COMMUNITY USE OF FACILITIES RENTAL/USE RULES AND REGULATIONS

Transcription

1 COMMUNITY USE OF FACILITIES RENTAL/USE RULES AND REGULATIONS General: The following rules and regulations shall apply to all applicants desiring to use any building that is operated by the New Kent County School Board ( School Board ) and the New Kent County Department of General Services - Parks and Recreation Division ( Parks & Recreation ). Parks & Recreation, who must approve the form, is responsible for seeing that the rules and regulations are followed, and that maximum security and safety are maintained during the rental period. Copies of the rules and regulations and application forms for use of school or County facilities are available in the Parks & Recreation Office or the School Board Office. This policy will be reviewed by the New Kent County Board of Supervisors and the School Board every two years. 1. Eligible Organizations: A. The School Board recognizes the following organizations and groups for use of school facilities: Any New Kent County agency, or group affiliated with those agencies Any school division groups and school sponsored activities, acting in an official capacity Specific events run by local charitable organizations Activities sponsored by school partners, where there is a written partnership/agreement All other organizations including, but not limited to: religious, profit making, and political NOTE: The membership of any organization requesting use of school facilities must have the majority of its membership reside in New Kent County. B. Parks & Recreation recognizes the list above and will also entertain applications from other organizations and individuals for the Quinton Community Center. 2. Acceptance or Rejection Parks & Recreation and the School Board reserves the right to accept or reject, at any time, any application for use of facilities. Advance payment of fees will be refunded if rejection of application is deemed necessary. Upon acceptance, the permit holder must agree to hold Parks & Recreation and the School Board harmless from any damage or claims arising from the action of the permit holder, his/her employee(s) or patrons while the facility is in use. Also upon acceptance, the permit holder must agree to indemnify the School Board and Parks & Recreation from and against any and all claims, loss, injury, causes of action, and any consequential and incidental damages incurred during the use of the facility, including reasonable attorney fees and costs. 3. Activities Only those activities open to the public will be allowed in school facilities or on school campuses. Public and private activities will be allowed at the Quinton Community Center. 1

2 4. Activity Limitations No series of meetings, engagements, etc., will be allowed in the same building without special authorization by the General Services Director or Superintendent. See #30 for extended use procedures. 5. Admission Charges When admission is charged, full rental rates and reimbursement of costs for all services rendered by employees of Parks & Recreation or by employees of the New Kent County Public School System will be applicable, as will facility rental rates. 6. Illegal Substances and Intoxicants Illegal drugs or alcohol shall not be brought, consumed, or used on the school property. Violators will be reported to the proper authorities. 7. Applicant The applicant shall be an officer or director of the organization which is making the application for use and shall present evidence of his or her authority to contract on behalf of that organization, or he/she shall be a responsible citizen of the County and will be the responsible and liable party for rental. 8. Authorization Inclusions Policy, rules, regulations and administrative procedures apply to all use by all groups except intra-school groups within the individual school s organization. In the latter case, the principal of the respective school has administrative authority to allow use. 9. Crowd Limitations Occupants of a building, or space within a building, may include only as many persons, seat for seat, as the facility is designed to accommodate or as posted. Persons outside the building will not be included in this count. 10. Custodial Services A. School Buildings These include: Opening and closing buildings, doors and windows; Turning on/off lights, heating/air conditioning system; and Normal cleaning after usage. These do NOT include: Transporting equipment and/or supplies; Arrangement of any special furniture or equipment; or Supervision of activities or crowds. Excessive cleaning If 250 or more people are expected in attendance, a second custodian would need to be hired and applicant must bear the cost. 11. Food and Refreshments Food and refreshments may be sold, served, and consumed only in the dining area of a building, the concession stand area, or on the rented grounds of the school campus. Refreshments must be confined to the above-specified areas, unless other arrangements have been negotiated with the principal of the school. 12. Games of Chance Schools may be used for certain limited types of games of chance by related school groups provided that permission is obtained from the General Services Director or Superintendent of Schools. 2

