Get Full Government Meeting Transcripts, Videos, & Alerts Forever!
Get email alerts on the Facility Use Policy topic
No spam. Unsubscribe anytime.
Board debates facility‑use fees, registration model and new scheduling software
Summary
Board members and staff reviewed a revised facility‑use fee schedule, debated exemptions for school‑affiliated clubs (PIAA) and discussed switching scheduling systems (trialing FMX vs. ML Scheduler); possible approaches include an annual registration fee for outside users and spot checks/insurance requirements to prevent misuse.
The Southern Columbia Area School District finance and facilities committee spent the bulk of its meeting reviewing a proposed facility‑use fee schedule, debating who should pay, and considering new scheduling software to manage outside requests.
Chris (S11), the district finance lead, said staff compared neighboring districts and discussed automating reservations through scheduling software. “We would have access to use [FMX] from now until July for $1,000,” Chris said, and staff will evaluate long‑term contract costs before recommending a purchase.
Board members sketched two competing approaches: keep most facility access free for approved school‑affiliated clubs (PIAA and board‑approved student clubs), and charge outside organizations either per event or via an annual registration fee. One member urged the district to adopt a flat seasonal or annual registration for recurring outside users to reduce administrative burden and encourage predictable scheduling.
The committee also debated gate and custodial charges. A board member asked whether stadium fees should cover the press box and concessions and whether custodial/security costs should be charged as add‑ons. Chris proposed a layered approach: basic access could be low or free for school affiliates while additional services (custodial, security, technology support) would carry hourly charges.
Several members urged enforcement measures to prevent misuse. “We need to spot check it,” one member said, recommending random compliance checks and a requirement for outside users to provide proof of insurance; Chris confirmed insurance would be required for outside renters.
Staff will return with three concrete options — including a potential registration fee model, a per‑event price list with add‑ons and a no‑fee with pay‑for‑services model — and a recommendation on the scheduling software by the November meeting so the district can implement any change by Jan. 1.
No final vote was taken; the board directed staff to bring three proposals that reflect the discussion.
