Frenship ISD Facility Use Procedures

Transcription

1 Frenship ISD Facility Use Procedures

2 Frenship ISD Facility Use Procedures Introduction Frenship Independent School District is pleased to provide use of its facilities according to guidelines and scheduling procedures approved by the FISD Board of Trustees. Use of FISD facilities is coordinated and scheduled through the Facility Manager. Frenship reserves the right to approve or deny the use of its facilities based on past experience. Facility Rental Guidelines and Regulations Frenship ISD activities shall, at all times, have priority use for all facilities. In case of conflict with other non-school groups, every effort will be made to provide an alternate site. However, Frenship ISD activities will take precedence over all other scheduled events regardless of confirmation status. The District may cancel any agreement without notice if the facility is needed for District operations. This cancellation will require the approval of the Superintendent or designee. The District assumes no liability on a cancelation other than the return of any previously paid fees. The application incorporates the terms and conditions of this agreement and any amendments. Modifications to this agreement shall be in writing and signed by both parties. The Superintendent or his/her designee may approve an amendment to this agreement. The applicant is required to answer all information via the online Frenship ISD Community Use Form. Applicant must provide any requested documentation such as Certificate of Insurance when requested. Applicant also must comply with all Frenship ISD policies and guidelines. Completion of the Community Use online agreement form does not guarantee approval for use of Frenship ISD facilities nor does it assure availability of facilities. Frenship ISD facility use is governed by Frenship ISD Board Policy GKD (Legal) and GKD (Local). Both of these policies may be found online at or are available upon request. Applications must be filed no less than 3 days and no more than 60 days prior to the requested date(s) of use. All payments must be mailed or made in person at the Frenship ISD Business Services Office in the Casey Administration Building. Mailing Address Physical Address Frenship ISD Frenship ISD Attn. Chad Smith Facility Manager 501 7th Street PO Box 100 Office 413 Wolfforth, TX Wolfforth, TX No Frenship ISD employee is authorized to accept tips, gratuities, or wages directly from the applicant or renter.

3 The applicant will be charged for all dates and times scheduled, unless a cancellation notice of at least 24 hours is received by the Facility Manager. The organization s authorized representative, who has been approved through the Community Use web site, agrees to pay all fees prior to use of the facility. Any invoice received from Frenship ISD must be paid in full within 30 days of invoice date. Failure to pay invoice completely, within 30 day payment period, can lead to a revoking of rental privileges. Per FISD Board policy, GKD (Legal), a youth group is any group or organization intended to serve young people under the age of 21. In order for an organization to qualify for the Preferred Youth Athletic League rate, Frenship ISD requires that 75% of the total participants of the organization must be Frenship ISD students. Rosters must be provided upon request. No Waiver of Immunities Nothing in this Agreement waives or alters any immunities provided Frenship ISD, its employees, agents, or officers under Texas or federal law. Indemnity provision The applicant hereby agrees to and shall indemnify, defend, and hold harmless Frenship ISD, its agents, trustees, officers, and employees from and against any and all suits, actions, losses, damages, liability, and claims of any character, type or description (including without limitation court costs and attorney s fees, and all such other expenses of litigation or counter suits) brought or made for or on account of any injuries or damages received or sustained by any person or persons or property arising out of or occasioned by or connected with the use of Frenship ISD s facilities by applicant, its agents, officers, employees, or invitees. Such indemnity shall apply where the above referenced suits, actions, losses, damages liability, or claims arise in whole or in part from the negligence of Frenship ISD. The applicant agrees to and shall insure its obligations under this provision in the amounts specified pursuant to this Agreement.

4 Facility Rental Terms and Conditions By submitting an online Community Use application, the applicant agrees to all of the following terms and conditions: Terms and Conditions for Frenship ISD facilities: Any conduct/acts, which are punishable by law, are prohibited. Smoking and the use of any tobacco product on all FISD properties is prohibited. 20 U.S.C 6083 et seq.; Penal Code Alcoholic beverages are prohibited on all FISD properties. Educ. Code Materials such as hay, confetti, candles, firearms, fireworks (or any product with gunpowder), fog machines may not be used, unless previously approved by the Superintendent or designee. Decorations must have pre-approval from the Campus Office. Approved Community Use applicants must obtain written approval from the Facility Manager s office prior to using or contracting to use inflatable slides, bounce houses, attractions that use water or any animal/carnival attraction on the District property. The use of District ladders and lifts are prohibited. Participants in any activity must remain in the portion of the building that is scheduled and shall not have or seek to gain access to other sections of the building. Participants shall not enter onto any facility or section of a facility until the supervisor or building custodian has given them permission to enter. Children must have adult supervision at all times. High school students will not suffice as adult supervisors. Equipment malfunction at the facility will not automatically result in any refunds to the renter of the facility. The District is under no obligation to maintain and/or improve District owned property for the benefit of the renter of the facility.

