District athletic director proposes pay-to-participate fees; board discusses equity and refunds if levy passes

Garfield Heights City School District’s athletic director presented a pay-to-participate proposal Monday that would charge students per activity to help address current budget shortfalls, pending board approval and legal review.

Coach Mike Cruz, the district’s athletic director, told the board he is “very much opposed to pay to participate” but presented the proposal as a financial necessity. The plan would charge $150 for participation in one activity, $250 for two activities (a $50 savings), and a maximum of $300 per student for three or more activities in a school year. Fees would be assessed per student, not per family.

Why it matters: Board members raised concerns about affordability, potential declines in participation and program viability. Staff said checks or electronic payments could be collected this fall but that funds would be refunded to families who paid if a November levy passes and the board decides to eliminate the fees.

Details of the proposal and board discussion: - Fee structure and comparison: Cruz said the district’s proposed rates are “on the lower side” compared with other districts he surveyed (average reported aggregate about $172). The district would cap family cost per student at $300 if a student participates in three or more activities. - Payment timing and method: Cruz initially favored payment by check to create a clear paper trail; board members discussed using Infinite Campus or Easy Pay for online payments and the complications of refunding electronic deposits if a levy passes. The board asked staff to consider cashier’s checks, ACH or other secure methods and to prepare for refunds if needed. - Start of obligation: Cruz said the obligation would begin on the season competition date (the first official game or contest). He noted exceptions such as season-ending injury would be handled case-by-case and recommended a refund in those circumstances. - Equity and participation risks: Board members warned the fee could reduce participation or push families to open-enroll elsewhere. The athletic director estimated the district could “lose up to half” of student participants in some programs if the fee is enacted, risking the ability to field teams in some sports. - Policy and legal review: Cruz and Dr. Reynolds said staff will draft a formal policy and submit it to the district’s legal department; the board will review the policy and consider waiving readings if necessary to put a temporary policy in place before the fall season. - Communications and contingency: Cruz said he has informed coaches that the plan is a “possibility” and that staff will distribute communications to families immediately once the board approves. He also proposed not cashing checks collected in the fall and returning them if the levy passes in November.

No vote was taken Monday. The board directed staff to draft policy language, coordinate legal review, and prepare communications for families. Several board members stressed that the measure should be temporary: Dr. Reynolds said the district would eliminate pay-to-participate if the levy passes and the board agrees to restore funding.

Board members and staff acknowledged the trade-offs: the proposals would raise revenue to sustain athletics and extracurriculars but risk reducing student access and participation. The board planned further policy discussion and legal review before any implementation.