ADAMS TWP — During a special meeting Tuesday night before the regular meeting, school board members reviewed a revised Policy 707.

Policy 707 covers community usage of school facilities, which includes the use of district athletic fields.

The board has been discussing and working on reducing facility fees over the past several months in response to concerns from community organizations.

“The board has been working on this for a while,” said Mark Gross, district superintendent.

In May, the board unanimously voted to lower several outdoor facility fees for nonprofit organizations, referred to in the policy as Class C groups.

At that time, outdoor facility fees ranged from $10 to $35 an hour for facilities, with the majority of fees at $35. Additional costs were added for specific uses and staff support. Indoor facility fees were not altered.

“Folks were still concerned,” Gross said. “So, the board continued to work on this.”

The newest revised policy further reduces rates.

Now, a Class C organization would be expected to pay between $10 and $35 hourly for various outdoor facilities, with the majority of fees being under $25 an hour. Additional costs would still be added for specific uses and staff support.

The revision also lowers some indoor facility, personnel and surcharge costs.

It also provides for a 50% hourly discount for Class D groups — private, non-resident organizations — accumulating a minimum of 100 rental hours during the school year.

Board members discussed how the bulk user fee could be applied to Class C groups.

Dayle Ferguson, a board member, said the revisions work toward “getting back” to the premise of accessibility.

However, several board members discussed ways in which the policy could be further adjusted.

Board member Megan Lenz said her concern is how the policy will affect standing, long-term leases.

“(We need) to have a long-term sustainability for our community,” Lenz said. “We're going to run the risk of our kids not being able to afford to play here in Mars.”

Lenz also noted community organizations often feed district programs, such as baseball or soccer teams.

By making facilities accessible, Lenz suggested the district is investing in its future as well as the community.

Ferguson reminded the board the fees don't apply to Class A (school organizations) or Class B (school-related organizations).

Class C groups, meanwhile, originate in the community.

Ferguson said while it's true the facilities are supported by taxpayers, the district is first and foremost responsible for providing educational opportunities to students.

“These are extracurricular activities,” Ferguson said.

Several board members also discussed the fact that the district ultimately is responsible for facility maintenance, such as refurbishing the turf on the softball field.

This contributes to use fees, according to Ferguson.

“They need to be affordable,” Ferguson said. “But there is a cost to the district.”

On the topic of sustainability, Ferguson said she'd be interested in establishing a restricted capital fund for facility fees.

This would be similar to what the district does per policy for funds remaining in the athletic budget at the end of the year, according to Ferguson.

“Any excess funds are rolled over into a restricted capital fund,” Ferguson said.

They then are used for such things as replacing band uniforms.

“Those funds go back out to support those programs going forward,” Ferguson said.

Any extra rental fees required for Class C and D groups could similarly be built up as a “nest egg” for future facility upkeep, according to Ferguson.

“The fees may not be free,” Ferguson said, “(But) at least you can, perhaps, feel a little bit more positive about (them).”

Several representatives from community nonprofit groups said while they understand that the district incurs costs, they hope facilities remain financially accessible.

Aaron Best said he's been involved with the local Cub Scout pack since 2014.

The pack has historically paid “a nominal fee” of $10 an hour for using a cafeteria, according to Best.

“We're in there for two hours, once a month,” Best said. “We're looking at almost tripling that cost.”

Best said the increase doesn't seem justified, particularly when the district accepts projects and improvements from both Girl and Boy Scout groups.

Best also said he didn't see how the district could build a nest egg if the facility fees only covered costs associated with use.

“The goal is not to incur any type of profit,” Gross said. “The goal is to try to charge to recoup any fees that maybe the district (is) spending.”

Gross said administration will discuss how to tweak the policy to “capture the conversation” of Tuesday night's discussion.

The board did not take official action on the policy Tuesday night.

It is posted on the district website for public review.