Transportation & Operations 5000 OP 5.700

Transcription

1 Transportation & Operations 5000 OP Facilities, Sites and Equipment Use BACKGROUND School properties are primarily for the use of student and school related groups, however, the District also supports the principle of community use of open school facilities, sites and equipment. PROCEDURES 1. Application for Facility, Sites and Equipment Use a. The facility use rental application and accident waiver must be signed by the person responsible or in charge of the rental group and approved by the school-site Principal. The Principal will forward an approved copy to the school custodian(s) and the Operations Department. b. The person signing the facility use rental application must abide by the Terms and conditions of school facility use as outlined on the Facility Use Rental Application c. Application for use, on a repetitive or seasonal basis must be renewed annually. All rentals terminate on 30 th June. 2. Guidelines for Equipment Use a. All school equipment must remain on school property except when the equipment is being used in connection with educational programs for students and school activities under the direction of an authorized person. b. The user, where authorization is granted, must provide satisfactory assurance to the Principal that responsibility is assumed for liability involving any costs for repair and/or replacement of equipment and/or injury to the user or others resulting from use of the equipment. c. All equipment in schools, except for personal property of staff members, is the property of the school district. d. Equipment is not available for rental. e. Personal use of school district equipment by employees is not permitted f. Equipment such as volleyball or badminton stands, nets and hockey goals, where available, may be used by groups renting school gymnasiums provided the Principal has given prior approval. g. Use of art, kitchen, computers or industrial education shop equipment will be restricted to qualified approved instructors at the discretion of the Principal. h. Personal equipment or other private property may not be left or stored in a school.

2 3. Bookings a. Seasonal or long-term bookings must be submitted to the Principal at least two (2) weeks in advance of the proposed booking. b. One-time or short-term bookings must be submitted to the Principal at least one (1) week in advance of the proposed booking. c. All use of the school facility is to be kept within custodial hours unless approved by the Principal. d. The district, in providing community use, will reserve the right to: i. adjust fee schedules; and, ii. request a security deposit as required. 4. Cancellations a. Other than refunding rentals, the District assumes no responsibility if last-minute cancellations are caused by power failure, furnace failure, inclement weather, regulations of the Fire Marshal, or other causes beyond the control of the district. b. Failure to comply with rental regulations could result in cancellation of the rental. In the event of such cancellation there can be no claim or right to damages or reimbursement on account of any loss damage or expense. c. Rental bookings may be pre-empted by school programs. Where possible, five (5) days notice shall be given and the rental charge will be returned. d. User groups shall provide five (5) working days notice of cancellation of the event booked or shall forfeit the rental charge. 5. Authority and Code of Conduct Any person on District property shall comply with SD74 (Gold Trail) OP Code of Conduct and with the instruction of the Principal or designated employee. 6. Supervisors All groups using school facilities shall provide adequate supervision of the participants and spectators in the activity. An individual appointed by the user group as supervisor will: a. make himself/herself known to the School District employee on duty; b. comply with SD74 (Gold Trail) OP Code of Conduct; c. supervise the entrance and adjacent area to prevent unauthorized persons from entering the building; d. limit activities to the area assigned to the lessee and restrict participants to this area; e. ensure that operational time is adhered to, or, if slight variation becomes necessary in closing time, advise the District employee; and, f. ensure that all participants are out of the building when the activity ends. 7. Protection of Gymnasium Floors/Restrictions a. The use of street shoes or other footwear which could damage the gymnasium floors is not permitted. Application of powdered waxes or other substances to gymnasium floors is also not permitted. b. The following sporting activities will not be permitted in school gymnasiums: a. football; b. field hockey; and,

3 c. roller blading. c. The following sporting activities may be permitted in school gymnasiums with the equipment requirements as noted: a. soccer: must use approved indoor soccer balls; b. lacrosse: must use only plastic (this includes the softball); and, c. floor hockey: must use only approved sticks and balls/pucks. 8. Custodial Supplies and Equipment a. Renters will not use, or have access to, custodial supplies and equipment unless prior authorization has been received. 9. Security a. Every effort will be made to accommodate community use but such accommodation will only be made after maintenance and cleaning priorities have been met. b. Keys will not be given to non-employees except under special circumstances. c. The renter will be billed for any costs associated with incorrect use of the intruder alarm systems. 10. Student Activities Other Districts a. In order to encourage the travel of students from other districts to School District No.74 the Principal may provide accommodation in school gymnasiums, or other appropriate space, to organized groups of students travelling under the sponsorship of their groups. b. In giving consideration to such groups, the Principal may require the groups to provide a schedule, a description of activities to occur, a list of responsible persons who will act as supervisors or chaperones and the number of students involved. 11. Liability and Damage a. As a condition of being permitted to use School District No.74 (Gold Trail) property, user groups and individual users agree that such use is at their own risk. b. Damage to District property must be reported to the District employee on site immediately and then to the Principal by the next working day. The user group will be charged the cost of repairing such damage. c. User groups will be responsible for the conduct of their guests. 12. Special Functions Applications for use of school facilities will be subject to the following conditions: a. the Facility Use Rental Application completed; b. The person signing the facility use rental application must abide by the Terms and conditions of school facility use as outlined on the Facility Use Rental Application c. the user group must indicate that this function will include serving alcohol d. all laws of British Columbia shall be complied with, including all restrictions, expressed and implied in the BC Government Liquor Act; e. the user obtains a liquor permit as required by law; and, f. the school Principal is satisfied that adequate planning for control/supervision of the function has been made. g. use of alcohol shall be permitted in designated areas only

