VISD/VPD Interlocal (Commons) Agreement FAQ 2021/2022
When was the interlocal agreement originally approved by the VISD and VPD Boards?
July 27, 2017, Initial five-year term
What properties are governed by the agreement?
The facilities subject to this agreement are known collectively as the Vashon Commons. Vashon Commons includes all VISD athletic fields and gyms, outdoor undercover areas, and indoor meeting spaces like classrooms and multi-purpose rooms that are located on the VISD school campuses.
When does the term of the agreement end?
The agreement will remain in effect and automatically extend for another five year term unless the governing body of either party votes to terminate the agreement at least 90 days prior to June 30, 2022.
When was termination of the agreement first discussed between VISD and VPD?
The Vashon Commons Committee meets annually to discuss usage, scheduling, and operations of the Vashon Commons. The committee consists of VPD and VISD Board representatives, VPD user group’s representative, the VISD Superintendent, and VPD Executive Director. This annual meeting was noticed to the public and held on November 12th. A follow up meeting was noticed to the public and held December 10th. In addition to discussion of current fees, termination of the agreement was discussed. No decisions were made at either meeting and committee members agreed to continue to explore options, share information, and meet in early 2022 to review impacts of any decisions moving forward.
Why is termination of the agreement being discussed as an option?
The current Commons Agreement which directs the Park District to manage VISD properties is anomalous and not necessary to provide access to island users. Currently, there is no known similar agreement in our state. Second, the current Commons Agreement is not adequately responsive to annual changes in fees related to usage rates and/or other conditions that impact usage such as the pandemic. Lastly, the scheduling and operating process should be updated and moved to an automated system that would increase efficiency of use, management, maintenance, and operations.
When will VISD/VPD Boards discuss and/or take action on termination of the Commons Agreement?
The VISD Board has scheduled a Board meeting (first reading) to discuss termination of the Commons Agreement on February 10th. The VISD Board will also discuss a third party facilities management system, Facilitron. Members of the VPD Board will attend and participate in the discussion. No action will be taken on February 10th. The VISD Board will schedule discussion at their subsequent Board meeting (second reading) on March 10th and may take action on the Commons Agreement as well as the third party vendor. VPD Board members will also attend. Public comment will be taken at each meeting during the regularly scheduled 15 minutes provided in the Board meeting agenda.
If the Commons Agreement is terminated, what are the goals of VISD and VPD moving forward?
If the VISD Board takes action to terminate the Commons Agreement, will the user's rates increase?
Separate from taking action on termination of the Commons Agreement, the VISD Board will consider any rate adjustments and timelines in subsequent VISD Board meetings, work sessions, and Vashon Community Forums. Please see the proposed dates:
How will VISD determine the cost of managing and operating their facilities?
VISD is in the process of completing a cost analysis for maintaining and operating the Common’s facilities. The cost analysis includes utilities, maintenance and repair, deferred maintenance, supplies, custodial salaries, maintenance worker salaries, security costs, kitchen (if applicable), facilities management salaries, and annual property and liability insurance. While current market rates are helpful to understand how competitive our rates are, they are not used to establish any user rates. Any rate to use a VISD facility will never exceed the cost of managing and operating a facility. In addition, incremental increases over time will be considered for any substantive differences between current rates and current costs to manage and operate the facilities. All documents related to the cost analysis will be provided to the VISD Board and public once the analysis is complete.
How will the user experience change if the Commons Agreement is terminated?
The goal of both VISD and VPD Board leadership is to provide a seamless and aligned experience for all users of the VISD Commons and VPD properties. The reservation process will be automated by a third party facility reservation system. Currently, Facilitron is the system that both VISD and VPD Boards are reviewing. You can find a short Facilitron video. Link Here. Front end access by users will be improved as well as back end management by VISD and VPD. Physical access to the facilities and use of the facilities will be identical to a user’s prior experience.
How much does Facilitron cost?
There are no direct costs to VISD. Facilitron charges 10% from each facility rental fee that is charged to a user.
Our user group has already made reservations this year. Will our fees increase or will our group have to reschedule our reservations?
Any user group’s existing reservations will migrate to the new system. There will be no change to any existing group’s reservation or fees.
Who do I contact if I have further questions?