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Haysville board reviews pared-down facility-use policy; hourly fees and online booking proposed
Summary
Administrators proposed shrinking the board-level facility-use policy to a short statement and moving operational details (rates, custodial requirements, security) into an administratively managed guideline; the board asked for minimum booking periods, an online acknowledgment step, and security thresholds for large events.
The Haysville Board of Education reviewed revisions to Policy KG (use of school facilities) that replace much of the existing policy language with a shorter board-level statement and move operational rates and procedures into a flexible administrative guideline.
Craig Ryan and Jillian (district staff) explained the change: the board policy would be concise and stable while a guideline document would contain hourly rates, custodian requirements, security needs, and other operational items that can be updated without a formal policy change. Jillian said the guideline is intended to be a "fluid document" and that the board policy would be "reduced to one page."
Why it matters: staff said the existing policy includes detailed operational items better suited to a guideline and that modern online booking tools make it practical to require users to acknowledge rules at the time of application. The administration also recommended switching from a daily flat fee to an hourly rate for spaces such as auditoriums so renters pay only for the time they use.
Board questions: trustees asked for several clarifications and adjustments before final adoption: add a minimum booking time so single-hour rentals do not impose undue custodian or staffing burdens; require an on-line acknowledgment that applicants have read the guidelines; clarify when district security will be required for large or high‑risk events; and ensure the policy and guidelines specify how cancellations or damaged equipment will be charged.
Next steps: administration will revise the guideline and return the board policy for approval at the next meeting; staff said the online booking system will include checklist steps (custodian needs, lighting or sound technicians) and support online payments or front-desk processing.
