At the direction of the Board of Education of Frederick County (BOE), an advisory committee was formed to examine the regulation pertaining to use of facilities (Reg. 100-01:  Rental of Frederick County Public Schools Facilities).  The committee was composed of FCPS staff including central office personnel (facilities services, accounting, payroll, athletics and extracurricular activities, web experience, fiscal services) and school-based employees (principal, building manager, secretaries, use of facilities coordinators, athletic director).  Additionally, at the direction of Dr. Alban, the committee sought ongoing input from other important stakeholders and held multiple community user group forums.

Dr. Alban charged the committee with the following:

• Examine the existing fee structures in Tables 1 and 2;

1. Assess clarity of existing matrix
2. Evaluate equity for users
3. Perform a cost benefit analysis of current fees as they relate to actual projected costs

• Examine current process used to secure the use of facility;

1. Ease of Application
2. Mode of Applying
3. Appropriateness of workflow (request/approval)
4. Process/materials aligning with current policy/regulation
5. Consistency of applying standards/fees

From the findings, the committee arrived at conclusions and recommendations.  There is a clear need to change our current Use of Facilities processes.  The committee recommends the following actions:

• automate the application process using an on-line software program
• simplify our matrices by implementing standard rates
• re-classify user groups
• recover costs associated with community usage by adding fees for all community user groups
• eliminate seasonal application deadlines at the elementary and middle school level.

Following a BOE public hearing on January 14, 2015, staff will return to the BOE on January 28, 2015 to seek action for implementation effective July 1, 2015.

PRESENTERS:             Kevin Kendro, Supervisor, Athletics and Extracurricular Activities

                            Raymond Barnes, Executive Director, Facilities Services

                            Amanda Baugher, Accounting Manager, Accounting/Payroll

                            Christa Summers, Secretary, Accounting

 Following the rich discussion on this topic during deliberations of its 2015 Legislative Positions, the Board will discuss background on the current Maryland law regarding obtaining passive versus active consent when conducting surveys or analysis from students.  The Board will gain an understanding of the current law, as it exists, and the discussion at the state level of the balance between public health and safety concerns versus the rights and protection of minors.

The Board can determine various courses of action, including proposing legislation, taking a position on future legislation in relation to this issue, providing comment to the appropriate entities on the current law, and/or identifying the need for more information and deferring a position until such information is presented and discussed.

Joy Schaefer

President