INDEPENDENT SCHOOL DISTRICT #181

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Pierce Hill
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1 APPROVED: POLICY # 810 REVISED: 4/13/2015 INDEPENDENT SCHOOL DISTRICT #181 POLICY: USE OF SCHOOL DISTRICT FACILITIES AND EQUIPMENT I. PURPOSE The School Board encourages maximum community use of school facilities and equipment if, in its judgment, that use will not interfere with school district use. This policy provides guidelines for community use of school facilities and equipment. II. REQUESTS Requests for the use of school facilities will be made at the office of the building principal, the Community Education Office or Activities Director s office within a reasonable time prior to the date of use. Request forms will be available at each location and may be available on-line at the district s website. A deposit may be required for rentals estimated to be more than $500. III. LIMITATIONS OF PROPERTY USE: 1. District property shall not be used for activities which: a. Advocate social or political change by violence. b. Advocate or advance any doctrine or theory subversive to the Constitution of the United States, the Constitution of Minnesota, or federal, state, and local laws and ordinances. c. Organize or convene a secret organization for subversive purposes. d. Assist in raising funds for any of the above purposes. e. Would be incompatible with the school neighborhood. f. Violate any district policy or federal, state, or local law. g. Be in conflict with a district program. h. Jeopardize the safety, security, or supervision of individuals or district property. i. May be detrimental to the best interests of the District. j. Might result in any undue damage or wear, or is not consistent with the use for which the space was designed. 2. Requests may be denied or revoked and prepaid fees/deposits forfeited for: a. Repeated or material violation of school district policy or other regulations b. Repeated short notification of cancellations c. Failure to pay rental fees (Payment shall be made within 45 days of rental) d. Inappropriate behavior e. Damage to district property 1

2 Brainerd School District may cancel or revoke a request at any time when determined by the Superintendent or designee to be in the best interest of the school district. When this occurs, charges or fees charged to the user shall be refunded. This action will be taken only when necessary due to unavoidable circumstances, and attempts will be made to offer alternative space. 3. Property use shall not be allowed during the regularly scheduled school day by community groups or organizations unless specifically authorized by the Superintendent or designee. Lunch periods are considered part of the regularly scheduled school day. 4. When a snow day, another weather-related emergency, or an event beyond reasonable district control closes part or the entire district, property use shall be cancelled for the duration of the closure or until the Superintendent or designee authorizes commencement of such use. 5. District property will not be used for the following private events: parties, dances, weddings, receptions, funerals or memorials. Accommodations may be made for the funeral or memorial of a student or staff member of the school district. Exceptions to this policy will be viewed individually by district administration for possible approval. 6. Users shall comply with federal, state, and local laws and regulations related to discrimination. 7. Facility use is restricted to the dates and hours approved and to the building area and facilities specified in the request. IV. GENERAL REGULATIONS FOR PROPERTY USE 1. SAFETY. All applicable fire and safety laws/regulations and district policies and procedures governing the use of school property must be observed at all times. 2. AGE REQUIREMENT. An applicant must be 21 years of age to apply for use of any Brainerd School District property. 3. TOBACCO, ALCOHOL, AND ILLEGAL SUBSTANCES. Tobacco products, illegal substances, or alcoholic beverages are prohibited in all district buildings and on all district grounds. Failure to comply with this regulation will be grounds for immediate termination of the property use request and may be grounds for legal action. 4. WEAPONS. No weapons of any kind are allowed on district property. Failure to comply with this regulation will be grounds for immediate termination of the property use request and may be grounds for legal action. 2

