Committee weighs raising facility rental fees as current rates fail to cover weekend staffing and utilities
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Summary
Facilities and finance staff told the committee existing community use fees no longer cover overtime, benefits and utility costs; weekends and tournaments are the costliest events because they require paid custodial coverage and higher utility use, and staff proposed reviewing market rates and presenting options.
The Finance, Buildings & Grounds Committee on May 20 discussed possible changes to the district’s facility rental fees after staff said current charges do not cover actual costs—particularly for weekend and tournament use.
Facilities staff told the committee that some community users are charged a flat $28 per hour per employee for on-site coverage, a rate that does not match the district’s all‑in cost once overtime, FICA and WRS (Wisconsin Retirement System) contributions are included. Staff calculated an example: a $30 hourly wage becomes roughly $45 with overtime and surpasses $50 when employer taxes and retirement contributions are included. Staff said utilities and building occupancy drive additional weekend costs.
Committee members and staff discussed options: raise rental rates to reflect market/true costs, subsidize some community groups or adopt a hybrid approach. Staff asked for committee feedback and said they would prepare an analysis showing weekday and weekend all‑in costs, including utilities and custodial time, and bring recommended pricing to a future meeting.
Staff emphasized the weekend usage is the most expensive category because it typically requires time-and-a-half pay for custodial staff and additional utility use when buildings are occupied overnight or for tournaments. Multiple committee members asked for transparent examples of current subsidized uses and how fees would change under market rates.
The committee did not adopt a new fee schedule at the meeting; staff invited commissioners to provide feedback prior to June when staff will present detailed cost comparisons and proposed fee options.