Ashwaubenon board approves optional nonresident slots for cosponsored youth programs with 15% cap and July review

The Village of Ashwaubenon Village Board on Tuesday approved a Park Board recommendation that allows village-cosponsored youth organizations to accept a limited share of nonresident, non-open-enrolled participants for one year at a time.

The board voted to let each cosponsored group decide whether to admit nonresident, non-open-enrolled participants but capped those spots at 15% of the previous full season’s registration, with that cap to be calculated on July 1 each year. Organizations that accept nonresident participants must charge an additional $15 per nonresident registrant; that surcharge remains with the organization. If a club chooses to take nonresident participants, the village will withdraw direct cash reimbursements to that organization for the calendar year the option is used.

Supporters said the change preserves struggling programs that would otherwise cancel teams or events. Joel (staff member) told the board the policy was meant to add flexibility while limiting fiscal impact on the village. "Each organization has varying needs," Joel said. "This gives flexibility to the clubs. It allows an opportunity for nonresidents to participate but limits the impact that the Village would see as it relates to direct reimbursements."

Representatives of two clubs described how the change would work for their organizations. "Baseball mirrors open enrollment in the school right now. We're at about our regular league is 28% and our tournament team players are about 35% open enrolled students already," Donovan Miller, representing Ashwaubenon Youth Baseball, told the board. Miller said his program had turned away several families this season and that, under the 15% rule, his group could gain roster spots in specific age brackets but likely would not accept the policy if it required losing the village reimbursement while taking large numbers of nonresidents.

Renee Jaden Rice of the Ashwaubenon Swim Club said the club lacks enough older swimmers to fill relays and competitive heats and that limited nonresident spots would help keep swimmers engaged. "We have historically turned away about 10 to 12 families every year that come for swim lessons and then want to continue with swim club," Rice said, adding that the club values the village’s in-kind support and would use the nonresident option cautiously.

Trustees debated team sports versus individual sports, with several saying the policy seemed better suited to individual sports such as swimming and wrestling, where the addition of a few nonresident athletes does not displace as many rostered players. The board added an amendment requiring each organization that accepts nonresident participants to report rosters and outcomes back to Parks and Recreation by July 1; Park Board will review those reports so the policy can be reassessed annually.

The motion to adopt the Park Board recommendation, amended to require a July 1 review and a formal Park Board presentation after that date, passed on a voice vote.

The change applies only to cosponsored organizations listed in the Parks & Recreation memo and does not alter the village’s in-kind contributions (for example, pool time or field maintenance) except that direct cash reimbursements will be withheld for any organization that elects to accept nonresident, non-open-enrolled participants in that calendar year.

Trustees and club representatives said they expect to revisit the policy yearly, and some clubs said they might not use the option if the financial tradeoffs outweighed roster benefits. The new rule is effective immediately for the purpose of next season’s registrations, with the July 1 cap calculation and Park Board review required in the first year.