HILLSBORO R-3 SCHOOL DISTRICT APPLICATION FOR COMMUNITY USE OF SCHOOL FACILITIES
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1 HILLSBORO R-3 SCHOOL DISTRICT APPLICATION FOR COMMUNITY USE OF SCHOOL FACILITIES Organization Requesting Use Billing Address Organization Insurance Provider (Please attach proof of insurance to application) Organization Representative Phone # s: Day Night Group Type: A B C Requested Facility Type of Activity Requested Dates and Times Set Up Needs (bleachers, tables, chairs, etc.) It is hereby understood that this organization agrees to defend the R-3 Board of Education against any claim for liability to any person or persons for personal injury or property damage in connection with your use of this property, and that your organization will hold the R-3 School Board harmless from any such claims by others, and will release the R-3 Board of Education from any such liability to your organization, it s members, or those in attendance. The undersigned guarantees that the organization named above is responsible for any damage to R-3 property and will provide reimbursement for damage to same as determined by R-3 officials or it s designee. Organization s Representative Please Return To : Eddie Moreno, R-3 Activities Director Hillsboro Senior High 123 Leon Hall Parkway Hillsboro MO Phone: Ext Fax:
2 HILLSBORO R-3 SCHOOL DISTRICT COMMUNITY USE OF FACILITIES RATE SCHEDULE Group A: School affiliated groups and non-school groups with a majority of R-3 students whose activity provides a benefit to the district. Non-school groups will be responsible for paying for custodial services when outside of normal custodial hours as well as services provided by school personnel. Group B: Local civic, political, religious, and service oriented groups that serve the district will pay a base rental fee in addition to custodial and other school personnel charges. Group C: For profit groups and other special use not listed in Groups A or B will pay a rate equal to the base rate plus 50 percent in addition to custodial and other school personnel charges. Facility Group A Group B Group C Intermediate Gym $0.00 $15.00 $22.50 HJH Gym $0.00 $20.00 $30.00 HHS Gym 2 $0.00 $20.00 $30.00 Grass Soccer Field $0.00 $30.00 $45.00 Grass Football Field $0.00 $45.00 $67.50 Old Baseball Field $0.00 $45.00 $67.50 HJH Softball Field $0.00 $30.00 $45.00 Classroom $0.00 $10.00 $15.00 Cafeteria/Commons $0.00 $20.00 $30.00 *Turf Field $ $ $ *New Baseball Field $45.00 $67.50 $ *HHS Gym 1 $30.00 $45.00 $67.50 All rates are per hour. There is a two hour minimum per use per date. * Requires Board approval for use by outside groups. Personnel Rates Custodian $26.00 Kitchen Staff $26.00 Other Event Staff $26.00 All rates are per hour.
3 HILLSBORO R-3 SCHOOL DISTRICT INVOICE FOR COMMUNITY USE OF SCHOOL FACILITIES Organization Requesting Use Billing Address Group Type: A B C Requested Facility Dates of Usage Facility Use Fees Facility Used Total Hours Used Hourly Rate Total Cost Personnel Fees Employee Type Total Hours Used Hourly Rate Total Cost Custodian Kitchen Other Staff Material and/or Equipment Fees Material / Equipment Fees Total Cost Facilities Charge + Total Personnel Charge + Total Material/Equipment Charge = Total Bill Payment must be received before facilities usage may begin. Please make checks payable to Hillsboro R-3 School District. Checks should be directed to Eddie Moreno at the High School Activities Office. The total usage fee may vary from the estimated amount. The R-3 school district will calculate final costs at the conclusion of the facilities usage and provide final adjusted billing at that time.
