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City and district explain joint‑use rental revenue split, prioritize school use and long‑term rentals amid questions about access
Summary
Staff reviewed the joint‑use agreement for third‑party rentals: operations and maintenance (O&M) costs are shared 29% city / 71% district; third‑party rental revenue offsets O&M; committee asked to revisit cost‑share methodology and clarified rules about field vs. track access during rentals.
Rebecca (staff member) presented an overview of the joint‑use agreement governing third‑party rentals at the shared campus, explaining how rental revenue is applied to operations and maintenance.
Rebecca said O&M contributions are divided by percentage — 29% from the city and 71% from the district — and that third‑party rental revenue is deposited into the O&M fund to offset costs. She said the district’s chief business officer manages the O&M budget and the city manages third‑party rentals for campus spaces (pool, field, gym, teen center, cafeteria and classrooms). She described a matrix used to guide capital‑improvement (CIP) contributions and replacement planning.
Rebecca listed current long‑term renters and typical uses, saying the pool is the most‑used amenity. She named long‑term swim renters including Manatees Master Swim Team and Piedmont USA youth swim team, and said the pool reopened April 21 after replastering. She also described non‑athletic uses — churches, birthday parties, graduations and other family events — and said the teen center and outdoor areas are expected to increase summer rentals.
Committee members asked for a review of the cost‑share methodology. Member Collins asked that staff “revisit the rubric as to how we reach those numbers,” noting the percentages have “not changed since the opening of this facility” and asking staff to present the underlying methodology at a future meeting. Rebecca said she would gather the original staff report and methodology and return with details.
Member Chagoya raised a question about whether a field rental includes the track, describing an incident where a group using the field prevented others from walking on the track. Rebecca said the rental policy draws a line between practices (lower risk of balls on the track) and games (greater liability) and suggested a reminder or revised signage to clarify permitted track use during rentals. She said staff would work on signage and to address caller concerns.
Rebecca said the city/district rental calendar is managed through an online reservation system; she said site administrators and city staff meet regularly to coordinate schedules and reduce overlaps, and that staff aim to maximize long‑term rentals to increase revenue for O&M. She said there is a wait list for the field and that staff actively market open slots when long‑term renters give advance notice.
No formal changes to the joint‑use agreement were made; staff committed to bring the cost‑share methodology and supporting documentation to a future meeting for committee review.
