APPLICATION FOR COMMUNITY USE OF SCHOOL FACILITIES

Transcription

1 APPLICATION FOR COMMUNITY USE OF SCHOOL FACILITIES Please Submit Application To: COMMUNITY USE OF SCHOOLS OFFICE 3301 Stafford Drive Charlotte, NC SCHOOL REQUESTED: (List In Order Of Preference) (1) (2) (3) SUBMITTED BY: (Organization): Is This Organization For Profit or Non-Profit? Non-Profit Tax ID Number: Individual Making Request: Name Title Address City, State, Zip Telephone: Home/Cell Work Fax/ Purpose of Use: (Activity) Number of Adults: Number of Youth: TOTAL Estimated Number of Participants including Spectators: Name of Individual Representing Organization To Be Present and Responsible at Function: INTERIOR SPACE REQUESTED (Please Check All That Apply) Multipurpose Room Cafeteria Kitchen Gym Auditorium Classroom(s) (How Many? ) Other (Describe Specifically) EXTERIOR SPACE REQUESTED (Please Check All That Apply) Baseball Softball Football Track Soccer Practice Field Tennis Courts Open Field Composite Playground Parking Lot(s) Other (Describe Specifically) Time Desired: (Please Specify Each Date and Time) MONTH(S) SPECIFIC DATES(S) DAY(S) OF WEEK OPENING TIME CLOSING TIME

2 Application Guidelines Applications must be received a minimum of 10 working days before the requested date or a maximum of three months in advance of the requested date. In order to start the application process we must have the following: Application Fee of $25.00 (non-refundable) may be paid by check or money order payable to Charlotte Mecklenburg Schools or may be made through our on-line payment system located on the CMS website: 1. Electronic Checking/Savings Account Payments Link: WebPay EasyDraft-Bank Accounts 2. Credit/Debit Card Payments Link: WebPay EasyDraft-Card Accounts If application is approved, the fee will be applied to the amount owed for use of facility. PLEASE NOTE: Application will not be processed without fee. Completed Application Form which must be filled out entirely including: Organization Name Tax ID Number (If Non-Profit) Purpose of Use Number of People Using the Facility Exact Starting and Ending Dates Exact Starting and Ending Hours including Set-up and Clean-up Time Signed Contract Page: Please complete the bottom left corner of the contract. We will complete the rest upon approval. Please be sure to include your Organization s Name (Applicant s Name) and Authorized Representative s signature. Certificate of Liability Insurance: Please attach a copy of your group s certificate of liability insurance. (See attached contract for details.) If your group does not have liability insurance or a copy of the certificate, this must be received at least one week prior to the date of the event or start date of the contract. Please Note: Applications can be submitted via to CommunityUse@cms.k12.nc.us. If approved, applicant must pay total amount within 15 days of the date of the contract or two business days prior to start date, whichever comes first. Fee Schedule is attached. Applications are submitted to the schools for approval in order to avoid conflicts with school-scheduled activities. If your usage request is denied for a particular school, it is usually due to a scheduling conflict. Please allow approximately two weeks to receive the result of your request.

3 FEE SCHEDULE Facility Profit Non-Profit Athletic Fields Fields with no lights N/A Fields with no lights N/A Fields with lights - $10 per hour after Fields with lights - $10 per hour after 6:30pm 6:30pm Auditorium $343 (1-4 hr. period) $91plus $25 per hour Baseball Stadium Youth Game: Day: $30 per game Day: $30 per game Night: $61 per game* Night: $61 per game* Adult Game: Day: $61 per game Day: $61 per game Night: $91 per game* Night: $91 per game* Doubleheader: $121* $121* Four games per day: $242* $242* *Additional $10 per hour after 6:30 *Additional $10 per hr. after 6:30 p.m. p.m. Cafeteria $161 (1-4 hr. period) $12 plus $25 per hour Cafeteria/Kitchen $282 (1-4 hr. period) $12 plus $55 per hour Gymnasium $161 (1-4 hr. period) $25 per hour (Recreation Only): Adults: $25 per hour Adults: $25 per hour Children: $17 per hour Children: $17 per hour Multi-Purpose Room $161 (1-4 hr. period) $12 plus $25 per hour All other inside facilities $161 (1-4 hr. period) $25 per hour **SWIMMING POOL $101 (1-3 hr. period); $40 each $101 (1-3 hr. period) $40 each additional hour additional hour Pool Manager: $12 per contracted hour, plus one additional hour for set up and clean up Lifeguard: $7 per hour $7 per hour $12 per contracted hour, plus one additional hour for set up & clean up