3 5. GAMBLING. Gambling is prohibited on all district property. Failure to comply with this regulation will be grounds for immediate termination of the property use request and may be grounds for legal action. 6. INDEMNIFICATION. As part of the facility use request, the applicant agrees to indemnify and hold harmless Brainerd School District, its officers, employees, and agents from all claims, demands, judgments, costs, and expenses including attorney fees brought or asserted for injuries to any individual's property or person including death arising out of, related to, or in any way connected with any individual's participation in any activity, not withstanding any tortious misconduct or negligent act or omission on the part of the school district, its officers, employees, or agents, or the condition of the district property. 7. INSURANCE. The district reserves the right to require a performance bond and/or proof of satisfactory liability insurance protection, at a minimum, the same as the amount carried by Brainerd School District and the school district shall be named as an additional insured. The school district administration is authorized to waive the insurance requirement if in their opinion no additional insurance, beyond the school district s liability insurance, is needed. 8. PERSONAL PROPERTY. The district shall not be held responsible for any damage or loss that may occur to non-school property brought on the premises. 9. PERSONAL INJURY. The district shall not be held responsible for any personal injury that may occur to participants on district property during its use. 10. SNOW REMOVAL. If snow removal is requested by the user, the school district may charge for the service unless removal would have been performed in the course of normal district operations. 11. STORAGE SPACE. If available, Brainerd School District may provide storage space for users' materials and equipment. Items belonging to the users must be removed after each use. 12. All scheduled activities must be under competent adult supervision approved by the Superintendent or designee. In all cases, an assigned school district employee should be present. The group using the facilities will be responsible for any damage to the building, grounds or equipment and for custodial or supervisory fees incurred. Rooms, equipment and areas used shall be left in an orderly condition and restored to the same condition as prior to the group s use. Room rental fees charged do not include use of technical equipment. District may assess charges for technical equipment damage. V. PRIORITIZATION OF FACILITY USE Facility use shall not conflict with the requirements of the district's educational programs and shall be scheduled according to the following priorities: 3

4 Tier 1: Brainerd School District events (including Minnesota State High School League), Community Education activities and government elections Tier 2: Non-profit youth activities City of Brainerd and City of Baxter Parks and Recreation youth activities; established district-sanctioned partnerships and programs Tier 3: Non-profit adult activities Adult community and athletic activities Tier 4: For-profit youth activities - Commercial activities and non-district sanctioned events where a registration or admission fee is charged Tier 5: For-profit adult activities Commercial activities and non-district sanctioned events where a registration or admission fee is charged VI. FACILITY AND EQUIPMENT USE RATES, FEES, AND CHARGES Facility and equipment use rates, fees, and charges shall be established by the Superintendent or designee (Exhibit A). Tier 2 users that are ISD 181 and other Non-Profit Community -Affiliated Athletic Associations and Youth Groups that provide student enrichment activities designed to enhance co-curricular or extra-curricular programs of Brainerd Public Schools shall not be charged a facility use fee, but are responsible for payment of all custodial, supervision and any other expenses directly related to the use. These groups are identified as Appendix A to this policy. Exceptions to this policy are to be made with authorization from the Superintendent or designee. For the following reasons, charges may be assessed to users, regardless of the fee category the use is in. 1. A school district custodian or other qualified Brainerd School District staff member must be present at all times when district property is in use. If the use takes place outside of the custodian/supervisor's regular schedule, the user will be charged a pre-determined hourly rate. Custodial/supervisor charges will be a minimum of one hour greater than the rental time. 2. In addition to the pre-determined district employee rates, the actual costs incurred in using specialized rooms and/or equipment will apply and be assessed. 3. Supply charges or additional clean-up charges may be assessed when appropriate. 4. Events held outside of district buildings on district property (e.g., on the playground, athletic field, parking lot, etc.) may not need direct district employee supervision. To ensure compliance with the facility use policy, district personnel will perform a post-event inspection. Charges may be assessed for trash pickup or damage as deemed appropriate. 4

5 5. Use of pool facilities requires lifeguard services. Charges for this service will apply and be assessed. 6. Use of rope courses requires that a school district instructor be present. Charges for this service will apply and be assessed. 7. Use of strength training facilities require a qualified strength instructor. Charges for this service will apply and be assessed. 8. Use of kitchen equipment requires a school district food service employee be present. Charges for this service will apply and be assessed. VII. LONG-TERM RENTAL AGREEMENTS WITH OUTSIDE ENTITIES- The school district reserves the right to enter into long-term rental agreements with outside entities providing those entities meet the requirements outlined in section III of this policy. In addition it is understood that: 1. The superintendent or designee is granted the authority to negotiate rates as seen fit by the two parties. Past practice and current facility rates will be used as benchmarks for determining rental rates for long-term users. 2. The district reserves the right to re-locate or adjust the schedule of outside entities based on the current tier structure of priority of use within a reasonable amount of notification to the outside entity. When possible, a minimum of 120 days notice prior to the scheduled event. 3. The outside entity may work with district administration to secure another venue that will allow scheduled programming to continue. Adopted: Revised: , , Updated: 12/10/09 Sec IV 5 2/8/210 Sec IV 2 & Sec VII 3/8/2010 Sec III 5, Sec VI 11 10/8/12 Sec III, IV, V & VI 04/13/2015 Stadium Fees 5

