At the Oct. 13 Stafford Municipal School Board meeting trustees reviewed proposed changes to rental charges for three longtime youth organizations that use district facilities: SYBA (youth baseball/softball), Stafford Cobras (youth football) and the Carl Lewis Stars (track). Administration presented an analysis showing Stafford’s current third‑party rates are below peer districts and that district custodial and facilities costs — particularly overtime custodial coverage for weekend use — were generating a growing subsidy.

Administrators proposed a two‑stage approach: for the current school year recover full custodial cost and charge 10% of the facility cost (a conservative step), and for 2026–27 increase facility cost recovery to 50% while continuing to bill full custodial cost. Using the groups’ current schedules as an example, administration estimated the proposed change would approximately double to triple the total charges for some organizations compared with prior years. Staff emphasized the figures were a proposal and that exceptions or phased increases could be negotiated.

Trustees and athletics staff discussed operational options to reduce custodial overtime and oversight costs, including more precise shift scheduling, a facilities coordinator to supervise weekend activity and alternative staffing approaches (for example, modest extra‑duty pay for staff/volunteers who open/close facilities under district supervision). Several trustees said the district should preserve youth access while ensuring the district is not subsidizing recurring expenses indefinitely. Trustees also discussed the equity and community implications, noting many users are Stafford residents who already pay taxes.

After a closed‑session consultation with legal counsel, the board voted to authorize the superintendent and his designee to review rental fees and charges as discussed and to negotiate next steps with legal counsel. The motion passed with six votes in favor, zero opposed and one abstention.

Ending: Trustees asked staff to pursue further community conversations and to return with a recommendation on a phased fee schedule, options to reduce custodial overtime and alternatives to help preserve access while reducing the district’s net cost burden.