4 CONTRACT FOR USE OF SCHOOL FACILITIES AND/OR ATHLETIC FIELDS This Contract for Use of School Facilities and/or Athletic Fields (this Contract ) is made and entered into this day of,, by and between The Charlotte-Mecklenburg Board of Education (the Board ) and the Applicant. 1. Effective Date; License to Use. Effective upon execution of this Contract by Applicant and the Board, the Board hereby grants to Applicant a license to use the approved athletic fields and/or facilities (the Facilities ) at the approved school (the School ) at the approved dates and times (the Term ) solely for the approved use (the Permitted Use ). The Facilities, School, Term, Permitted Use and Use Fee are as set forth on Schedule A attached hereto (if the Designated Board Representative cannot determine the approved Facility, School, term and Permitted Use at the time of Applicant s execution of this Contract, the Designated Board Representative is authorized to attach as Schedule A subsequent to the signing of this Contract by Applicant). The Community Facilities Assistant or equivalent and the Principal of the School are each a Designated Board Representative and may approve and execute this Contract on behalf of the Board. 2. Obligations of the Applicant. The Applicant agrees to: (a) Pay within 15 days of the date of this Contract or two business days prior to start date, whichever comes first, the applicable use fee calculated in accordance with the fee schedule set forth in the application signed by the Applicant contemporaneously with this Contract; (b) Use the Facilities in a safe and orderly manner, only for the Permitted Use, and in accordance with all applicable laws, regulations and rules, including the Use of School Facilities Rules and Regulations, a copy of which is attached hereto as Exhibit A and any other reasonable rules imposed by the Designated Board Representative; and (c) Keep and maintain the Facilities and the School in good, safe, and first-class condition; not in any way damage, deface, or alter the Facilities; and repair any damage to the Facilities or other School property caused by Applicant s use of the Facilities. Notwithstanding the foregoing, the Applicant may make alterations to the Facilities that have been approved by the Designated Board Representative. 3. Insurance and Indemnification. Insurance is required by the Department of Insurance and Risk Management and is required to be on file before a contract will be issued. The Applicant shall maintain commercial general liability insurance that shall protect the Applicant from claims of bodily injury or property damage which arise from performance under this Agreement including the use of the Facilities. The policy limits of such insurance shall not be less than $1,000,000 each occurrence/$2,000,000 aggregate. Certificates of such insurance will be furnished by the Applicant to the Board and shall list The Charlotte-Mecklenburg Board of Education as certificate holder and Additional Insured and contain the provision that the Board be given thirty (30) days written notice of any intent to amend or terminate by either the Applicant or the insuring company. The Applicant agrees to indemnify, defend and hold harmless the Board, its agents, officers, employees, volunteers and assigns from and against all claims, losses, costs, damages, expenses, attorneys fees and liability that it may sustain arising from or connected with the Applicant s use of the Facilities. 4. Termination. Either party may cancel any scheduled use of the Facilities, or the entire Contract, at any time prior to two business days of the scheduled use of the Facilities, in which case fees shall be returned to the Applicant, with the exception of the non-refundable application fee. Written cancellation requests must be received by the Community Use of Schools Office at least 2 business days prior to the scheduled event. In addition to any other legal remedies available to the Board, the Designated Board Representative may terminate this Contract at any time by written or verbal notice to the Applicant for failure of the Applicant to fulfill its obligations under this Contract, in which case the application fee shall not be returned to the Applicant. 5. Responsibility of Individual Signing this Contract on Behalf of Applicant. The individual signing this Contract on behalf of the Applicant confirms that he/she is authorized to execute this Contract on behalf of the Applicant and agrees to be individually responsible for Applicant s compliance with this Agreement, including, without limitation payment of all fees and costs associated with repairing any damage to the Facilities or the School. APPROVED AND AGREED TO: APPLICANT: Applicant s Name (Organization s Name) Authorized Representative (Please Sign Here) THE CHARLOTTE-MECKLENBURG BOARD OF EDUCATION: By: Designated Board Representative Date:

5 Rules Governing the Use of School Facilities (Exhibit A) The rules governing the use of school facilities are listed below. The Community Use Assistant may modify such rules in his/her reasonable discretion and shall provide users with a copy of the current rules. Effective as of July 1, All activities must be under appropriate adult supervision and the user is responsible to provide such proper supervision. 2. In the event that the user's group exceeds 250 people, then one (1) uniformed police officer will be required to be on site for crowd as well as traffic control. The number of officers should be increased to two (2) for 500 people or more and so on. It will be the applicant's responsibility to schedule and compensate any officers required by this section. If additional police officers are deemed appropriate by the Community Use Assistant, the Principal or DIRM, then the user group will be required to provide any such additional officers as required. 3. Only school furniture provided for a particular facility may be used. Any rearrangement of school furniture must be done by the applicant. The user shall protect all floors when moving furniture and/or equipment. School furniture must be returned to the original set-up by the applicant at the end of each day. Any equipment or personal property not usually needed in connection with the approved use may not be brought into any school building without prior approval of the principal. Any such approved items are to be removed by the applicant at the end of the contracted time each day. 4. Signs, athletic supplies, etc. are to be removed at the end of the contracted time each day. 5. Fields are not to be used in inclement weather or at any time the principal determines the field is not in condition for use. 6. No facility may be rented later than 10:30 p.m. unless by the specific permission of the Community Use Assistant or the school Principal. 7. All vehicles must be parked in designated paved or gravel areas only. Absolutely no vehicles allowed on the grass or landscaped areas. 8. No fans or portable heaters allowed. 9. The school facilities and playing fields are to be left clean with all litter removed. 10. No alcoholic beverages, weapons, drugs or tobacco products are allowed anywhere on the premises. 11. The use of open flames is prohibited. 12. Gambling is prohibited. 13. No food or drink is allowed except in the cafeteria. 14. Users shall not discriminate against any person on the basis of sex, national origin, race, ethnic background, color, religion, age or disability in any of its programs or activities (except where discrimination is appropriate and permitted by law, e.g. age restrictions on participants). 15. The user, its guests and invitees shall wear appropriate athletic shoes when using gymnasiums for any purposes. 16. The user shall leave the school premises promptly when its contracted time has expired. 17. The user shall not drive nails, tacks, or screws into the floors, walls, ceilings, furniture or any other school property. 18. The user shall not paint, wallpaper, mark, or deface any school property. 19. The user shall not wire or connect electrical equipment such as stage lighting equipment, or adjust the heat or air conditioning controls. 20. All users are to follow the instructions of the principal or designee when utilizing the school facility.

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8 Community Use of Schools 3301 Stafford Drive Charlotte, N.C May 1, 2017 To: All Community Use of Schools Customers Effective July 1, 2017 Charlotte-Mecklenburg Schools will increase fees for community groups using school facilities for all new users. The increases are to cover operating expenses for those buildings. In order to assist current users (with a rental history within the last year) with their expense budgeting, the effective fee increase date will be January 1, CMS has not increased fees since From 2008 through 2016, utility costs have increased 9.3%, health benefits for staff have increased 34%, and retirement benefits have increased 100%. In the eight years since the last fee increase, CMS has operated the facilities at an estimated loss of $1,613,468. Our schools are often the hub of their communities as they should be. We welcome groups to use our facilities, said Carol Stamper, Chief Operating Officer. Our goal is to cover the costs of providing this service to the community. We want to be good stewards of the public s money. Last year, CMS approved 1,770 contracts for 20,895 events equaling 88,289 hours of use. Most community activities held in CMS schools are sponsored by athletic, recreational and religious organizations. Nearly three million youth and 1.5 million adults participated in the activities. The regulations provide for different fees for non-profit versus for-profit organizations. Non-profit organizations receive priority. Most of the rate increases are nominal, except for gymnasiums which create the most utility expense. Nominal fees for field usage are being implemented for the first time by CMS, in line with what the majority of other N.C. school districts do. Despite the increases, CMS remains the best deal in town compared to what the County and other neighboring districts are charging for use of their facilities. CMS takes pride in making its facilities available for use by the public, and looks forward to continuing our special relationships with the community. Phone: Fax CMS-TV In compliance with federal law, Charlotte-Mecklenburg Schools administers all education programs, employment activities and admissions without discrimination against any person on the basis of gender, race, color, religion, national origin, age or disability. Americans with Disabilities Act (ADA) Accessibility: If auxiliary aids for communication are necessary for participation in a CMS program or service, participants are encouraged to notify the ADA coordinator at least one week prior to program commencement at (voice) or accessibility@cms.k12.nc.us.