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CHSD 99 facilities rentals report shows sharper community use and revenue gains after policy changes
Summary
District staff presented a facilities rental report showing a 40% increase in invoices, 35% increase in rental days and a 137% jump in revenue after changes to rental categories, windows and staffing.
District staff reported significant growth in facilities rentals after a set of pricing and procedural changes intended to make school facilities easier to book and manage.
Travis, who presented the report, told the board that for fiscal year 2023–24 the district issued 110 invoices for 675 rental days and recorded $128,000 in revenue. After the changes (new Category B for feeder programs, revised rental windows and addition of a rental coordinator), invoices increased by 45 to about 155, rental days rose to 909, and revenue climbed to just under $304,000 — an increase staff characterized as a 40% rise in invoices, a 35% rise in rental days and a 137% increase in revenue.
The changes staff described include creation of a new Category B (for feeder programs with at least 60% district participants) that reduced some charges, waiving some outdoor supervisor fees when groups follow district outdoor rental protocols, reducing auditorium rental windows from four to two to add prep time, and implementing an online scheduling tool (ML schedules). Staff also added a rental coordinator (Colleen Bailey) to line up supervisors and named Sam Z as the ASC programs manager who handles contracts and insurance certificates.
Travis noted an administrative shift requiring a recent certificate of insurance before bookings proceed, and staff said the system now sends reminders to groups when certificates near expiration. He also told the board that a portion of higher-tier facility fees is returned to building budgets to offset wear and tear; the district distributed about $8,500 back to buildings in fiscal 2023 and just under $30,000 in fiscal 2024.
Board members asked about net income calculations, impact on custodial and supervisor workload and whether the new rental coordinator position is funded from the rental revenue. Travis said the coordinator is a stipend position and the additional personnel costs are part of the overall rental program budget. He also cautioned that there is a “fine line” at which high rental use can create staff burnout given existing roles.
The presentation concluded with board recognition of the staff who implemented the changes and a pledge to continue monitoring workload and financial results.
