Schools continue talks on facility rental policy

After reviewing the policies of surrounding school districts, the Administration Committee for Culpeper County Public Schools plans to incorporate some new elements into the rules that govern the rental of school facilities to the public.

While many issues pertaining to safety, profit, equity and common sense were discussed, at the committee’s meeting last week, the plan is to add language to the policy that addresses among other elements:

* more specific fire safety rules
* avoiding the use of school facilities for commercial gain
* establishing guidelines for organizations that desire long-term rentals
* clarifying in writing that the person who signs the rental agreement must be on the premises during the event

Former Town Councilman Steve Jenkins, who resigned earlier this month, brought the issue to the School Board’s attention this summer after he said a constituent approached him with
concerns about rental costs. Jenkins also said he heard complaints about the wordiness of the policy.

It appears however, that the committee’s review will expand, rather than reduce the length and detail of the policy.

However, CCPS Deputy Clerk Pearl Jamison restated that many elements were added to the rental agreements over time because the rule needed to clarified in writing to prevent the same thing from happening in the future.

Russell Houck, CCPS director of administrative services, suggested that the policy include language to prevent any one organization from becoming a de facto tenant in a school facility. School Board member Rusty Jenkins however, expressed concern about adding another enforcement element to the process.

“I don’t want to see this become more of a headache,” he said, referring to managing school rentals.

Jenkins also disagreed with a suggestion that the board require organizations seeking long-term rentals to report their progress in finding a permanent home to the school system.

“Who’s going to be the progress police?” he asked.

Jamison noted that there have not been any issues with requests to rent school facilities for extended periods. Currently, the maximum rental period is one year and all contracts must be renewed annually, she added.

Houck said his review of policies from Hanover, Loudoun, Spotsylvania, Fauquier and Orange counties showed that Culpeper’s fees were generally lower and the rental policies more explicit and detailed.

Also present at Thursday’s meeting were School Board member Elizabeth Hutchins, Superintendent Bobbi Johnson, Director of Maintenance Geary Parkinson and Finance Director Jeff Shomo. Committee member Anne Luckinbill was absent.

The committee set its next meeting for Oct. 28.