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Commission debates field-rental billing and tables rate changes until new director reviews
Summary
Staff said field users have been underbilled when multiple fields were occupied; commissioners discussed shifting to per-space billing and whether changes require Select Board approval, and agreed to defer final action until incoming director Nick Lawrence can review and by January.
Brentwood Recreation staff told commissioners that invoices for facility use had undercharged some groups by billing only a single field when multiple fields were occupied. Staff said the current nominal rate is $25 per hour per field and that administrative discounts had ranged from about 15% to 25% depending on organization.
Commissioners debated whether enforcing billing for every field used is a correction of an invoicing error or a contractual change requiring Select Board approval. Several members argued enforcement is simply billing accurately for space used; others urged caution because adjusting discounts or contract terms could be seen as changing agreements. The commission agreed to bring the proposal and relevant contracts/forms to new recreation director Nick Lawrence for review and to resolve the matter by January so field-use forms can be sent to spring users.
Commissioners also discussed a common cost associated with field lining, reported at about $350 per lining, as a rationale for discounting when volunteer groups provide lining work. The commission asked staff to prepare current forms and contract language so the issue can be considered with the new director and, if needed, presented to the Select Board.
