Board approves Civic Arena rental for graduations, limits cost to $9,000
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Summary
Trustees approved a contract to rent the Civic Arena for three graduation ceremonies, authorizing administration to proceed with the vendor at a 'not to exceed' amount of $9,000 after administration reported an estimated invoice of $8,942.50.
The St. Joseph School District Board voted to approve an updated rental agreement with the Civic Arena to host three school graduation ceremonies and related rehearsals, approving the contract on a ‘not to exceed $9,000’ basis.
Administration said the standard rental rate listed in the arena paperwork was $15,000, but the district received a 50% facility discount and the final invoice reflects equipment and other fees. Administration cited an email from Mary Robertson stating last year’s effective rental was $6,000 after discounts and estimated this year's invoice at $8,942.50 for three graduations (including equipment charges estimated at $2,885).
During discussion, board members flagged the need for accurate totals in the written contract rather than relying on email calculations; administration recommended approving the contract with a not-to-exceed cap to avoid surprise overruns. One board member moved to approve with that cap and the motion passed.