5 All bulletin boards, wall posters, permanent fixtures, furniture, or equipment shall be left undisturbed. All participants must evacuate the building if the fire alarm sounds. Participants may reenter upon permission from District personnel or Fire Department personnel. No live animals are allowed on school property while renting a facility (except for guide dogs for the visually impaired). Requester for any facility may be subject to a background check before approval of use. Weekday facility rental, during the school year, cannot begin until 5:00pm and must conclude by 9:00pm unless approved by superintendent or designee. Summer hours are 8:00am to 9:00pm. Weekend Facility rental cannot begin until 8:00am on Saturday, and noon on Sunday, and must conclude by 10:00pm unless approved by superintendent or designee. FISD facilities will not be available on holidays/holiday weekends or FISD scheduled holidays. All persons or groups using FISD facilities and equipment assume all financial responsibility for damage to the facilities and equipment being used. Groups using the facility on weekends will have a custodian and/or a supervisor assigned to the event. Custodians and/or Supervisors will assist with specific problems that might arise during the event. Additional representative from FISD may be required/needed for an event. The costs for these representatives are listed in the pricing guidelines sheet. Inappropriate behavior or failing to comply with the supervisor's/custodian's directives may result in immediate termination of the activity with no refund. Future use of FISD facilities may be denied to those individuals or groups that fail to adhere to the directives of FISD personnel. Groups are responsible for setting up and general cleanup. If the facility is not cleaned, the renter may be subject to a custodial fee for the cleanup. All renting organizations should exhibit their best effort in ensuring that all trash is disposed of in a trash can or dumpster

6 Groups are responsible for maintaining proper decorum during the time the activity is in progress. The School District will furnish only that space and equipment listed on the application. All FISD owned specialized equipment (projectors, PA systems, computers, lighting equipment, and bleachers) will be operated only by district employees at an additional fee. FISD reserves the right to require security at any event where estimated attendance is over 50 people. Security will be provided through the district and charged to the renting organization. Cost for specialized personnel, such as police, security, or parking lot attendants will be billed to the sponsoring organization. Custodians will not be considered security. In the event that these regulations require that security must be provided and the organization is found to not have proper security in place, the event will be terminated immediately. In the event that security cannot be procured by the renting organization, the renting organization can call the FISD Police Department at (806) for assistance. Custodial cleaning at such events shall be arranged for by the Facility Rental Office and paid for by the organization at the rates listed in the Frenship ISD Administrative Regulations. In addition to the above, for the use of gymnasiums, fields, cafeterias, and stages, the following restrictions apply: Use of district kitchens is not allowed without express, written consent from the superintendent of schools, or their designee. Organizations using school facilities are responsible to enforce all restrictions. All turf guidelines and signage must be followed for the use of Frenship ISD turf fields. No employee or entity shall be permitted to apply a pesticide or herbicide at a school facility without the prior approval of the Frenship ISD IPM coordinator and other than in the manner prescribed by law and the District s integrated pest management program. (Per Frenship Board Policy CLB (Local). ADA Compliance The applicant hereby agrees, warrants, and represents that the applicant will comply with the Americans with Disabilities Act at least to the same extent Frenship ISD would be required to comply with such act. The applicant will indemnify and hold harmless Frenship ISD and its officers, employees, and agents for, from and against any and all claims by third parties alleged

