Cape Henlopen School District

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1 The Cape Henlopen School District thanks you for considering one of our facilities for your community event. We welcome the opportunity to open our facilities for scholastic, athletic, and community activities. How to Apply All facility usage requests are made through our community use online system. The link for submitting an application can be found on our district website ( or by following the link below: All requests must be submitted at least one month prior to the event. Use of the schools will be on a first come, first served basis. Requests involving several uses during the school year should be submitted in August. Continuing requests should be renewed annually by completing a new application for use of the school facility. The status (approved/denied) of all requests will be sent out via approximately 1 week after the online application is submitted. Liability Insurance The Cape Henlopen School District is required by our insurance carrier to secure a Certificate of Liability Insurance as proof of your own coverage. You will be required to have General Liability Insurance coverage with Bodily Injury and Property Damage Limits of Liability in the amount of $1 million Occurrence & Aggregate as the minimum Limits of Liability. The Cape Henlopen School District is to be added to your insurance policy as an additional insured entity, under a Hold Harmless Agreement / Waiver of Liability endorsement. Special event insurance can be purchased by contacting your local insurance agent. Insurance documentation must be on file with the Cape Henlopen School District prior to approval of your faciliites use request. Payment Terms Facility usage rates are posted on the facilities management section of the Cape Henlopen School District website. Please use the rates to estimate your facility use expenses. Please note all fees (minus down payment) must be paid at least 2 weeks after your event at the Facilities Management Office by check or money order. You are prohibited from publicizing the location of your event until all fees have been paid and written confirmation has been received from the School District via . Important Information Approval of building use does not entitle applicants to post or send home flyers with children regarding events being held. Permission for this must be obtained through the Superintendent s Office and is required to contain the District s disclaimer. School usage fees are based on Cape Henlopen School Board approved rates for services provided. Board approval is required for any waiver/reduction of fees. If you have any questions regarding this, or other facility usage questions, please don t hesitate to contact Sandy Hinsch ( ). If you have any questions regarding accessibility to our facilities due to snow emergencies or other occurrences that may close the school, please contact me at If you need to cancel your event, you must Sandy Hinsch at sandra.hinsch@cape.k12.de.us. Board policy 707, which includes all other rules and regulations governing the use of the Cape Henlopen School District facilities, is attached. Sincerely yours, Brian Bassett Director of Administrative Services brian.bassett@cape.k12.de.us 1270 Kings Highway, Lewes, DE (302) (office) (302) (fax)

2 FACILITY RENTAL RATES All rates for rooms are based on a two (2) hour flat rate for use. Each additional hour beyond the two (2) hour limit will be charged at a per hour basis. Custodial costs, Theatre and School Nutrition workers cost are not included in the room rates and are based on a 3 hour minimum. Once an application is approved, there will be a $25 processing fee applied to the original charge for any requested change in the date of the event. No cash will be accepted as payment. Checks, cashiers checks or money orders will be the only forms of payment accepted by the District for facilities usage. Area First Two (2) hours (Minimum Charge) Elementary / Middle Schools Each Additional Hour Cape Henlopen High School First Two (2) hours (Minimum Charge) Each Additional Hour Classroom $50 $20 $50 $20 Library $50 $20 $50 $25 Multipurpose $50 $25 Cafeteria/Atrium $60 $15 $100 $50 Kitchen 1 $100 $25 $200 $75 Theatre 2 $500 $200 Auditorium $60 $15 Gym 3 $50 $20 $200 $100 Track $50 $25 $200 $100 Sports Fields - non synthetic $50 $25 $50 $25 Synthetic Turf Fields $200 $100 Field House 4 $50 $25 Additional Charges 3 hour minimum 3 hour minimum Custodian 5 $120 $40 $120 $40 Food Service 6 $120 $40 $120 $40 Theatre Manager $99 $33 Stage Hand $30 $10 1 A CAPE HENLOPEN School District Nutrition service employee must be present. The school nutrition supervisor has the right to determine how many school nutrition workers are needed based on the number of people coming to the event. The CAPE HENLOPEN School District offers a catering service at an additional charge. 2 Theatre Manager must be present. 3 High School gym may be available to multiple groups on the same date if partial gym is requested. 4 No access to concession stand. 5 Chief Custodian will determine if (and how many) custodians will be necessary. 6 There is a possibility that a School Nutrition Manager or Lead Worker may be needed. This will be determined by the School Nutrition Supervisor. If a School Nutrition Manager/Lead Worker is needed there will be additional charges. Please call Child Nutrition Services at for additional information regarding these rates. Rates: Subject to change based on Board Approval. Board approval is required for any waiver/reduction in fees. The Board also reserves the right to establish a separate fee structure for specific events.