6 Policy 810 Appendix A As defined in Policy 810 Section IV. Tier 2 The following Tier 2 youth groups and organizations which are sponsored by parent organizations and are directly supporting school activities will be exempt from rental fees: Group or Organization Name 1. Brainerd Youth Athletic Association(s) and Organized Groups 2. Brainerd Family YMCA 3. ISD #181 Community Education 4. Boy and Girl Scouts Programs within ISD 181 boundaries 5. 4H Programs within ISD 181 boundaries

7 This list is subject to change based on recommendations and decision making by the Superintendent or his or her designee. All other requirements and associated costs apply with regard to scheduling, prioritizing, supervision, liability requirements, costs for custodial coverage and service and any costs for directly related damages set out within Policy 810. Last updated 10/08/2012 INDEPENDENT SCHOOL DISTRICT #181 POLICY: USE OF SCHOOL DISTRICT FACILITIES AND EQUIPMENT EXHIBIT A RATES, FEES AND CHARGES (Effective September 1, 2007) The following rates apply, plus custodial, food service, lifeguard, technology or other supervisory service charges when applicable. Non-Profit Non-Profit For-Profit For-Profit Youth Adult Youth Adult Tier 2 Tier 3 Tier 4 Tier 5 Individual classrooms (hourly) $6 $9 $9 $22 Gyms or cafeterias at elementary schools, BHS South and Learning Center, and all media centers Up to 4 hours $22 $39 $83 $165 Over 4 hours $28 $55 $110 $220 Tornstrom auditorium (Incl. dressing areas) Up to 4 hours $50 $100 $193 $385 Over 4 hours $72 $138 $275 $550 Washington gym Up to 4 hours $22 $39 $83 $165 Over 4 hours $28 $55 $110 $220 BHS gyms (per court) Up to 4 hours $22 $39 $83 $165 Over 4 hours $28 $55 $110 $220 Forestview gyms (per court) 7

8 Up to 4 hours $28 $55 $110 $220 Over 4 hours $39 $83 $165 $303 BHS cafeteria Up to 4 hours $22 $39 $83 $165 Over 4 hours $28 $55 $110 $220 Forestview cafetoruim Up to 4 hours $33 $83 $132 $248 Over 4 hours $50 $110 $193 $330 BHS small theater (hourly) $6 $9 $9 $22 Forestview planetarium (hourly) $11 $17 $33 $66 BHS strength facility (hourly) $11 $11 $22 $44 BHS pool (hourly) $28 $28 $55 $55 BHS stadium field (hourly) Day time without lights $100 $125 $200 $225 Night time with lights $140 $165 $240 $265 BHS varsity baseball field (per game) Day time without lights $55 $55 $55 $55 Night time with lights $77 $77 $77 $77 EXHIBIT A RATES, FEES AND CHARGES Continued Outdoor fields - baseball, softball, soccer, etc. (per game) $28 $28 $55 $55 Tennis courts (per court per hour) $6 $6 $11 $11 Ropes courses (hourly) $17 $33 $33 $66 Other per square foot area (hallways, commons, etc.) $Negotiated$ Custodial for setup $44/hr $44/hr $44/hr $44/hr Custodial services (hourly) 1.5x rate 1.5x rate 2x rate 2x rate Food service employees (hourly) 1.5x rate 1.5x rate 2x rate 2x rate Lifeguard services (hourly) 1.5x rate 1.5x rate 2x rate 2x rate Technology or other supervision (hourly) Contract rate Franklin Art Center facilities $Negotiated$ A deposit may be required for rentals estimated to be more than $500. 8

Classroom, 2 hour minimum $15.00 $30.00 $50.00 Locker Rooms, 2 hour minimum $15.00 $30.00 $50.00 WHS Commons (Cafeteria) or Library, 2 hour minimum

Classroom, 2 hour minimum $15.00 $30.00 $50.00 Locker Rooms, 2 hour minimum $15.00 $30.00 $50.00 WHS Commons (Cafeteria) or Library, 2 hour minimum Rental and service fees User Group A: Non-profit community groups involving at least 80% Washougal School District patrons User Group B: Non-profit community groups involving less than 80% Washougal School