905.1 Community Use of School District Facilities & Equipment

School district facilities and equipment will be made available to local nonprofit entities which promote cultural, educational, civic, community, or recreational activities.  "Entity(ies)" will include organizations, groups and individuals and their agents.  Such use will be permitted only when the use does not interfere with or disrupt the education program or a school-related activity, the use is consistent with state law, and will end no later than midnight.  It is within the discretion of the superintendent to allow for-profit entities to use school district facilities and equipment.  The board and/or superintendent reserves the right to deny use of the facilities and equipment to an entity.  It is within the discretion of the superintendent to allow use of school district facilities and equipment on Sundays.

 

Entities that wish to use school district facilities or equipment must apply with the activities director or the District Office.  It is the responsibility of the superintendent or superintendent’s designee to determine whether the school district facility or equipment requested is available and whether the application for use meets board policy and administrative regulations.  It is the responsibility of the activities director or business manager to provide application forms, obtain proof of insurance (if required), and draw up the contract for use of school district facilities and equipment.

 

Use of school district facilities and equipment by entities will be supervised by a school district employee unless special prior arrangements are made with the superintendent.  The school district employee will not accept a fee from the entity using school district facilities and equipment.  If appropriate, the school district employee may be paid by the school district.

 

Entities that use school district buildings, or equipment, or sites must leave the building or site in the same condition it was in prior to its use.  Inappropriate use of school district facilities and equipment may result in additional fees charged to, or the inability of, the entity to use school district facilities or equipment in the future. 

 

The superintendent may allow entities, such as the Boy and Girl Scouts and 4-H, to use the school district facilities and equipment without charge.  While such entities may use the facilities and equipment without charge, they may be required to pay a custodial fee.

School buildings and facilities are available for community use at no cost provided:

1. The building's use is scheduled for the hours it is normally open and staffed.

2. No admission is charged, collected, or other attempts made to raise money.

3. The request is approved by the activities director, superintendent or their designee.

4. Permission is not sought for its regular and continued use.

5. Such use does not cause harmful alterations in the building's schedule.

6. Supervision of facilities can be accomplished by appropriate school system personnel.

7. The district incurs no direct or indirect costs for the use of the facility.

8. The use of the facility is not for an individual's personal use or for private gains, i.e., private parties, wedding receptions, etc., that would normally be held in churches or businesses in the community.

School buildings and facilities are available to nonprofit making resident citizen's groups during hours when the building is usually closed, when:

1. The request is approved by the activities director, superintendent or their designee.

2. The use of the building does not cause scheduling problems.

3. The appropriate school staff can supervise the facility.

Groups raising money for school use shall not be charged the use of school facilities.  Groups raising money for youth, but non-school activities, shall be charged only for the cost incurred by the school.

School affiliated groups or local organizations sponsoring community service programs are exempt from all charges provided no supervisory or housekeeping services are needed.  If supervision or housekeeping of facilities is necessary, the fees shall be the direct costs incurred by the school.

If it is established that the major portion of the money raised at a fundraising activity will be used for local community benefits or local charities, the fees charged shall be the direct costs incurred by the school.

All staff groups and teachers and student groups may use school facilities with prior approval of the activities director, superintendent or their designee.

A teacher and adult mixed group may use the facilities with prior approval of the activities director, superintendent or their designee, but are expected to pay the stipulated hourly rental fee for nonprofit groups.

When necessary, special arrangements regarding the cost of using the facilities may be made in the interest of a youth or community recreational activity.

Under unusual circumstances, such as an overriding community need, the superintendent may approve the use of school facilities without cost.

Adult education sponsored by tax supported educational organizations may use the facilities without cost during normal hours.  Other educational institutions will pay a fee agreed upon by the superintendent or designee.

Fees for Nonprofit Groups when the building is not normally in use (when a custodian is not normally present).

Classrooms - $25.00 per hour plus custodial fees and/or supervisory fees.

Cafeteria/Lobby Areas - $50.00 per hour plus cook and custodial fees and/or supervisory fees.

