Case Study

Transforming Facility Rentals: Broward County Public Schools' Shift to Centralized Governance

In 2023, Broward County Public Schools (BCPS)—the sixth-largest school district in the nation—set out to fix a broken and inconsistent facility rental process that left staff overwhelmed and renters frustrated. Under the leadership of Rachel Dailey, Real Estate and Leasing Specialist, and her team, the district reimagined its program by centralizing governance, introducing private-sector strategies, and leveraging Facilitron's data-driven tools to support process modernization.

The result? A bold new zone-based approval model that shifted the burden away from school administrators, increased operational transparency, and laid the foundation for a $3 million rental revenue goal—all while strengthening the district's connection with its community.

"As the real estate department, we want to alleviate the stress of facility rentals so that the campus administration can focus on their number one priority: education."
— Rachel Dailey, Real Estate and Leasing Specialist, BCPS

The Problem: No Process, No Visibility, No Accountability

Before Facilitron, BCPS faced major hurdles:

• No consistent system or policy for processing facility reservations
• Dozens of pending or lost rental requests, some stuck for over 30 days
• Liability concerns with little oversight of insurance and payments
• Frustrated principals and secretaries juggling rentals on top of academic responsibilities

"There was no reservation booking process in place, and schools were not adhering to the pre-approval policies, resulting in a backlog of pending approvals and frustration among outside renter groups."
— Rachel Dailey

The district's decentralized approach wasn't just inefficient—it posed operational and financial risks.

The Solution: Centralized Governance Through a Private-Sector Lens

Rachel Dailey brought her background as a licensed real estate broker to the public sector and quickly identified a solution: centralize the facility rental process to relieve schools and improve service district-wide.

She developed a proposal rooted in data, showing:

• The cost of maintaining facilities
• The revenue potential from community rentals
• The inefficiencies of the status quo

"In our strategic planning we analyzed costs associated with maintaining our buildings and compared them to revenue generated from the rental programs. We quickly realized that we needed a better system."

— Rachel Dailey

With support from Facilitron's reporting tools, Rachel presented a compelling case to senior leadership—and received the superintendent's full support.

The Strategy: Zone-Based Approvals and Stakeholder Buy-In

BCPS implemented a three-zone structure that shifted rental approvals from school sites to centralized district oversight, ensuring consistency and compliance. The transition wasn't without resistance, but Rachel tackled it head-on.

She handled tough conversations with site leaders, reframing the effort as one that protected school time, improved service, and managed risk. Rachel's communications strategy emphasized fairness, student impact, and operational clarity—anchored by data at every step.

Platform Integration: Turning Policy into Process

Facilitron's platform enabled BCPS to operationalize its vision:

• Approval automation by geographic zone
• Integrated insurance, payment, and documentation tracking
• Reporting dashboards for usage, revenue, and compliance
• Data hygiene initiatives to improve internal and community visibility

"Our goal is to gain a better financial picture, determining exactly how much it costs to operate our facilities, so that we can then set financial goals for our facility rental program."

— Rachel Dailey

By tying internal calendars and enforcing data entry standards, BCPS laid the groundwork for long-term success.

The Results: A Blueprint for Operational Transformation

BCPS's revamped program has already begun yielding positive outcomes:

Financial Goals Aligned

With a $3 million revenue target in sight, the district now tracks performance with real-time dashboards and better cost recovery strategies.

Faster Approvals and Fewer Bottlenecks

Renters now experience clear timelines and fewer delays—some requests that used to take 30+ days are processed in under a week.

Empowered Schools

With rentals off their plates, principals and site staff can focus on education while trusting that the district is handling operations with professionalism.

Stronger Community Relationships

A centralized, transparent system has improved renter satisfaction, bringing groups back year after year.

Rachel's Advice to Other Districts

Rachel offers a clear playbook for success:

1. Lead with data to define the problem and opportunity
2. Center the student experience in every message
3. Secure executive buy-in to enforce top-down accountability
4. Educate stakeholders on the "why" early and often
5. Think like a renter—what would make you come back?

"Be persistent, and always provide the 'why.' Connect your reasoning to students, tie it to financial outcomes, and support it with data."

— Rachel Dailey

Conclusion: A Sustainable Model for Modern Districts

Broward County Public Schools has proven that facility rental programs don't need to be chaotic. With bold leadership, modern tools, and a centralized governance model, BCPS turned operational pain into progress.

By focusing on service, strategy, and sustainability, BCPS has built a rental program that supports both district operations and the broader community. It's a model any district can follow—with the right support, leadership, and vision.