A staff review of Marion County Public Schools' facilities rental practices prompted the board on Nov. 6 to direct tighter controls, clearer procedures and a short timetable for policy and systems changes after auditors found substantial fee waivers and untracked operational costs.

Miss Usher and operations staff said Board Policy 75‑10 (Use of District Facilities) allows school‑affiliated, school‑oriented organizations to use facilities without charge, but the policy does not clearly list which groups qualify. Staff told the board the approved fee schedule dates to 2009 (effective 2010) and has not been updated.

In a three‑and‑a‑half month sample (July–October), staff reported $23,658 collected and $252,920 in waived fees; when custodial, maintenance and materials costs are included, the district estimated the real cost of those waivers may approach $300,000 for that period, and staff cited an estimated $4 million in lost revenue over 15 years under current practice. "We're losing quite a lot," Usher said.

Staff recommended simplifying user categories, requiring proof of nonprofit status when an applicant claims exemption, clarifying who can authorize fee waivers and purchasing an automated facility‑rental system to standardize processing and recordkeeping. Staff also recommended returning a portion of rental revenue to schools as an incentive (examples from other districts cited where a majority of revenue is kept by the site) and establishing a clear two‑tier waiver authority (area superintendents as possible designees for approvals above a threshold).

Board members emphasized the need to honor existing contracts but said immediate interim rules should be imposed to stop ad‑hoc waivers that are inconsistent across schools. Several members asked staff to collect more detailed line‑item data on the largest waived events and to present a recommended policy revision and implementation timeline (staff suggested a mid‑February start after a grace period). Board members also raised safety and liability questions, asking staff to require evidence of law enforcement security for larger events and to ensure insurance names "Marion County Public Schools" as an additional insured.

Ending: Staff will produce a draft procedures package, propose a simplified fee schedule, identify which partnerships are automatically exempt, and recommend a waiver approval process (staff suggested area superintendents as interim designees). The board signaled support to proceed quickly; staff will return with written procedures and an implementation timeline.