Library and Band Rooms - $50.00 per hour plus custodial fees and/or supervisory fees.

Elementary, Middle School, and High School Gyms - $75.00 per hour plus custodial fees and/or supervisory fees.

Fine Arts Center - $75.00 per hour plus custodial fees and/or supervisory fees.(An extra fee to cover costs shall be charged for the use of spotlights, stage scenery, etc. where the use of such equipment or items are an additional cost incurred by the school.  Such cost will be determined by the business manager or designee.)

Outside Fields--baseball, softball, football, track, practice fields, etc…- $500 per event.

Fees for Profit Making Groups (groups whose intent is to benefit or make a profit for an individual or members of the group.)

Classrooms - $40.00 per hour or 10% of the funds raised, whichever is greater, plus custodial fees and/or supervisory fees.

Cafeteria/Lobby Areas - $75.00 per hour or 10% of the funds raised, whichever is greater, plus cook, custodial fees and/or supervisory fees.

Library and Band Rooms - $75.00 per hour or 10% of the funds raised, whichever is greater, plus custodial fees and/or supervisory fees.

Elementary, Middle School, and High School Gyms - $125.00 per hour or 10% of the funds raised, whichever is greater, plus custodial fees and/or supervisory fees.

Fine Arts Center - $125.00 per hour or 10% of the funds raised, whichever is greater, plus custodial fees and/or supervisory fees. (An extra fee to cover costs shall be charged for the use of spotlights, stage scenery, etc. where the use of such equipment or items are an additional cost incurred by the school.  Such cost will be determined by the business manager or designee.)

Outside Fields--baseball, softball, football, track, practice fields, etc… - $750 per event or 10% of the funds raised, whichever is greater, plus custodial fees and/or supervisory fees.

On all matters relating to the interpretation or appeal of this policy, the board's decision will be final.

Date Board Adopted: 8/11/1986

Date Board Updated/Reviewed: 2/21/2018

 

Legal Reference:          Iowa Code §§ 8D; 123.46; 276; 278.1(4); 279.8; 297.9-.11 (2013).

                                    1982 Op. Att'y Gen. 561.

                                    1940 Op. Att'y Gen. 232.

1936 Op. Att'y Gen. 196.

905.1E1 Community Use of School District Facilities & Equipment Application

COMMUNITY USE OF SCHOOL DISTRICT FACILITIES & EQUIPMENT APPLICATION FORM

The undersigned entity makes application for the use of the school district facility or equipment as designated below.  The entity will provide police protection at its own expense, if necessary, to maintain order and to properly protect the building, site, or equipment.  Police protection is required when admission is charged.

Please refer to Policy 905.1R1 to determine the proper use of school facilities and equipment.  The entity is responsible for complying with the law, board policy and the administrative regulations.

The entity must provide an Indemnity and Liability Insurance Agreement, Policy 905.1E2, prior to the use of school district buildings, sites, or equipment

Denison Community Schools

Agreement to Use Facilities

Date__________________________

Name of Organization____________________________________________________

____School Organization ____Non-Profit ____Profit-Making

Organization person in charge_____________________________________________

Address________________________________  Phone___________________

Email__________________________________

Facilities Requested_____________________________________________________

Facilities will be used for__________________________________________________

Date or dates requested__________________________________________________

Time requested_________________________________________________________

School contact person____________________________________________________

Special Instructions______________________________________________________

______________________________________________________________

Certificate of Insurance provided_________________

Fees_______________________________________________

Denison Community Schools Organization using facility

_____________________________

Signature

_____________________________

Title

_____________________________

Phone                                                                                                               

Date Board Adopted: 10/19/2009

Date Board Updated/Reviewed: 2/21/2018

905.1E2 Community Use of School District Facilities & Equipment Indemnity and Liability Insurance Agreement

COMMUNITY USE OF SCHOOL DISTRICT FACILITIES & EQUIPMENT INDEMNITY AND LIABILITY INSURANCE AGREEMENT

The undersigned, hereafter referred to as "entity," states that it will hold the Denison School District, hereafter referred to as "school district," harmless from any and all damages and claims that may arise by reason of any negligence on the part of the entity in the use of any facilities or equipment owned by the school district.  In case any action is brought therefore against the school district or any of its officers, employees or agents, the entity will assume full responsibility for the legal defense thereof, and upon its failure to do so on proper notice, the school district reserves the right to defend such action and to charge all costs, including attorneys' fees, to the entity.