3 13. Grounds Any organization authorized to use any area of the campus will be required to keep the area cleaned of trash, litter, and debris, and the ball diamond and fields maintained to well-established elevations at all times during the period of time authorization is in effect. 14. Gymnasium Gymnasium shoes are to be worn by persons using the floor of this facility. Street shoes are only allowed on the floor during dance sessions at which time a protective material will be applied for protection of the floors. 15. School Kitchens Whenever a kitchen is rented, a member of the school food services staff must be present during the authorized time of rental. A fee will be charged for this service. 16. Liability The group to whom the facility is rented shall be held responsible for: Certificate of Insurance ($1,000,000 Combined single limit, $100,000 Fire Damage Liability; must name the school division and County as additional insured). Any applicable fees; Proper conduct of persons in attendance; and Care of property. Property shall be left free of trash/debris and in similar conditions to those that existed prior to authorized use. 17. Lighted Athletic Fields A fee to defray the cost of lighting will be charged. Regular procedure must be followed in making application for use authorization of fields. 18. Priorities in Authorization In scheduling of the use of School facilities, School events shall have first priority, programs administered by the Division of Parks and Recreation shall have second priority and all other events shall be scheduled on a first come, first serve basis. 19. Rental Payment Rental payment (when applicable) must be paid up front with the use permit application, by check, for the full amount payable to: County of New Kent. Payment must include any rental fees and reimbursement of costs for all services rendered as previously outlined, as well as any required security deposits. These items should be sent to: New Kent Parks and Recreation P.O. Box 50 New Kent, VA Rental Rate Exclusions There will be no rental fees or reimbursement of costs for services rendered by employees of the school system when facilities are used no more than once each calendar month for a regular or special meeting of an intra-school group or parentteacher association. There will be no rental rate charged for additional monthly meetings or special annual events/activities of the above organizations, but the reimbursement of costs may be applicable. 21. Rental Rates Rates will be established annually by Parks & Recreation in conjunction with the School Board. See Facility Rental Rates, p. 5, chart Reservation for Use Reservation for use of facilities can only be made after the application has been approved by Parks & Recreation and the Principal of the facility being requested. 3

4 23. Cancellation A minimum of 30 days notice is required on all cancellations to avoid forfeiture of security deposit. Applications approved within a 30-day window of the rental date will forfeit their deposit and fees should the rental be cancelled by the applicant. 24. Smoking Smoking is not permitted in any of the school or County buildings. 25. Staging or Decorations Staging or decorations must be done so as not to deface or damage any property and are subject to the approval of the General Services Director, Superintendent and Principal of the respective school. It is required that no elaborate decoration or redecoration be planned prior to approval. All decorations must meet building and fire prevention codes of the County and are subject to inspection and approval by the County Fire Marshall. 26. Submission of Application Application must be submitted at least 30 days prior to date(s) requested and all applications will be treated on a first come, first serve basis. Applications will be accepted within the 30 day window; however, approval is based on facility availability and approval, staff availability, and submission of all applicable forms and fees. 27. Time Limitations All programs/activities must be completed by midnight on date(s) approved. However, events on New Years Eve may extend until 1:00 AM. Other events may petition the principal of the school or Parks & Recreation for an extension of this limit. 28. Use of Special Lighting and Public Address System These must be operated by trained school personnel. Organizations authorized to use those facilities will be charged for usage. Payment will be made directly to the school. 29. Dances Only school-related or Parks & Recreation sponsored groups may use the school facilities for a dance. 30. Extended Use of Facilities (See Lease Agreement page 7) An organization, other than agencies of New Kent County, may not use/rent any school facility on Saturdays or Sundays on a continuing basis for a period longer than 4 weeks. However, if the facility is needed for a longer period of time the applicant may enter into a lease agreement with the schools where the following procedures apply: Facilities can be rented only for twelve (12) months. However, the rental agreement may provide for two twelve (12) month extensions. If the Lease agreement extends for a period exceeding five (5) months, payment for the use of the facility will be paid on a monthly basis. Delinquent payments may result in termination of the Lease agreement. 31. Representative The School Board requires that an employee of Parks and Recreation or the school division be present at all times when a school building is being used by authorized personnel. 4

5 FEE SCHEDULE (chart 5-1) Athletic Fields: Lighting Auditoriums: Cafeteria: Kitchen: Lighting/sound system $100 per day $20 per hour $30 per hour $15 per hour; a trained school or county staff member must also be hired and paid to work a minimum of 3 hours. $20 per hour $20 per hour; a member of the school's Food a minimum of 3 hours. Classrooms: Gyms: $10 per hour $30 per hour Others: PA system Piano Risers $25 flat fee $25 flat fee $10 per hour 5

