Board reviews revised facilities‑use rules and move to online reservations ahead of July rollout

Trustees reviewed Policy 707 and its administrative regulations for school facilities use on April 9 as staff prepared to move the district from the legacy SchoolDude scheduling system to the Event Manager platform this summer.

Administrators described a reworked classification and fee schedule intended to prioritize district and district‑affiliated groups. The AR requires applicant groups to submit a roster (last name plus address or zip code) at application so staff can verify whether 80% of participants are district residents for certain priority classes; staff said the roster check happens at application and can be updated if participation patterns change.

Board members focused on clarifying distinctions among priority classes (noting that classes 4 and 5 may be consolidated), ensuring the application review step applies to all classes (including the lowest priority), and making the user experience clear for community members who will use the online form. Tara, who manages reservations, described how the Event Manager system will display available time slots, prompt applicants about amenities, automatically notify custodial staff, and present fees and payment schedules up front. The district anticipates launching the new system July 1 and will provide an internal preview for trustees once configured.

Administrators also addressed practical questions about last‑minute conflicts and cancellations, custodial setup charges, and how staff will prioritize district events. Staff agreed to provide a finalized fee schedule and clarified that “accepted” in the AR language is intended to mean approved rather than merely received.

Next steps: staff will circulate updated AR language and fee schedules, consolidate class definitions where appropriate, and return to the board for another workshop before finalizing changes tied to the new reservation system.