Board reviews plan to centralize facility bookings, estimates $50,000 in potential revenue

Will, a district facilities staff member, told the board a seven-person review group analyzed policy KGAR and KGAR 2 and found the district’s facility-use procedures are complex and sometimes inconsistent across buildings.

“I suggested that it would be approximately $50,000,” Will said when asked for a preliminary revenue estimate if facility bookings were funneled through a single department; he said that figure is based on facilities department records and could rise if additional uses are captured.

Will described a $40-per-hour figure used to account for custodial overtime and salary/benefit rates, and said the district expects administrative time to fall as an online booking system takes on front-end tasks: “we're looking at probably about 10 hours a week altogether, and I believe that will drop off as we get more efficient with our system.”

The district has purchased a scheduling package called Master Library that Will said is “light years ahead” of the old system and will support online booking, electronic payment, calendaring and priority settings. Will said employee testers preferred the new system and that it should reduce phone-based coordination.

Board members raised questions about approval workflow, fee waivers for users who cannot afford fees and the burden on staff. Chairman Oliver asked that staff return with more detailed numbers and recommended quarterly updates during the first year if the board approves implementation.

Next step: staff will provide a fuller financial and implementation proposal at the next meeting for a formal board vote.