The entity agrees to furnish and maintain during the usage of the facilities or equipment owned by the school district such bodily injury and property damage liability insurance as will protect the entity and the school district from claims or damages for personal injury, including accidental death, and from claims for property damages which may arise from the entity's use of the school district's facilities or equipment whether such operations be by the entity or by anyone directly or indirectly employed by the entity.

The entity will furnish the school district with a certificate of insurance acceptable to the school district's insurance carrier before the contract is issued.

Dated at                                , Iowa, this               day of                         , 20       .

Name of Entity:                                                                       

Signature and Title:    

 

Denison Community School District

Signature Superintendent:                                                                         

Date Board Adopted: 10/19/2009

Date Board Updated/Reviewed: 2/21/2018

905.1R1 Community Use of School District Facilities & Equipment Regulation

COMMUNITY USE OF SCHOOL DISTRICT FACILITIES & EQUIPMENT REGULATION

(1) Use of tobacco/nicotine on school property shall not be allowed, including in private vehicles.

(2) There shall be no alcoholic liquors or beverages brought to or consumed in the building or on the grounds.

(3) When a school building is being used, cleaning will be performed by school employees assisted by a committee from the outside group.  Labor for such work will be charged to the group through the fee charged for building use.  When additional custodial and supervisory personnel are needed for setup, cleanup, supervision, etc., an additional charge per hour may be added to defray such expenses.

(4) Personnel assigned to supervise a building for non-school activities may be requested to perform special school jobs if activities of the non-school groups do not require their attention. 

(5) Applications for the use of school facilities should be made through the activities director, superintendent or their designee.  All users are required to sign a rental agreement.

 (6) All groups using school facilities must have responsible adult supervision present at all times to assure proper care and use of school property.  A principal or qualified responsible school employee on paid or volunteer status must be in attendance to unlock, supervise and re-lock the facility each time it is used for non-school purposes.  Supervisors must be present during the duration of the activity.  Exceptions to this policy must be written on the rental contract.

(7) The school may request damage deposits.  All damages to school property shall be repaired and billed to the sponsoring individual or organization.

(8) Users are responsible for the facilities and are responsible for any breakage or damage that occurs.  Users are responsible for the proper control of activities and persons using school facilities and equipment so that all safety factors are observed.  Users are responsible for the correction of minor and easily correctable safety factors and are asked to report all others immediately or on the next working day, as warranted, to the principal.

(9) Users agree to hold the district harmless from any and all liability arising out of the user’s negligence or omissions while using the school facilities or equipment.

(10) Business, non-profit and/or for-profit groups and individuals may be required to furnish a certificate of liability insurance prior to the execution of the rental contract.

(11) School buildings and grounds will be available only during the time listed on the contract.  Likewise, only those buildings and grounds listed on the contract will be available, and activities should be confined to the stated area.

(12) The serving of food in school buildings by a commercial caterer is permitted, but must be first approved by the business office and stated in the rental contract.  If school kitchen facilities or equipment are to be used, appropriate food service personnel of the school will be present at all times.   The wages of such personnel shall be part of the fees charged for the use of the facility.

(13) The school reserves the right to adopt and enforce additional rules and regulations as may be deemed appropriate in individual cases.

(14) All persons participating in physical education or athletic activities will wear approved gymnasium shoes.  Food and drinks will be permitted in designated areas only.

(15) Moving and adjusting scenery, securing lighting effects, operating the public address system, and similar matters will be accomplished under the direction of a designated school employee.

(16) All properties not belonging to the school are to be removed after the last performance or the day after use of school facilities.

 

Date Board Adopted: 7/13/1992

Date Board Updated/Reviewed: 2/21/2018