4 h. A refundable damage deposit of $ is required for any rental where alcohol will be served; and, i. under no circumstances will applications be considered where students or persons under 19 years of age will be present when alcohol is served. 13. Categories of Rentals and Associated Fees The District reserves the right to: a. Request payment in advance of any rental and may require the posting of a damage bond and/or proof of liability insurance. Rental charges for local groups will be invoiced. Out-of-district or commercial groups will pay in advance. b. Amend and change rental rates at any time. GROUP 1: Educational No Charge School Aged (K-12) a. Non-profit functions directly related to the educational, cultural and/or recreational activities for children, and who are sponsored by professional or public agencies whose responsibilities involve children and/or youth, shall not be charged a fee. b. A fee will be charged if additional costs are incurred by the district. GROUP 2: Post Secondary Institutions and Community Service a. Nominal fee (or an amount to be negotiated by the Secretary Treasurer). b. Non-profit functions directly related to the education, cultural and recreational activities of adults, and who are sponsored by professional or public agencies whose responsibilities involve the continuing education of adults, shall pay a nominal fee or an amount to be negotiated with the Secretary Treasurer Standard Classroom: $5.00 per hour Gymnasium: $10.00 per hour, $40.00 per day Grounds: $10.00 per day Notwithstanding the hourly rental rates established in this policy, Groups 2 & 3 who rent facilities on an on-going basis, shall pay a maximum rent of $ per school year. GROUP 3: Commercial Activities (Additional custodial charges may be applicable) Where an individual, group of individuals, or company stand to make personal gain from using a school district facility (eg; training camps or sessions, enterprises having an expectation of profit making, political groups or parties, non-resident groups) the rates are as follows: Standard Classroom: $12.00 per hour Elementary School Gymnasium: $20.00 per hour Secondary School Gymnasium: $40.00 per hour Grounds: $50.00 per day REFERENCE SD74 (Gold Trail) (OP) Code of Conduct School Act BC Government Liquor Act SD74 Facility Use Rental Application

5 School District No. 74 (Gold Trail) FACILITY USE RENTAL APPLICATION SCHOOL: Date of Application: APPLICATION User/Organization s Name: Representatives Name: (Person responsible and in charge of the Group) Mailing Address: Identify specific facility rooms playground/site: Phone Number: Dates AND Hours required: Will alcohol be served? (Include copy of permit if applicable) Special requests or additional comments: Group Category: #1 Educational #2 Post Secondary/ Community Service #3 Commercial Activities Rental Fee: $ Special/Other Charges: $ Description: WAIVER The applicant understands that in making this application the school or School District No.74 (Gold Trail) is not responsible for accidents or injuries which may occur from the use of the district s facilities. The applicant recognizes that, from time to time, injuries do occur and therefore assumes the responsibility for assuring that proper supervision and control are maintained at all times for the duration of this agreement. The applicant is responsible for the actions of all persons in the building affiliated with the event and will be held responsible for damages incurred to the facility or its equipment. It is the responsibility of the applicant to communicate the information contained in this waiver to all participants affiliated with the approved activity. School and School District No. 74 (Gold Trail) reserve the right to revoke this agreement at any time. I (We), (applicant s name) have read and understand the terms and conditions of this agreement noted overleaf and agree to abide by them. I (We) understand that the use of the facility will be forfeited should the conditions of this agreement not be followed. Date Signature of Applicant SCHOOL PRINCIPAL APPROVAL Date Signature of School Principal

6 School District No. 74 (Gold Trail) FACILITY USE RENTAL APPLICATION Terms & conditions of School Facility Usage 1. A Rental Application must be signed by the user and the school-site Principal prior to any facility reservation being accepted. Once a rental application is approved, it becomes the rental agreement. 2. The rental application must identify the responsible adult(s) (19 years or older) who will be in charge of the group and at the school site at all times during the period of use. This individual(s) will be responsible for the safety of the building, its contents and the preservation of order. 3. User groups will adhere strictly to rental times indicated on the Rental Application Form arriving on time and vacating promptly. 4. Except by prior arrangement, all user groups must clear the facility one hour in advance of custodial departure during the school week. 5. Admission to the school on holidays and weekends when custodians are not required to work shall be arranged one week prior to the date. User groups will be liable for custodial wages which will be at the current Union rates. 6. Persons attending any function in a school or using the facility must obey the directions of the School Principal, teacher or district employee in charge of the building at that time. 7. Only areas specifically identified on the Rental Application Form may be used. 8. Only those persons belonging to or attending the user group s event or meeting are allowed in the school. 9. Gymnasium usage regulations must be understood and complied with to ensure continued facility use. 10. All required liquor permits must be obtained by the user group. 11. Smoking is not permitted in any part of the school or on its grounds. 12. The user group shall be assessed damage repair costs or replacement costs for any damage to the school building, site or equipment attributed to the user group. Any user group failing to pay these costs will forfeit future facility usage. School District No.74 also reserves the right to take appropriate action to recover such costs and charges. 13. School district employees who are called out after hours to tend to special needs (e.g. turn off the playfield sprinklers on a Saturday) will have their call out costs charged to the user group at the current Union Contract rates. 14. All user groups must abide by SD74 (Gold Trail) OP Code of Conduct