9600 Sims Drive El Paso, Texas 79925 915-434-0285 PURCHASING Ysleta ISD Facility Rental Booklet Facility Rental Clerk Ysleta ISD Purchasing Department 9600 Sims Drive, Ste. 218 El Paso, Texas 79925 Telephone: 915-434-0285 Fax: 915-435-9546 facilityrentals@yisd.net
TABLE OF CONTENTS Page Foreword...3 Procedures for Obtaining a Rental Permit...3 Read Carefully...3 Rental Responsibility...3 Use of Facilities...4 Priority...4 Financial Charges for Use of Facilities...4 Building Responsibility...5 Safety and Liability...5 Public Conduct on District Property...6 Special Services...6 Equipment Usage...6 Rental Time...6 Gymnasiums...7 High School Stadiums...7 Rental Group Categories...7 Facility Use Fees...8 Facility Rental Rules and Conditions...8 Page 2 of 9
FOREWORD The facility rental program of Ysleta Independent School District ( District ) is provided as a community service. The intent of the District is to make facilities available to the public when such use does not conflict with the instructional or school related activities of the schools. The program must be operated within a framework of economically sound business principles. The fee schedule, as stated on the Facilities Use Agreement, has been established to cover the costs of operations and maintenance so that no funds are taken away from the educational program to subsidize the facility rental program. The procedure and guidelines contained herein have been established to administer the facility rental program for the benefit of all. Respect and protect the facilities, and enjoy them as taxpayers and citizens of this community. PROCEDURES FOR OBTAINING A RENTAL PERMIT 1. All facility rental information is located at purchasing website: http://www.yisd.net/, go to: Departments / Purchasing / Facility Rental Information. 2. Any organization or individual approved for a non-school use of District facilities shall be required to complete a written agreement indicating receipt and understanding of Facilities Use Agreement, District policy and any applicable administrative regulations, and acknowledging that the District is not liable for any personal injury or damages to personal property related to the non-school use. 3. If rental fees are charged, a facility request form must be completed, signed, and payment made ten days prior to event. The central office designee will schedule a date for payment to be made. READ CAREFULLY We encourage all potential renters of District facilities to read this booklet carefully to become familiar with the Facilities Use Agreement, rules and regulations governing the rental of facilities. Misunderstandings about procedures and questions about unexpected fees might be eliminated with the reading of the booklet. All information pertaining to facility rental is posted on the purchasing website. RENTAL RESPONSIBILITY The group or renter using District facilities shall hold harmless the members of the Ysleta Independent School District Board of Trustees and all school employees from any loss and or damage over and above ordinary wear, liability, or expense that may arise during, or be caused in any way by such use or occupancy of District facilities. The person affixing his or her signature on the agreement as the responsible representative of the renting group or renter assumes these risks and liabilities in the name Page 3 of 9
of the group or renter. This person must check in with custodial/security upon arrival and departure for the scheduled event. The signer assumes that he or she has read and understands all procedures and rules contained in this rental booklet, and assumes all responsibility for their enforcement. The renting organization, through their signer, guarantees the payment of all fees as listed on the agreement. USE OF FACILITIES As a community service, the District offers certain facilities within the various schools to be utilized by the residents of the District, community groups, and local organizations. Education Code 45.033 advises the board may set and collect rentals, rates, and charges from students and others for the occupancy or use of any of the District s facilities, in the amounts and manner determined by the board. District board policy, Community Relations, Non-school Use of School Facilities GKD (Local), District board regulation (GKD-R), Use of School District Facilities and Facilities Use Agreement. Only the rooms/venues specified in the facilities use agreement shall be rented. Facilities may not be used beyond their established capacity. District facilities may not be used in a manner inconsistent with their intended purpose. PRIORITY The requirements of the regular school program shall receive primary consideration in the use of District facilities. School-related organizations to include but not limited to: athletic teams, band, coeds, orchestra, cheerleaders, parent teacher associations (PTAs), parent teacher organizations (PTOs), booster groups, etc., shall have priority over non-school related organizations. Non-school related organizations include, but are not limited to: established organizations (e.g., scouting groups, church groups not having their own facilities, and charity groups), and outside groups or organizations not sponsored by District residents, municipalities within the school district, or the board. FINANCIAL CHARGES FOR USE OF FACILITIES The District s intent is that their facilities should be available for community activities at a nominal fee. However, that fee must cover the costs of salaries and overhead. General fund monies are used to provide a quality education for the students of the District and should not be used to subsidize the rental of District facilities. The board has established a fee schedule for the use of District facilities. Fees for the use of District facilities shall be in accordance with this fee schedule or as determined by the director of purchasing. Page 4 of 9
