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Haysville board approves new facility‑use policy and considers changing meal practice to serve hot meals to unpaid students
Summary
The board adopted changes to policy KG governing outside use of school facilities, adding an annual usage report; staff also presented a first read of a food‑service policy change to provide the regular hot meal to students who arrive with insufficient funds instead of a PB&J alternative.
The Haysville Board of Education on July 1 approved a rewritten facility‑use policy (KG) intended to standardize outside access to buildings, strengthen liability and insurance requirements and require an annual report to the board on outside usage. The motion to approve included an amendment to add an annual facility usage report and passed on a unanimous voice vote.
Jillian, a district staff member who presented the policy, said the revision formalizes rental approval rules and requires consistent screening, insurance and custodial arrangements. The board asked staff to return an annual report on facility usage by outside groups so trustees can review how frequently facilities are rented, what fees are collected and any damage or custodial costs associated with rentals. The board asked staff to include those usage reports in June each year.
On meals, Dina Lee (district director of food services) presented a first reading of a policy change that would ensure students without funds on their meal accounts receive the hot meal being served to other students rather than an alternative such as a peanut butter and jelly sandwich. Jillian explained that the price difference between the hot meal and the PB&J sandwich is negligible and that serving the hot meal avoids singling out students.
Why it matters: the facility‑use policy clarifies responsibilities for custodial coverage, supervision and damage claims and aims to make rental access predictable and equitable for community groups. The proposed food‑service change affects how unpaid meal situations are handled day‑to‑day and is intended to reduce stigma for students who arrive without adequate lunch funds.
Follow‑up and implementation details - Facility use: staff will implement the revised KG policy using new software for facility requests and will produce an annual usage report for the board (first report due June following the school year). The policy requires proof of insurance from outside users and sets clearer custodial and security expectations. - Food service: policy is at first reading; staff said the district would adopt the change if the board approves at a subsequent meeting and would implement it so unpaid students receive the same hot meal as their peers. Staff noted that milk or other side items would be consistent with the hot meal offering.
Board members said they want annual facility usage detail to understand whether rentals are revenue‑positive after custodial, security or repair costs. Staff said past instances of vandalism had sometimes prompted denying future rentals; the revised policy aims to make decisions on a consistent, documented basis.
Ending: The facility‑use policy was adopted with an amendment for annual reporting; the food‑service policy change was presented as a first reading and will return for board action at a later meeting.
