District presents updated facilities-use rules and fee schedule; board to consider formal vote next month

Facilities Director Dr. Rivera presented a revised facilities-use procedure and new fee schedule for external users to the Brandywine School District Board of Education on Oct. 20, saying the changes aim to align district practice with state law and to make charges clearer for community organizations.

Rivera said the draft separates users into three categories: (1) school-based organizations (booster clubs, PTOs, school teams) that are not charged to use their schooltheir own buildings and grounds; (2) nonprofit civic groups serving Brandywine residents, which will pay only when their use generates district costs (for example, custodial or HVAC runs outside normal hours); and (3) for-profit groups, which will be charged fees for use. The proposal also clarifies custodial coverage requirements and fees, requires certified lifeguards for pool use per state code, restricts kitchen use without district nutrition staff present, and gives the district the authority to require security for large events.

Rivera said HVAC charges will be included automatically in estimated costs for outside users because under the previous online form many groups had not selected HVAC and later requested heating or cooling, producing unplanned district costs. The draft also removes a separate nonprofit "room usage" fee after committee review determined it did not reflect measurable incremental operational cost. Rivera said specialty-field and pool fees have been updated to recover contracted maintenance and lifeguard costs when those services are required by outside users.

The draft adds a process to define "good standing" (paid invoices, rule compliance) and gives the superintendent authority to offer in-kind donation credits when outside groups provide services or equipment the district would otherwise have to procure (for example, paying for porta-potties at outdoor stadium events). Rivera said the draft is under legal review regarding insurance and waivers for civic associations that cannot obtain commercial general-liability coverage; the district will require uploads of proof of insurance for users and is drafting a waiver process for certain small civic groups in consultation with counsel.

No board vote was taken. Rivera said staff aim to finalize language with counsel, update the online estimate tool (schoolrentalsdv.com link in the draft), and seek board approval in a coming meeting so the changes could take effect early in the next calendar year. Board members asked for clarity about insurance options for civic associations, for which Rivera said counsel was reviewing a waiver mechanism and that staff would provide guidance and referrals for insurance products.

Rivera emphasized the policy intent: protect district facilities and taxpayers by ensuring outside use does not create unbudgeted costs while keeping community access clear and predictable.