CROMWELL, Conn. — The Cromwell Board of Education on Oct. 7 discussed enforcing existing facility‑use regulations that administrators say have not been applied consistently for years, a change that produced immediate concern from an arts organization that has used school auditoriums for camps, rehearsals and performances.

Superintendent Dr. Macri opened the discussion by saying administration found that the district “was not enforcing the regulations” tied to its facility‑use policy and presented a payment structure the district intends to follow going forward. Lynn McKinney, facilities and operations coordinator, told the board the policy on the books requires a $700 minimum for the first four hours of auditorium rental and $125 per hour after that; custodial fees are billed separately and are treated as overtime when applicable.

The topic matters because administrators say custodial coverage, utilities, security and wear‑and‑tear on district buildings are being absorbed by the school budget. McKinney said, “At present, Cromwell Schools charges only for custodial services to both nonprofit and for profit when they're incurred. ... Our current approach unintentionally subsidizes private enterprises at the expense of our school and taxpayers.”

Company in Tempo — an arts program that has used Cromwell facilities for camps, rehearsals and multi‑day performance runs — objected to the timing and size of the charge. A public commenter speaking on the group’s behalf said, “The decision to suddenly enforce an additional $10,000 in facility fees creates a financial burden that will ultimately fall on families and climate access for many students who benefit the most from these experiences.” (The commenter identified herself as speaking on behalf of Matt Brown and later was addressed as Shannon in the transcript.)

What district staff told the board

- McKinney said the district historically charged only custodial fees when custodians were already scheduled and that groups have not been assessed the fuller rental fees “because of past practice.” She said the estimate provided to Company in Tempo covered rehearsal dates (Nov. 18–19, 3 p.m.–9 p.m.) and performance dates (Nov. 20, 22 and 23) — a request that included seven rehearsal dates and three performance dates for the season being discussed.

- Custodial overtime is quoted as a range in advance because the district uses a rotating seniority system to assign overtime; McKinney said the typical overtime range is about $32 to $42 per hour depending on the custodian assigned.

- McKinney also told the board she consulted the district attorney, who advised that fees and waivers be applied consistently to avoid claims of discrimination: “You just need to make sure that you are consistent across the board,” she said.

Board discussion and alternatives considered

Board members raised several options short of a strict, immediate application of the published rates. Suggestions included:

- Grandfathering or staging the new fees for long‑standing users (several board members asked whether Company in Tempo could be phased into the full rate over one or two years).

- A volume/discount approach: a reduced per‑day or per‑hour rate for groups that use district facilities for many days in a season (multiple board members suggested a sliding scale or a bulk‑use discount).

- Differentiating rehearsal versus performance rates: one board member suggested lower rehearsal fees because rehearsal schedules cause less wear and tear and fewer ticketed spectators than performances.

- Lowering the initial minimum: a few members suggested numbers between $300 and $500 for the first four hours as a point for administration to consider; another board member noted Berlin’s $75/hour auditorium rental as a local comparison.

What the district compared

McKinney said the district surveyed area towns. Rocky Hill published roughly $100 per hour (with a three‑hour minimum and a separate technician fee), Berlin charges $75 per hour for residents (double for out‑of‑town renters), and Portland posts an equivalent of $900 for a four‑hour performance and $150 per hour thereafter. McKinney told the board that custodial charges are generally billed separately in those systems.

Formal action and next steps

No vote was taken. Superintendent Dr. Macri said she will consult counsel about how, if at all, the district can phase in a change and whether any legally defensible grandfathering or staged approach is available. McKinney said the district will also set up the account structure with the town so custodial reimbursements and any rental fees are tracked. Board members asked administration to return with clarified numbers — including exact custodial wage estimates, a breakdown of Company in Tempo’s recent use (13 rental days in 2024–25 with no rental charges assessed), and a recommended fee structure that would cover incremental maintenance and capital needs — at a future meeting.

Why this matters locally

Board members who supported enforcement said rental revenue is needed to preserve taxpayer‑funded facilities and to create a fund for repairs so capital projects are not continually postponed. Members who urged leniency emphasized the nonprofit and community value of arts programs and the sticker‑shock effect on organizations that were not previously charged.

District officials said counsel advised that selective waivers could create legal risk and recommended consistent application; board members pressed for options that would keep longtime community arts partners viable while addressing fiscal stewardship.

Ending

Administration will return with specific financial breakdowns and legal guidance; no change in the policy was adopted Oct. 7. The board requested options that protect district facilities and give long‑standing community tenants a clear path to compliance if the district proceeds with enforcement.