Board approves updated facility rental policy, citing insurance and custodial costs

Administration presented a comprehensive revision of the district’s facility rental policy and recommended the board adopt updated contract language, insurance requirements and fee guidance. Brad (facilities) summarized peer practices gathered from roughly 90 similar schools and explained that custodial overtime and event supervision are primary cost drivers for weekend and spectator events.

Brad said the policy aims to protect district assets and to ensure the district recoups reasonable costs: "One of the things we talked about is trying to do this when we have people in the building to cut those costs down," he said, and explained the district will require proof of insurance and execute contracts for recurring and one‑time rentals. The proposal also includes fee reductions for nonprofit organizations and for events without spectators to keep costs reasonable for community partners.

The board voted to approve the revised policy and the updated contract procedures. Administration said staff will publish the policy, prepare standard contracts and provide resource lists of insurance providers for community users who need assistance obtaining coverage.

Next steps: administration to publish the policy, implement the priority scheduling rules (school activities given precedence) and circulate contract templates to recurring renters.