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Board reviews revised facility‑use policy, sees Facilitron demo to manage rentals and internal schedules
Summary
Staff and vendor demonstrations showed how a new facility‑use policy and Facilitron software can manage public rentals, require certificates of insurance, and give principals and district staff internal visibility into campus scheduling.
School board members reviewed a proposed revision to policy 8020 on community use of district facilities and attended a live demonstration of Facilitron, the district’s facility scheduling and rental software.
Staff said the policy edits clarify user categories (school allied groups, nonprofit partners and third‑party renters), define which groups pay rent or custodial fees and which do not, and specify certificate‑of‑insurance requirements. The draft policy distinguishes “pie 1” and “pie 2” partner categories and describes circumstances when custodial, security and personnel costs apply.
Facilitron staff demonstrated the public interface and the district’s administrative view. The vendor showed how the platform lists and photographs rentable spaces, collects applications and certificates of insurance, enforces district‑defined rate categories, and processes payments. Facilitron said the system can verify insurance automatically, support mandatory services (custodial, security, utilities), and push calendar feeds to Google, Microsoft and iCal so internal school schedules can be reflected and administrators can see when facilities are blocked for school activities.
Board members emphasized the policy’s student‑first principle: school activities and extracurriculars should continue to have priority use. Several members also asked that internal school advisory councils and school advisory functions be treated as internal school activities, not external renters — staff said that language will be struck from the external‑user definition. Members asked staff to advance policy revisions and finalize exhibit language, and to work with Facilitron and operations staff to ensure internal calendars and blocked school activities are uploaded so public users cannot reserve spaces already assigned to schools.
No final vote was taken; staff said they will incorporate edits and return the policy for formal consideration at a future meeting.