7 against Frenship ISD for alleged violations of the Americans with Disabilities Act relating to the applicant s operations, programs, and/or failure to make accommodations. This agreement will be construed in accord with the laws of the State of Texas without regard to conflicts of law principles. Mandatory and exclusive venue for any dispute arising out of this agreement will be a court of competent jurisdiction in Lubbock County, Texas. Criminal Background Checks Approved organizations agree to prohibit employees, agents, or others who have been convicted of: (a) a felony under Penal Code Title V; (b) an offense requiring registration as a sex offender under Code of Criminal Procedure, Chapter 62; or (c) an offense under the laws of another state equivalent to (a) or (b), above, from providing services, programs or training to public school age children in connection with use of District property. Insurance Requirements The following information is provided to inform the applicant of insurance requirements to be provided and approved prior to use of any Frenship ISD facility when required. Frenship ISD reserves all rights to accept or deny proposed coverage based on type, limits and the named underwriter. The applicant must provide an Accord Certificate of Insurance with types and limits of insurance given below at the time of submission of the Rental Application when required. If insurance is required, applications received without an accompanying Accord Certificate of Insurance will be declined. The Accord Certificate of Insurance shall name Frenship Independent School District as certificate holder. The Accord Certificate of Insurance must provide coverage for the entire term of the rental application. All insurance coverage must be produced by an insurance agent licensed by the State of Texas Board of Insurance, and underwritten by an insurance company that has a minimum A rating in the current Best Book, is authorized to underwrite insurance in the State of Texas by the State Board of Insurance or its designee, and is acceptable to Frenship ISD. The insured shall be the named Organization. Frenship ISD should be listed as Additional Insured. The Accord Certificate of Insurance shall include amounts of each deductible and all exclusions. The Accord Certificate of Insurance must provide coverage for the whole term of the Agreement for Use of Frenship ISD Facilities. Frenship ISD reserves the right to reject at any time a Certificate of Insurance submitted by an organization. All Organizations shall provide Fire Damage Liability insurance coverage with $50,000 limits. In addition, if the Organization employs persons or officers, the organization shall provide Workers Compensation and Employer s Liability for statutory minimums require by State of Texas laws and rules, or produce certification that the Organization is in current compliance with rules promulgated by the State of Texas Workers Compensation Commission.

8 Governmental organizations shall provide statutory minimum coverage. During the term of the rental, organizations will accept responsibility for the compliance with rules as herein outlined and for the proper care and protection of school property and will see that the School District is reimbursed for all damages. Commercial General Liability Insurance containing all coverage set out in the basic policy from in Texas including Products and Completed Operations, Contractual, Personal and Advertising Injury, Explosion Collapse and Underground Property Damage Hazard shall provide limits of: Automobile Liability Insurance: Combined Single Limit: (At least) $500,000 (Required if the organization owns vehicles and will be using them on school property.) Workers Compensation (At least) $100,000 (Required if the organization has employees who will be performing manual labor of any kind on school property.) Approval Information and Instruction Every organization must agree to the electronic Frenship ISD Terms and Conditions before submitting organizational information for approval by the Facility Manager. Each organization must have an event coordinator. Each new Event Coordinator will have to agree to the Terms and Conditions before being approved to request Frenship ISD facilities. The event coordinator is required to answer all information, provide documentation and a Certificate of Insurance (as required), and comply with all provisions of policy, guidelines, laws and rules that govern Frenship ISD. Upon completion of the online registration form the event coordinator will receive confirmation of approval and the ability to reserve Frenship ISD facilities. Once a reservation has been submitted by the event coordinator it will be approved by designated Frenship ISD staff and then activated by the Facility Manager. Upon activation the event coordinator will receive an automated notification. If the request is denied for any reason the event coordinator will receive an notification as well. A list of Facility use fees is available online or by request to the Facility Manager. Once an event is activated an invoice will be created and ed to the event coordinator and payment in full is due by the payment due dated indicated on the invoice. Any questions concerning availability of Frenship ISD facilities or playfields, or the requirements of this document, including insurance requirements should be directed to the Frenship ISD Facility Manager.

9 Please help us keep our schools and kids safe! Safety is our Priority Remember, an illegally parked vehicle may impede medical emergency access. Don t be responsible for any delays; it could be for your child or family member. Please do not park in fire lanes, by fire hydrants, blocking driveways, in handicap spaces or in handicap accessible routes. All groups using any Frenship ISD facilities and grounds are responsible for keeping emergency access clear at all times. Lightning Warning All groups and organizations using any of the Frenship ISD playfields, playgrounds, or other outdoor facilities are responsible for the development of, and adherence to a lightning emergency plan. Lightning is a severe hazard that must be viewed seriously. Everyone should immediately seek shelter any time they believe lightning threatens them, even if a signal has not been sounded. You should immediately seek an appropriate, safe shelter. Although lightning detectors are not provided by Frenship ISD for non-frenship ISD events, their use is strongly recommended where possible.