6 GROUPS (chart 5-2) FEES TIMES Any New Kent County agency, or group affiliated with Waived Waived those agencies All school division groups and school sponsored activities, Waived Waived acting in an official capacity All Boy Scout and Girl Scout activities and other patriotic 4:00-8:00 P.M. (Mon-Fri; school year) organizations as defined in the Code of Virginia and in Waived 7:00 A.M.-5:00 P.M. (Mon-Thur; the No Child Left Behind Act summer) Specific events run by local charitable organizations 4:00-8:00 P.M. (Mon-Fri; school year) (must have 501c3 status) Waived 7:00 A.M.-5:00 P.M. (Mon-Thur; summer) Area not-for-profit organizations Not Waived Not Waived All other organizations including but not limited to profit Not Waived Not Waived making and political Conditions and Fees For those applicants desiring to use any building that is operated by the School Board, for activities that are scheduled after instructional hours, the following conditions apply: Custodial staff hours are considered the hours between 4:00 P.M. and 8:00 P.M., Monday through Friday during the school year; and 7:00 A.M. to 5:00 P.M., Monday through Thursday during the summer. Groups wanting to use the facility during these hours please see chart 5-2 above to see if the fees are waived, equipment use and staff fees may still apply. The staff custodian will unlock the appropriate entrance door 15 minutes before and lock it 15 minutes after the scheduled activity time. For those applicants desiring to use any building that is operated by the School Board, for activities that are scheduled during non-custodial staff hours, the following conditions and fees apply: Non-custodial staff hours include any time after 8:00 P.M., Monday through Friday, Saturday and Sunday during the school year; after 5:00 P.M., Monday through Thursday, Friday, Saturday and Sunday during the summer. Rental fees above (chart 5-1) will be applied during these hours. The staff custodian will unlock the appropriate entrance door 15 minutes before and lock it 15 minutes after the scheduled activity time. All programs/activities must be completed by midnight on date(s) approved. For activities that involve the use of the kitchen, one (1) staff custodian will be scheduled and paid at the rate of $11 per hour, per person by the applicant. 6

7 For activities that will require the use of the New Kent High School Auditorium sound and/or lighting system, a school employee will provide all technological services at the rate of $30 per hour, paid by the applicant (Note: use of standard overhead ceiling lighting does not incur this charge). Fees collected for use of a school facility will cover staff and operating costs of the facility. Staff fees for Parks & Recreation staff will be collected at a rate of $15 per hour; the remaining fees collected will be paid directly to the School Board as reimbursement for operating or staff cost of the school facility. Fees collected for the use of the Quinton Community Center will be paid directly to the County. Please note: Groups will be notified after the principal of the facility or Parks & Recreation approves/denies the application. All rental fees and security deposits will be returned if the application is denied by Parks and Recreation or the Principal of the School facility requested. The $100 security deposit will be returned after the rental date(s) if the facility is left in similar conditions that existed prior to use. See Chart 5-3, p.9. Cancellations must be made a minimum of thirty (30) days in advance; failure to do so will result in a forfeiture of the $100 security deposit. Any activity or event that charges fees for admission must have approval in advance by the Superintendent of Schools and Director of General Services and is subject to an additional fee. The School Board and the County can review special circumstances and make adjustments to the fees and conditions cited above. Any group that violates this policy, laws, or local regulations of New Kent County is subject to immediate barring from use of the facilities. LEASE AGREEMENT Repeated use of a school facility for four weeks or longer shall constitute a Lease Agreement. In case of a school auditorium, the following rent shall be applied: A. $30 per hour times number of hours used per week B. Total of Line A times number of weeks per month (4.333) C. Total of Line B times number of months of the lease D. Total of Line C reduced by 20% = Lease Agreement amount Example: If the auditorium is used four hours per week for six months, the cost would be: A. $30 per hour times 4 (hours per week) = $ B. $ times (weeks per month) = $ C. $ times 6 (months of lease) =$3, D. $3, reduced by 20% ($623.95) =$2, NOTES: This amount would not include the costs associated with custodial 7

8 services required. If the Lease agreement exceeds a five (5) month period, the final cost of the lease agreement will be divided by the length of the lease (months) in order to determine the monthly payment. The monthly payment for the above lease would be: $ divided by 6 (months of lease) = $ Facilities can be rented only for twelve (12) months. However, the rental agreement may provide for two twelve (12) month extensions. 8

9 Application Procedure (chart5-3) Application submitted Application forwarded to facility desired School Principal approval NO Application denied YES Applicant notified Applicant Notified Payment received within 7 days NO Application denied YES Final application approval Applicant notified Event takes place Applicant Notified Security deposit forfeited Applicant Notified YES Facility Damage NO Security Deposit returned to applicant 9

10 Clean-up Checklist Below is a check off list for clean up procedures after an event. All items must be completed to receive security deposit back. Damages to the facility are still subject to forfeiture of security deposit. Please check if the cleaning has been done. If it has not been done or there is apparent damage, please make a note of the problem below the list: Name: Date: Event: Party Rentals and Personal Property removed Yes No Clean Floors of Trash and Food Yes No Vacate Premises on Time Yes No Trash Removed from Site Yes No Tables and Chairs Placed Back in Proper Area Yes No All Decorations Removed (includes tape, string, etc.) Yes No Bathrooms Cleaned of Debris Yes No All Lights Turned Off Yes No Entrance Doors and Windows Locked Yes No Damage to Floors or Walls Yes No NOTES: PLEASE NOTE: Staff will use this same list when checking that all rental clean-up requirements have been met. Staff will also check for any damages to walls, floors, doors, etc. Staff Signature: Date: 10