Hailey
Emporia School Board: The Emporia Board of Education recently decided to pause changes to its school facility rental policy after a long and detailed discussion.
The main focus of the debate was how youth groups use school buildings, how scheduling should work, and whether fees are fair for smaller organizations.
Instead of rushing a decision, the board chose to take more time, listen to feedback, and improve the policy so it works better for students, parents, and community groups.
The discussion took place on January 14, when board members reviewed a revised proposal presented by district staff. While many agreed with the general direction, concerns about clarity, safety, and fairness led the board to table the policy for future review.
Why the Facility Rental Policy Was Reviewed
Emporia School Board: School buildings are often used after hours by community groups, sports teams, and youth organizations. Because of this, the district wanted to update its facility rental-use policy to make rules clearer and easier to follow.
The updated policy aimed to:
- Support youth access to school facilities
- Clearly define fee categories
- Improve scheduling procedures
- Add stronger safety and enforcement rules
However, board members felt the policy needed more work before being approved.
Key Change: No Rental Fees for District Youth Groups
Emporia School Board: One of the biggest updates shared by staff was related to rental fees.
Under the revised proposal:
- Youth groups made up of district students would fall under Category C
- These Category C groups would not pay rental fees
- Fees would only apply if there were extra custodial or cleaning costs
A district official explained that for most student groups, the policy would remain almost the same as it is now, which many board members supported.
Facility Use Categories Explained
Emporia School Board: Board members asked for clearer definitions of the different facility-use categories, especially Category C and Category E. Without clear language, groups may get confused about whether they qualify for free or paid use.
Proposed Facility Use Categories (Simplified)
| Category | Who It Includes | Rental Fee |
|---|---|---|
| Category C | District students and youth groups | No (except special costs) |
| Category E | Outside or non-district groups | Yes |
Board members said these categories must be explained in simple and clear terms so no group feels left out or unfairly charged.
Scheduling Fairness Was a Major Concern
Another major issue was how groups schedule facilities.
Some board members worried that a first-come, first-served system could favor larger organizations that apply quickly, leaving smaller groups with fewer options.
Suggestions discussed included:
- A single request window for all groups
- Allocating time slots fairly instead of by speed
- Making sure district students and school teams get priority
Administrators confirmed that USD 253 teams and students will always come first when scheduling school facilities.
Safety and Rule Enforcement Issues
Emporia School Board: Safety concerns were also raised during the meeting. One board member mentioned ongoing problems such as:
- Propped open doors
- Groups not following building rules
- Security risks during after-hours use
To address this, staff proposed a three-step enforcement process for groups that misuse facilities. Board members supported consequences for repeated rule violations but wanted to see clearer enforcement steps written into the policy.
Why the Board Tabled the Policy
Emporia School Board: After hearing concerns and suggestions, board member Casey made a motion to table the policy. This means the board chose not to vote yet and instead asked staff to improve the proposal.
The motion passed 7–0, showing full agreement.
What the Board Asked Staff to Do Next
Before bringing the policy back, the board instructed staff to:
- Clarify facility-use categories
- Design a transparent scheduling system
- Explore online request and payment tools
- Reduce workload for building secretaries
- Collect more feedback from community groups
These changes aim to make the policy easier, fairer, and safer for everyone involved.
Emporia School Board: The Emporia Board of Education’s decision to delay the facility rental policy shows a careful and responsible approach. Instead of rushing approval, the board chose to listen, ask questions, and push for clarity.
By focusing on youth access, fair scheduling, and safety, the board hopes to create a policy that truly supports students and the community.
Emporia School Board: Once staff refine the details and return with a clearer plan, the updated policy is expected to better balance access, fairness, and security for all groups using school facilities.