COMMUNITY RELATIONS NONSCHOOL USE OF SCHOOL FACILITIES

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1 Facilities User-Groups Group 1 Group 2 District facilities include, but are not limited to: campuses, campus buildings, real property, athletic facilities, training locations, buildings for housing support personnel, and the Raymond E. Hartfield Performing Arts Center (PAC). User group designations are defined as follows: Group 1 includes: (a) District administrators and teachers; (b) colleges, universities, and other support organizations providing K 12 curriculum and instruction or dual credit courses; (c) individuals or organizations providing tutoring, training or other direct student support; (d) PTA, booster clubs, and youth scouting organizations; and (e) District student organizations. Group 2A: Non-District organizations and individuals providing student-based extracurricular activities including: Band, marching, music, plays and other fine arts activities; Computer and information technology; Chess and other youth hobbies; Youth sports groups for event durations of one week or less; and Student alumni associations. Group 2B: Youth sports associations for seasonal events. Group 2C: After school day care. Group 3 Usage Fees Group 3 includes: social and service organizations, non-district staff development and training organizations, home owner associations, individuals, businesses, and other business organizations not identified in Groups 1 or 2. The Superintendent will establish and publish a schedule of fees based on the cost of usage identified for each facility type and size. Expenses will include direct and indirect expenses and may include an additional amount for donation to the District s general fund. [See (LOCAL)] All individuals and organizations are required to execute a facility use agreement and provide the required insurance and waivers specified herein. For information on specific use areas, visit the respective department website or the individual identified below: Raymond E.Hartfield Performing Arts Center: performing arts manager Indoor campus facilities: energy management DATE ISSUED: 10/9/ of 6

2 Kelly Reeves Athletic Complex, locked outdoor stadiums, tracks and turf fields: athletic director Unlocked outdoor fields: campus principals The fee schedule, referred to as the Facility Use Rental Rates, is included in the District s Financial Information Resource Manual (FIRM), published on the District s website at All fees are subject to change and will go into effect no earlier than 60 days after being published in the FIRM. The District will review rental rates annually prior to the end of each fiscal year. Facility rental contracts are legal documents and will not be affected by subsequent rental rate changes. Effective rental contracts may only be modified by the express written consent of both parties. Facility usage fees as well as fees for personnel and special equipment usage will be waived for education-related activities approved by the District and where such usage occurs during normal District usage hours. Personnel and equipment fees will apply for all District banquets or social events after established hours of availability where food, beverages, and/or decorations are involved. Organizations desiring the use of the Raymond E. Hartfield PAC are required to make a 25 percent advance deposit prior to being booked on the facility calendar. Organizations that do not have a positive payment history with the District will be required to pay all fees in advance of usage. All facility use fees and additional charges are subject to adjustment based on changes in hours of usage, staff, and equipment used. Custodial Fees Custodial fees will apply to all user groups when usage occurs outside of normal District hours. Custodial fees may also apply during normal District hours when additional services are needed beyond the normal custodial scope of work. Charges will be applied to the appropriate groups where custodians are prevented from performing their normal duties to facilitate extracurricular activities. After-hour custodial services are not required for Group 1A or 1B events where event organizers coordinate with the campus principal prior to the event to provide their own cleanup and where the cleanliness of the facilities is acceptable to the principal on the next school day. DATE ISSUED: 10/9/ of 6

3 Event Facilitator (After Hours Site Supervisor) Certain District Facilities Long-Term Scheduled Use Hours of Availability Summer Use Outside Areas Custodial fees will be published in the FIRM. A District employee will be assigned to facilitate each after-hours event. Users are required to reimburse the District for this expense. A fee will be added to the Facility Use Agreement to cover the cost of this service. The fee may be waived for events in which a District employee volunteers to provide the service. The after-hours facilitator job description may be found on the Energy Management s website. Facilitator fees will be published in the FIRM. Custodians may perform the duties of facilitator when so assigned. Custodians working on the campus as part of their normally scheduled custodial duties during after-hours events may not also serve as the facilitator. For the Raymond E. Hartifield PAC, Kelly Reeves Athletic Complex, Old Hopewell Conference Center, and all high school stadiums, the District reserves the right to negotiate the frequency of use and the usage fees. Personnel, equipment fees, and insurance requirements will apply at all times. Organizations will be limited to a nonrenewable one-year maximum contract. A contract extension or renewal may be granted at the discretion of the Superintendent. Usage fees and insurance requirements will apply at all times. Long-term contracts are not available at the PAC, Kelly Reeves Athletic Complex, or high school stadiums. District facilities will not be available for use prior to 7:00 a.m. All events at the Raymond E. Hartifield PAC, Kelly Reeves Athletic Complex, and at high school stadiums must end by 11:00 p.m. on school nights and 12:00 a.m. on weekends. Elementary campuses are available until 9:00 p.m. Secondary campuses are available until 10:00 p.m. The Kelly Reeves Athletic Complex is not available for use between midnight and 7:00 a.m. Administration will designate facilities that are available for use during the summer for Group 2 and Group 3 organizations. The designation will be published on Energy Management s website following the termination of annual Summer Planning Sessions. The District will target May 1st of each year for publication. The use of all athletic game fields and field houses is restricted to after normal school hours and must be approved by the athletic director. When not scheduled or in use by the District or Group 1 organizations, open and unfenced District playgrounds, tracks, tennis DATE ISSUED: 10/9/ of 6

