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Board OKs facilities-use deal with City of Virginia, adds contract language to limit billing to hours used
Summary
Rock Ridge Public Schools approved a multi-year facilities-use agreement for the district’s use of the City of Virginia athletic facility, with a contingency that contract language explicitly state the district will be billed only for hours actually used. The vote was unanimous.
The Rock Ridge Public Schools Board of Education on Monday approved a multi-year facilities-use agreement with the City of Virginia for use of the district’s off-site athletic facility, adding contract language that the district will be billed only for hours actually used.
Board members debated the agreement’s tiered billing structure, which includes an initial 350-hour tier and an upper cap discussed as 400 hours. A presenter explained the district would be billed for actual hours used and that the tiers offer lower unit rates if the district commits to more hours; "We're only gonna be billed for the amount of hours we use," the presenter said.
Board members asked that the agreement explicitly state that unused hours will not be charged. One board member said the provision was not clearly written in the draft contract and recommended that the city revise the language to ensure the district is not invoiced for hours it did not use. Another member suggested approving the agreement with the understanding — included as a contingency — that the city add explicit verbiage confirming billing only for hours used.
The motion to approve the facilities-use agreement with that contingency was made and seconded; the board voted unanimously to approve it.
Practical details discussed at the meeting included a flat fee for locker rooms and an hourly rate for ice time. Presenters said the district used roughly 348 hours last year, would likely be between 350 and 360 hours this year, and that 400 hours was the theoretical maximum if every practice and home game were held at the facility. Board members also confirmed the agreement under discussion is the City of Virginia’s contract and that the district is seeking only clarifying changes to the wording.
The board did not identify any immediate cost increase tied to the approved contingency; staff said the city would update the contract language and the parties would sign once the revision was in place. The motion passed unanimously.
