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Marion County schools move to tighten facility rental rules after staff identify large fee waivers
Summary
District staff told the board that over a recent 3½‑month period schools collected $23,658 but waived $252,920 in rental fees (and may have incurred additional custodial and material costs), prompting the board to direct staff to tighten waiver authority, improve documentation, and pursue automated booking and clearer procedures.
District staff presented a review of Board Policy 75‑10 and the district’s facilities use schedule at the Nov. 6 work session, saying the fee schedule has not been updated since 2010 and that inconsistent fee waivers across schools have materially reduced revenue available for facilities maintenance.
Ms. Usher and operations staff reported that in a recent 3½‑month sample they collected $23,658 and waived $252,920 in fees; when custodial overtime and materials are added, the staff estimate the shortfall could approach $300,000 for that period. Over a longer horizon, staff said failure to update the fee schedule and control waivers has cost the district “almost $4,000,000” in lost rental revenue and associated costs.
Board members raised multiple concerns: which school staff were authorizing fee waivers, inconsistent application of nonprofit exemptions, missing documentation for insurance naming the district as additional insured, and events that required law enforcement or extensive custodial work but arrived without appropriate confirmation. Reverend Cummings and other members said nonprofits renting space should present full documentation at application so staff do not have to verify status retroactively.
To address those issues staff recommended several near‑term and procedural steps: adopt an automated facilities‑booking system; reduce user categories to simplify processing; require applicants to submit proof of nonprofit status and an insurance certificate naming Marion County Public Schools as additional insured; permit only designated designees (recommended: area superintendents) to approve fee waivers; and develop a clear, advertised effective date and grace period so existing contracts are honored.
Board members generally supported tightening controls and asked staff to bring revised procedures and a recommended revenue‑sharing approach (a modest percentage returned to schools) back for a work session and policy revision targeted for February. No board action was taken at the work session; staff will implement interim controls and return with proposed procedures and fee tables.