4 courts, and practice fields will be open to individual members of the public on a first-come first-served basis. Practice fields may be any field not designated as a game field. Game fields are defined as high school football or baseball fields with lights and stadium seating. Outdoor facilities are subject to closure to the public for maintenance or at times when public use is causing abnormal wear-andtear on the facility. Facilities may also be closed in the event of repeated vandalism. Baseball fields will be closed for use from the beginning of the school year until the end of the high school baseball season. Summer teams will be allowed to use the baseball fields on a negotiated basis, and prior written permission from the athletic director will be required. Game fields located on school campuses may be rented provided use will not cause abnormal wear on fields. A school employee, acting as facilitator, must be present at all activities scheduled on all campus game fields. An appropriate fee for the Facilitator will be added to the field rental rate. Scheduling Priority of Use Organizations may contact the energy management facility request specialist or the campus administrative assistant to schedule usage of facilities. All requests for after-hours usage must be approved by the campus principal and energy management to ensure space availability. Facility use requests will be submitted a minimum of 14 calendar days prior to the event to ensure coordination for HVAC services and the availability of personnel and equipment. The District will retain first priority of use at all times. Where conflicts arise with scheduled non-district user events, the District will honor contracts in place and coordinate with the contracted user for alternate use dates or times such that either party may as mutually agreed reschedule their respective events. Requests for after-hours facility usage will be prioritized as follows: 1. Group 1: (1a) Teachers and administrators for student purposes; (1b) other District staff and organizations providing student support; (1c) District provided staff development and student/teacher organizations and associations. 2. Group 2/Non-District: (2a) Student support groups; (2b) staff development activities; (2c) extracurricular academic, fine arts, and youth sports groups; (2d) local municipal, civic, and social organizations. DATE ISSUED: 10/9/ of 6

5 3. Group 3: (3a) In-District private citizens, businesses and business organizations; (3b) out-of-district private citizens, businesses and business organizations. Cancellation Cancellation in writing is required not less than 48 hours in advance of usage for a full refund. Failure to provide such notice may result in the following: 1. Forfeiture of advance deposits; and 2. A minimum two hour show up fee will be assessed for custodial services, event facilitators, or other scheduled auxiliary personnel. Security Auxiliary & Custodial Services Damages Insurance At the District s discretion, organizations may be required to provide security during the scheduled event. Custodians or after-hours facility supervisors will not be considered security personnel. All organizations requiring facility use must use only approved District custodial staff. The appropriate District director/coordinator will determine the number of custodial staff needed per event. Where auxiliary or custodial staff members are required, a minimum of two hours will be charged for each individual required to show up for the event. Fees for damages or excessive cleanup will be assessed and will result in loss of further use of District facilities. Organizations will purchase, provide, and keep in effect during the use period pursuant to this regulation a liability insurance policy, or a rider to an existing policy, naming as an insured or additional insured Round Rock Independent School District, its officers, employees, students, parents and agents, which will provide coverage in the amount of $500,000 for property damage and $1,000,000 per person and $1,000,000 per occurrence for personal injury (including death). Coverage provided by such policy or rider must apply to the death or injury of any person and the damage to property that results, directly or indirectly, from the intentional or negligent act or omission of user s officers, agents, employees, guests, or invitees during the use or occupancy of District premises. Such insurance will be with an insurance company or companies authorized to do business in Texas, under policy or policies acceptable to the District and provided no later than 14 calendar days prior to the first use. The user must provide the District with a certificate of insurance attesting the existence of a policy or policies providing coverage required, or if requested by the District, a certified copy of the policy DATE ISSUED: 10/9/ of 6

6 or policies. If a policy contains deductible provisions, users will be responsible for payment of the deductible amount for any claims. DATE ISSUED: 10/9/2014 REVIEWED: 6 of 6