Get Full Government Meeting Transcripts, Videos, & Alerts Forever!
Get email alerts on the Facilities Management topic
No spam. Unsubscribe anytime.
District plans updated facilities‑use system, fee study and policy changes to capture revenue and improve oversight
Summary
Staff proposed a centralized facilities rental dashboard (Facilitron), updated fee structures consistent with the Civic Center Act and new state rules, and tighter approval routing for custodial assignment, insurance and deposits. The board asked for a fee study and operational reforms to ensure direct costs are recovered.
District business services presented an overhaul of facilities use and rental management to improve transparency, reduce unrecorded uses and better capture direct costs.
The proposal recommends adopting a centralized reservation dashboard (Facilitron) that lets renters view photos, capacities, required insurance and make payments, along with a staff approval workflow that includes site principals, office managers and custodians to prevent informal side deals and ensure custodial staffing and insurance are secured. Staff reviewed Civic Center Act (Ed Code 3800 series) limits on fees for nonprofits and religious groups and presented comparative pricing from neighboring districts for fields, pools and stadiums.
Board members said active management is needed to prevent under‑charging, informal arrangements and gaps where users occupy facilities without insurance. Staff explained the platform can collect payment and verify certificates of insurance and recommended a fee study and updated administrative regulations to comply with the Jan. 2025 law changes on direct cost charging.
Trustees asked for a revenue analysis of lost fees and for clearer routing and approval processes; staff said they will return with a fee study, updated board policy language and operational guidance for custodial assignment, deposits and consistent oversight.
Next steps: staff to complete fee study, draft policy and AR revisions and return with recommended rates and a plan for enforcement and custodial scheduling.
