtures,
acoustics, seating, sound,
etc. I formalized the list on a one
page document, and explained each need on separate pages.
I asked to have a meeting with the building principal, head custodian, finance officer, and anyone else who would listen, and distributed the list in the room, briefly pointing out each item.
Since that meeting, they have knocked off one major item each year, and pushed for many to be included in the next capital project. I have learned that even though I don't have an
auditorium budget, everything I need is included in a budget somewhere, I just need to find the $.
Sockets, lamps,
electric work, pulling cable, nuts and bolts: buildings and grounds budget
Wires, computer related, tech: Technology budget
Sound, projection, av related: AV budget
Any contracted repair: repair budget
Other: principal and every administrator has their own budget - ask
Any large expenditure: capital project (district pays very little)
An actual
safety issue will be corrected immediately, and not enough light due to damaged fixtures or any other reason would be included. "What happens if the lights flicker as a student approaches the
edge of the
stage?"
Probably many similarities in budgeting in Texas, but only you know your
system. Good luck!