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District proposes hourly system for facility rentals, caps and new fee classes to limit turf wear and better reflect staffing costs
Summary
Administration proposed switching facility rentals from per-event charges to hourly rates (capped at six hours), with distinctions for community vs non-community groups, higher fees for revenue-generating events and new staffing/service charges; trustees asked about turf access, policing of cleats, insurance, and affordability for youth teams.
Operations staff presented a first-draft overhaul of the district’s facility-rental fee schedule that would move most facilities to hourly charges, cap hourly billing at six hours, and formalize classification of groups and service fees.
The presenter said the change addresses inequities where short and long events paid the same flat fee, and that the hourly model was calibrated so the average community renter would often pay the same or less than under the old schedule. "So a good example for an elementary gym, the old structure was $10 a pop, now it would be $3 an hour," the presenter said, noting average event lengths and that the hourly rate would be capped to avoid very large bills for long events.
New elements include: class 1 (local community organizations — at least 80% participants from district) and class 2 (for-profit or out-of-district groups); a higher tier for events that charge admission or otherwise generate revenue; separate service fees for stadium lights, AV, kitchens and staffing; and insurance/certificate-of-insurance requirements and signed rental agreements to address damage and liability. Administration said staffing for weekend events is paid by the district and reimbursed from rental fees; custodial and security overtime are the key drivers of higher costs for large events.
Trustees pressed on turf-field availability and protections. Administration said newly renovated stadium turf and multipurpose fields are only being considered for limited weekend rentals (subject to township traffic-impact approvals) and would carry higher fees and stricter policing for prohibited cleats and other damaging equipment. Trustees also asked about affordability for youth organizations; administration said the draft generally reduced rates for many community uses and capped charges to limit exposure on long events, while acknowledging that some users will still face material costs for staffing and lighting.
The policy change is a first draft; administration will publish the fee schedule for public comment and return with revised language and implementation details ahead of a June action agenda. If approved, rates would take effect in July.
