Committee reviews security, entertainment and scheduling contracts; asks solicitor to check background clauses
April 08, 2026 | Quakertown Community SD, School Districts, Pennsylvania
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The Student Activities & Athletics Committee on April 8 reviewed four vendor items and a software migration and agreed to move the items forward while asking staff to clarify contract language and routing for solicitor review.
Dr. V described a one-year renewal with Advanced Protection Company for outside security at events and special occasions; the hourly rate in the draft increased from $28 to $30. A committee member asked staff to ensure the contract includes background-search clauses required by district policy for any personnel working with students. The chair directed that all contracts go to the solicitor before final board submission.
A modification to a previously approved entertainment contract from November 2025 removes $1,500 for CrowdSync bracelets and adds $350 for cryo fog and dual-screen projection, producing a net $150 reduction from the prior amount. Staff said there is no additional district cost for the change.
The committee spent the most time on Fox Hollow Golf Club’s fall-2026 contract. Staff noted typographical errors in dates that will be corrected and reported that Fox Hollow is charging $5,000 for usage this year compared with roughly $4,500 last year. Committee members flagged several substantive concerns in the written contract: a clause limiting team practice to two times per week (contradicted by an expectation that ownership allows more practice), an unclear maximum-golfer number per event, and a generic “TBD” end date without criteria explaining how that date will be set. Members asked staff to request explicit language from the club to document customary practice allowances, define maximum participants for matches, and clarify how the TBD date will be determined.
Administration also outlined a migration from Big Teams/ScheduleStar to Arbiter Sports for registration and scheduling. The district and its league are coordinating a move to Arbiter so schedules and results will sync; staff noted a year-one contract figure and called the transition a year-to-year subscription. Committee members acknowledged a learning curve but supported moving ahead.
The committee directed staff to send the vendor agreements to the solicitor for legal review and to return with clarifying amendments on the Fox Hollow contract and on background-check language before final board approval.
Dr. V described a one-year renewal with Advanced Protection Company for outside security at events and special occasions; the hourly rate in the draft increased from $28 to $30. A committee member asked staff to ensure the contract includes background-search clauses required by district policy for any personnel working with students. The chair directed that all contracts go to the solicitor before final board submission.
A modification to a previously approved entertainment contract from November 2025 removes $1,500 for CrowdSync bracelets and adds $350 for cryo fog and dual-screen projection, producing a net $150 reduction from the prior amount. Staff said there is no additional district cost for the change.
The committee spent the most time on Fox Hollow Golf Club’s fall-2026 contract. Staff noted typographical errors in dates that will be corrected and reported that Fox Hollow is charging $5,000 for usage this year compared with roughly $4,500 last year. Committee members flagged several substantive concerns in the written contract: a clause limiting team practice to two times per week (contradicted by an expectation that ownership allows more practice), an unclear maximum-golfer number per event, and a generic “TBD” end date without criteria explaining how that date will be set. Members asked staff to request explicit language from the club to document customary practice allowances, define maximum participants for matches, and clarify how the TBD date will be determined.
Administration also outlined a migration from Big Teams/ScheduleStar to Arbiter Sports for registration and scheduling. The district and its league are coordinating a move to Arbiter so schedules and results will sync; staff noted a year-one contract figure and called the transition a year-to-year subscription. Committee members acknowledged a learning curve but supported moving ahead.
The committee directed staff to send the vendor agreements to the solicitor for legal review and to return with clarifying amendments on the Fox Hollow contract and on background-check language before final board approval.
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