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Policy committee reviews facilities-use policy updates, reopens track and discusses open-space rules
Summary
Committee members reviewed proposed revisions to facilities-use policies (policy 1515/1515-R), discussed opening the track and stadium to public use, insurance requirements and clarifying rules for open spaces, and agreed to refine language and move the policy forward for board review.
The policy committee reviewed proposed revisions to the district’s facilities-use policies (policy 1515 and accompanying regulation 1515-R) and discussed how the district will treat open spaces such as the track, stadium and tennis courts.
Dan (district staff) noted that the track and stadium are open all day Saturday and Sunday and that the district secures facilities each evening. He said the district has a scheduling-and-overtime memorandum of agreement that has eased staffing impacts for weekend building use. The tennis courts remain publicly accessible. The policy draft clarifies that fees may be waived for groups using space during times when custodial staff are already scheduled and that the superintendent or designee can waive fees for PTA or district-sponsored groups.
Committee members asked whether open spaces that are unlocked (for example, the track) should require a form or reservation for organized uses (JV or varsity practice) to avoid conflicts. The draft includes a 10-day reservation window that can be reduced by the district in practice. Members suggested adding explicit language about "open spaces" to distinguish casual public use from organized, scheduled use that should go through Master Lively (the district’s scheduling system).
On insurance, staff said the policy requires a certificate of insurance and that language around a $1,000,000 general-liability requirement could be revised to the wording recommended by committee members to make the threshold clearer and to support groups having difficulty obtaining certificates. The draft also includes a clause that for-profit users must donate proceeds to an educational charity rather than profit from use of taxpayer-owned facilities.
The committee asked staff to refine language clarifying when informal open use applies, how coaches and school groups should register organized activities, and to return with a revised draft that the committee could place on the board agenda (staff suggested the policy had already been posted for a first reading in prior months and proposed bringing it forward for a first or second reading depending on timing). Staff said they would circulate updated wording within 48 hours and return with a refined draft ahead of the next agenda.
