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Board committee advances revised facilities-use policy with new fee schedule; board members question 2-hour lights minimum
Summary
The board's governance committee advanced Policy 707 (Use of Facilities) for first reading, including an updated fee schedule and custodial-fee adjustments tied to collective-bargaining costs; members raised concerns about a new two-hour minimum charge for field lights and how invoices are generated.
The Twin Valley School District governance committee approved first reading of revised Policy 707 (Use of Facilities) and an updated fee schedule that the district says aligns its online fee system and facility requests with current practice.
The policy changes the committee reviewed clarify that district staff may remove individuals or groups from district property for violations of the policy and that anyone who violates the policy may lose the right to request facility use in the future unless the board decides otherwise. The policy language also notes custodial fees can change annually based on collective-bargaining agreements.
The attached fee schedule reflects current rates in the district's scheduling system. Among specific changes discussed were updates to late fees (the committee noted the prior late fee had been $100) and a revised structure for field lights. The proposed fee schedule introduces a two-hour minimum charge for lights and an hourly lights rate; multiple board members questioned whether a two-hour minimum is appropriate for teams that might only need lights for an hour or less.
Committee members pressed staff on how the light usage is tracked and billed. Staff explained the district's system is programmed based on the facility-use request and that custodians or a remote system can turn lights on and off; invoices for custodial overtime and light usage are assembled monthly and sent as invoices to user organizations.
Board members and staff also discussed categorization of user groups (for example, groups composed primarily of Twin Valley students versus external organizations) and how that classification affects fees. Committee members asked staff to ensure contact information for organization leaders is current so invoices reach the appropriate person when events are scheduled months in advance.
The committee approved moving Policy 707 and the attached fee schedule forward for first reading and asked staff to clarify language about custodial-fee wording and to adjust a notation regarding the custodial hourly rate to include an after-hours clarification. The committee voted (voice) to move the item forward; no roll-call tally was provided in the transcript for the governance committee action.
Several board members said they want additional education and operational details presented to user organizations and youth groups so those organizations understand billing and the process for scheduling fields and lights.