3 The use of Cape Henlopen School District s facilities, as limited by Title 14, Chapter , of Delaware Code, is a courtesy extended by the Cape Henlopen School District to community organizations and groups for organizational activities. Approval of building use does not entitle applicants to post or send home flyers with children regarding events to be held. Permission for this must be obtained through the Superintendent s Office and is required to contain the District s disclaimer. School usage fees are based on Cape Henlopen School Board approved rates for services provided. Board of Education approval is required for any waiver/reduction of fees. Requests for fee waiver/reductions must be submitted in writing to the Superintendent s office at least one (1) month prior to event. Permission to use school facilities may be secured by completing the request form at least one month prior to the anticipated date of use. Use of the schools will be on a first come, first served basis. Requests involving several uses during the school year should be submitted in August. Continuing requests must be renewed annually by completing a new application for use of the school facility. The length of contracts will not exceed twelve months at a time. The District maintains the right to reject any facility usage request. Below are the rules and regulations governing the use of all Cape Henlopen Schools and facilities: 1. A Cape Henlopen School District activity, whether taking place during the school day or otherwise, shall have precedence over any other activity; 2. Request for use of school facilities must conform to the school calendar. When schools are closed due to inclement weather, activities may be canceled; 3. The Board of Education may refuse to permit the use of any school facility if it is found to be contrary to District or State policy, and/or Title 14, Chapter of the Delaware Code. The District has the right to reject any facilities usage request; 4. All groups permitted to use school property shall be responsible for any theft from the property and any damage over and/or above ordinary wear; 5. If the group uses the school during normal school hours and leaves the area of the building unclean causing the need for the custodial staff to clean the area, the group will be charged for the added custodial time needed to properly clean the area; 6. The person whose signature is on the application form will be held liable for the payment of fees; 7. Requests for school equipment (e.g. microphones, projectors, screens, etc.) or internet access must be submitted in writing no later than one (1) week prior to the event. The District has the right to reject any equipment and/or internet access request. Cape Henlopen School District will supply only equipment that is already installed in the room/area; all other equipment must be supplied by the applicant; 8. Possession or use of alcoholic beverages and/or illicit drugs on school premises is prohibited at all times and will result in loss of user privileges and be subject to prosecution; 9. Smoking is not permitted in school buildings or on school grounds; Page 1 of 3

4 10. Fee schedules for Use of School Facilities will be reviewed and are subject to change each June; 11. The individual/organization requesting the use of the facilities will be responsible for the enforcement of all Cape Henlopen School District rules, regulations and policies. Any individual/organization who violates this requirement will be subject to withdrawal of use privileges; 12. A security deposit (in the amount of 50% of the facilities usage fee) is required for all Category 3 rentals of athletic, theatre, cafeteria, and atrium facilities; 13. School authorities must be notified of any cancellations at least 24 hours prior to the scheduled activity; otherwise, personnel charges will be assessed and applied; 14. At least one Cape Henlopen School District custodian must be on-site during all events on Cape property. The minimum charge will be for one (1) custodian for three (3) hours. An approved school employee may provide custodial services above the 3-hour minimum if s/he is a member of the organization and if s/he assumes responsibility for the activity. In these instances, a Cape custodian will open and close the building and be paid for at least three (3) hours (approval must be granted in advance by the Director of Administrative Services); 15. During the heating and cooling seasons, night temperature setbacks shall be maintained in all buildings during weekends, holidays and weekday evening hours. The Superintendent or his/her designee may grant exceptions. Additional fees may apply for the requested use of heating or air conditioning systems; 16. All anticipated and unanticipated cost of events will be the responsibility of the organization requesting usage of the facilities; 17. Insurance Requirements for use of Cape Henlopen Facilities Individuals/organizations using Cape Henlopen School District facilities must supply a certificate of insurance. The certificate must be submitted to the Director of Administrative Services and meet the following specifications: a. Certificate Holder: Cape Henlopen School District 1270 Kings Highway Lewes, DE 19958; b. Name Cape Henlopen School District as an Additional Insured on the policy(ies); c. General Liability Insurance coverage with Bodily Injury and Property Damage Limits of Liability of at least $1 million Occurrence & Aggregate as the minimum Limits of Liability; and, d. Cape Henlopen School District is to be added to the insurance policy under a Hold Harmless Agreement / Waiver of Liability endorsement; and, Page 2 of 3

5 18. ORGANIZATION CATEGORIES CATEGORY 1 - School/Government Related Activities 100% discount on Facility Rate Only. In order to qualify as a Category 1 organization, the facility usage must be directly related to the primary purpose of education and use of the facility must be at a time when the custodial staff is normally on duty, with no additional custodial expenses being incurred as a result of the facility usage. Organizations include: 1. All Cape Henlopen school clubs; 2. All Cape Henlopen student organizations; 3. Cape Henlopen Parent/Teacher Organizations; 4. Cape Henlopen School Board activities; 5. Cape Henlopen Education & Support Staff Associations (CHEA & CHSSA); 8. Cape Henlopen Educational Foundation; 9. Cape Henlopen Booster organizations; 10. Government/Municipalities (subject to personnel costs and liability provisions); and 11. Local police and fire departments (subject to personnel costs and liability provisions). CATEGORY 2 - Non-Profit Groups Any group wishing to qualify for use of school facilities as a Category 2 organization shall petition the Superintendent by letter. Such letter shall include the aims and objectives of the group and the activities relation to education. A list of approved Category 2 groups will be kept on file in the Facilities Management office. Category 2 status may be granted to other State educational institutions. Custodial fees will be assessed unless the event occurs during normal custodial working hours and no additional custodial services are required. Non-profit groups must hold a current status as determined by the Internal Revenue Service (proof required). Cape Henlopen Category 2 Community groups- 1. Non-Student Oriented Groups - 25% discount on Facility Rate Only, 2. Student Oriented Groups (with at least 50% Cape Henlopen current student or staff membership)- 50% discount on Facility Rate Only. 3. Small, student oriented, service or educational groups (maximum membership, not attendance, of 25 and at least 75% Cape Henlopen current student or staff membership) Facility rate of $1 per school year for up to 2 hours of classroom meeting space per event. CATEGORY 3 This category pertains to organizations and community groups that do not qualify for Category 1 or 2 and/or are a For-Profit Group. All such organizations will be charged rental fees in accordance with the approved schedule. Custodial fees for Category 3 groups will be at the overtime hourly pay rate and charged for the entire time school district custodian(s) are on duty including preliminary preparation time, the actual program or event, and throughout the cleanup period. Page 3 of 3 Adopted: June 26, 1986 Revisions: June 24, 2004; March 13, 2008; December 9, 2010; December 15, 2011; May 23, 2013; November 14, 2013