4 FILE: KG-R CRITICAL COMMUNITY USE OF SCHOOL FACILITIES 1. Written application for a permit to use school facilities shall be made with the superintendent or designee for a date satisfactory to the requirements of the school program. 2. The superintendent or designee will be responsible for maintaining an accurate calendar of all uses of school facilities by school and community groups. 3. The Board shall have final authority in interpreting Board policy, and in settling disputes regarding the eligibility of a non-school group s use of district facilities. 4. Applications for use of Hillsboro R-3 facilities by outside groups must be submitted for approval at least ten days prior to the date of the usage. Late applications will not be processed. 5. Any cancellations or changes to an outside group s event schedule made by the outside group must be phoned in to the activities office immediately. 6. A majority of an organization s members must be residents of the school district before the organization s application for use of school facilities will be considered. 7. The signing of an application for use of school facilities shall be interpreted as a guarantee to the district that the organization will be responsible for the proper use of the premises, for proper adult supervision, for orderly conduct of the meetings held under its control and for prompt payment to the district to cover any damage to school property resulting from the organization s use of the facility. Failure of the organization to meet these responsibilities may lead to the denial of future requests for use of R-3 facilities. 8. The person whose signature appears on the application will be held responsible for fulfilling the terms of the contract. and must be a citizen of the school district. 9. The person whose signature appears on the application must be present during facilities use. 10. Approved applications for facilities use apply only to the group that has been approved and cannot be transferred to another group.
5 11. The approved facilities use application must be in the possession of the applicant at all times during the outside groups use of R-3 facilities and must be shown to the custodian or supervisor on duty at the event. Failure to produce an approved application is just cause to ask group to leave. 12. The Board shall not surrender its control of school property, and shall have the right to countermand the use of any school premises at any time if it decides it is in the best interest of the district. Use of school premises shall not be granted if it interferes with school-sponsored activities. Athletic facilities will be unavailable for outside groups prior to 6:00P.M. on days that school is in session. 13. Outside groups approved to use Hillsboro R-3 facilities are expected to confine themselves to the area for which the permit is granted. Use of outdoor facilities does not include access to district buildings. 14. Any service club may have the use of the school building and charge admission, when the money obtained is to be used for school or community improvement. 15. Organizations desiring to serve meals must receive special permission from the superintendent or designee. 16. When school cafeterias are used, a cafeteria employee shall be appointed to supervise the use of equipment. 17. No apparatus or equipment shall be brought into the school buildings except upon written permission of the superintendent or designee. 18. Use of school equipment shall not be granted unless approval is received from the building principal and such equipment is properly supervised by an employee of the district, if deemed necessary by the building principal. A fee for the use of school equipment may be charged. Fees for the use of school equipment will be set by superintendent or designee. 19. Fees for use of outdoor lights and/ or non-reusable materials provided by the R-3 school district will be charged when applicable. 20. Buildings will be closed on school holidays such as Thanksgiving, Christmas, Washington's Birthday and Easter vacation. 21. When the superintendent has declared the schools "closed" because of inclement weather, the buildings will be closed.
6 22. In case of an emergency, the superintendent reserves the right to cancel, at his or her discretion, any scheduled activity of a non-school group. Such cancellation shall be made as early as possible so that all persons involved can be notified. 23. The superintendent and or designee have the right to deny or limit the use of outdoor facilities due to inclement weather and/or wear and tear on fields. 24. The superintendent or designee shall have the authority to approve routine applications. If, in the superintendent's opinion, an application calls for the use of the building for extraordinary purposes, the application shall be referred to the Board of Education. "Extraordinary purposes" shall include such programs or activities beyond the routine activities that have by custom and practice become acceptable to the Board. 25. When R-3 athletic facilities are used by outside group, it is the responsibility of the outside group to see that all participants are properly equipped. Only rubber soled shoes are allowed on gym floors. Spectators are not allowed on fields or courts. 26. The use of tobacco products, alcoholic beverages, profane language or gambling in any form is not permitted in school buildings or on school grounds. 27. A fee shall be collected from non-school individuals and organizations to pay for operational and custodial services. 28. Varsity athletic facilities will be rented to non-school groups only with the approval of the Hillsboro R-3 Board of Education. All use of varsity fields by non-school groups will require the use of a school employed supervisor who will be compensated at the posted rate. * * * * * * * Note: The reader is encouraged to check the index located at the beginning of this section for other pertinent policies and to review administrative procedures and/or forms for related information.
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