Board reviews fee-waiver request from Conestoga Valley Education Association; concerns raised about Policy 707 timing

Staff told the board the Conestoga Valley Education Association asked to rent the Smoketown Elementary auditorium on Oct. 21 and requested the $55 rental fee be waived. The request was submitted on Sept. 25, which staff acknowledged is outside the district’s 30-day lead-time required by Policy 707.

"My guess you're asking to waive that too," the chair said when members raised the timeline; another board member answered, "Well, I think that's something for next week when we go to vote for it," and cited Policy 707 as the governing rule.

One board member said the application was already in violation of the 30-day requirement and questioned why staff should consider it; other board members and staff said the district sometimes accommodates short-notice requests when facilities are available. Staff explained the waiver of fees requires board approval and suggested placing the item on the consent agenda for a vote at the next regular meeting.

A member who is currently running for school board asked whether participating in the event would create a conflict of interest; the chair advised the member to consult the solicitor and said abstentions would be allowed if the member believed it appropriate.

The board agreed to put the fee-waiver request on next week’s consent agenda and to ask the solicitor for guidance on potential conflict-of-interest concerns before the vote.

Next steps: the waiver will be on the consent agenda at the board’s next regular meeting; board members may abstain if they determine a conflict exists and the solicitor will be asked to advise.