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Cromwell board debates enforcing facility rental fees after arts group warns of $10,000 charge
Summary
The board discussed enforcing long‑unused facility rental regulations after public comment from an arts program that said a newly enforced $10,000 fee would burden families; administration presented fee comparisons and operational costs, and the board asked staff to return with options rather than vote tonight.
Board members on Tuesday took up whether to enforce long‑standing Cromwell School District regulations that would require for‑profit groups to pay full facility rental fees, a change that prompted public comment from an arts group and several parents.
"The decision to suddenly enforce an additional $10,000 in facility fees creates a financial burden that will ultimately fall on families and can limit access for many students who benefit the most from these experiences," Shannon said, speaking on behalf of Matt Brown and the program Company in Tempo.
Superintendent Dr. Macri told the board she raised the issue with the policy committee after facilities staff flagged inconsistent enforcement. Facilities and operations coordinator Linda Kenny said the district has typically charged only custodial fees and has not been collecting full rental fees for many for‑profit users, noting that utilities, security, maintenance and wear and tear are real costs borne by the district.
Kenny summarized neighboring districts' published auditorium rates — Berlin at $75 an hour (double for out‑of‑town), Rocky Hill about $100 an hour and Portland a higher per‑event rate — and confirmed custodial charges are typically billed separately.
Board members pressed staff for specifics about the request from Company in Tempo, which staff said involves multiple rehearsal dates and three performances; staff said the group used district facilities in 2024–25 on 13 rental days without rental charges because of past practice. Several board members described the fee as "sticker shock" but said they understood the administration's duty to apply policy consistently.
Board members offered alternatives for Dr. Macri and counsel to consider: lower the $700 minimum for the first four hours (suggested alternatives included $500 or aligning with Berlin's $75/hour), give volume discounts for multi‑day users, charge lower rehearsal rates while reserving higher fees for performances with large attendance, or phase in fees (a grandfathering or installment plan) so long‑time users can adapt. Board members also suggested distinguishing between rental of the older high school auditorium and the newer middle school auditorium when setting charges.
Dr. Macri said she would consult the district's counsel about whether and how to implement grandfathering or phased increases and about clarifying the regulation language that currently describes waiver authority for the superintendent versus board action. She told the board she wanted to balance stewardship of public assets with community access.
No formal action was taken. The board asked administration to return with clearer, itemized fee proposals, legal guidance on waiver authority and an outline of possible phased or discounted approaches before any enforcement deadline is applied. "I want to hear all of that and I really want to make it affordable," Dr. Macri said, while emphasizing the district must be fiscally responsible.
The board's discussion leaves the ultimate enforcement decision to the superintendent and counsel; a final recommendation will return to the board at a future meeting.
