At the May 20 board meeting, Chief Operating Officer Greg Buchanan outlined the policies and procedures governing facility rentals, noting the operational logistics and a pricing model that hasn’t changed since 2017.
While the district is currently “breaking even” on rentals, trustees expressed interest in revisiting rates, which officials previously said could be a potential source of revenue to combat the $3.3 million shortfall for the 2025-26 school year.
“We’re hearing a lot of comments from our public about different rates, different ways that facilities are being utilized,” Buchanan said. “So, we just want to make sure that we’re transparent in what’s governing us and how we operate our facility rentals.”
Policy breakdown
Under district policy, Buchanan said with district-sponsored activities—academic or extracurricular—take precedence for facility usage followed by support organizations such as booster clubs. External organizations are then accommodated on a first-come, first-served basis.
Although, the superintendent retains the authority to cancel nonschool events if an unexpected conflict arises involving district operations, Buchanan said.
How it works
Buchanan said guidelines for facility rentals, such as athletic courts, auditoriums and classrooms, include:
- Advance requests submitted at least 10 days in advance
- Approval by campus principals must approve use of school sites and approval from athletic directors for sports facilities
- Final approval from the COO
Using an upcoming theatre show at George Ranch High School as an example, Buchanan said the total cost is $1,830 for a four-hour auditorium rental for 375 attendees.
The breakdown includes:
- Facility rental: $720
- Custodial staff (4): $400
- Police officers (2): $350
- Auditorium technician: $160
At the May 1 meeting, Chief Financial Officer Jill Ludwig said facility rentals were a factor in increasing revenue to balance out the $3.3 million budget shortfall looming for the 2025-26 school year.
Buchanan said school officials are looking at the rate comparisons for peer districts.
“We’re looking at adjacent districts currently around us ... to make sure that we’re utilizing our facilities for our community and staying comparable,” he said.
Community Impact reached out to a district representative to ask if rates will be revisited at the next board meeting, but has not received a response ahead of publication.
Looking ahead
The board will discuss increasing the current $40 hourly rate prices for hiring police officers next month, Superintendent Roosevelt Nivens said.