The District reserves the right to request payment of estimated fees in advance. Notice of cancellation must be received by purchasing no later than five calendar days prior to the rental. A processing fee of 20% of total cost, will be assessed for a late cancellation notice. Academic and extracurricular activities sponsored by the district shall always have priority when any use is scheduled. The District shall have authority to cancel a scheduled non-school use if an unexpected conflict arises with a District activity. The District will provide a full refund, as applicable. In the event that payment for fees, rentals, seminars, etc., is made by check and said check is returned for insufficient funds, closed account, or other similarly related circumstance by the respective financial institution, the Accounting Department will make every reasonable effort to obtain indemnification. Periodically, the director of purchasing shall evaluate fees for the use of the District facilities, and a fee schedule shall be subsequently recommended to the board. Charges for school personnel shall be based on the appropriate rate of pay for persons in the respective job classification (custodian, security, groundskeeper, event workers, etc.) whenever extra pay for school employees is required as a result of the use. In no case will those who have been granted permits assign, transfer, sublet, or charge a fee to others for the use of school property. The fee structure will be made available as a part of the rental application on the purchasing website. The chief financial officer and director of purchasing shall have the authority to waive or reduce any fee for any community, city, or school-sponsored group or organization if there are appropriate circumstances, which warrant such consideration. BUILDING RESPONSIBILITY The contact is either campus principal/designee or central office designee until end of business day or until he or she leaves the premises. After end of business day, the custodian and or security officer(s) are the contact for the building. Although the custodian is a public employee and is there to assist and give direction, the custodian is normally assigned to regular housekeeping duties, especially on weekdays. The custodian cannot be expected to service organizations that rent facilities apart from any agreed upon setups. SAFETY AND LIABILITY School personnel will require the organization to provide parking supervision, fire and police supervision and liability insurance when renting any District facility. Insurance is required for facility rentals and the renting organization must provide a public liability policy of not less than $1,000,000 single limit liability. A certificate of insurance is to be issued to the Ysleta ISD Board of Trustees with Ysleta ISD named as an additional insured. The certificate of insurance must provide for a 10-day cancellation to the board. Page 5 of 9
PUBLIC CONDUCT ON DISTRICT PROPERTY Members of the public are welcome and encouraged to visit district grounds and facilities. However, in order to ensure a safe, orderly environment, all persons on district property are expected to abide by applicable laws, local ordinances, board policies, and Facilities Use Agreement and building regulations. No person on District property may assault, strike, threaten, menace or use improper, indecent, or obscene language toward a volunteer, teacher, instructor, athletic official, other employees of the schools or students, including but not limited to any person engaged in the conduct of school sponsored business or activities. No person will disrupt or interfere with the teaching of any class of students or any other activity conducted in a school building or upon the campus or grounds. Whoever violates applicable laws, local ordinances, board policies, Facilities Use Agreement and building regulations will be asked to leave the property by whoever is in charge. Should that person refuse, the Police Department will be called. If the offender should be a student, the person in charge should report the student to the appropriate principal. SPECIAL SERVICES Groups requiring custodial, security, police department school resource officer (hereinafter SRO-off duty ), grounds keeping or other event personnel services will be charged at the prevailing hourly rate for such personnel. EQUIPMENT USAGE Groups requesting the use of technical equipment such as scoreboard, theatre sound system, or public address system (PA system), must have a trained district technician operating the equipment and will be charged at the prevailing hourly rate for such personnel. District owned audio-visual equipment may not be used by groups renting facilities unless such equipment is specified in the agreement and a trained District technician is used to operate the equipment and will be charged at the prevailing hourly rate for such personnel. RENTAL TIME The rental rate begins when the building is opened for the renting group as specified in the agreement. The fee shall end when all attendees have left the building at the end of the event. No rental will be allowed after 10 p.m. without special permission from the campus principal/designee or central office designee. It is important to state accurately the desired rental time and any additional services in the agreement request to avoid unnecessary Page 6 of 9
misunderstandings. GYMNASIUMS School gymnasiums are rented for large group programs, sport practices, and athletic events. The campus principal/designee must approve the use of the gym. A request to use the public address system (PA system) and/or scoreboard must be noted on the rental agreement. If permission is granted to use the public address system (PA system) and/or scoreboard, a trained District technician will be hired to operate the equipment and will be charged at the prevailing hourly rate for such personnel. HIGH SCHOOL STADIUMS The rental of any high school stadium or outside facility must be scheduled through the specific campus. The campus principal/designee must approve the use of these facilities. Stadium rental fees include the use of lavatory facilities and press box. Concessions are not included as part of the stadium rental. Either the school booster club or the Academy Café will be utilized for catering purposes. This cost will be agreed upon between renter and either school booster club or Academy Café. A request to use the public address system (PA system) and/or scoreboard must be noted on the facility request form. If permission is granted to use the public address system (PA system) and/or scoreboard, a trained District technician will be hired to operate the equipment and will be charged at the prevailing hourly rate for such personnel. RENTAL GROUP CATEGORIES The fee schedule is structured / billed on the basis of three separate groupings. Groupings are to include but not limited to the following: Group I (no cost to rent a district facility) includes groups whose main purpose is the promotion of school-sponsored activities, such as PTA/PTO, booster clubs, and the like. This group also includes activities that are categorized as exceptions, such as elections federal, state and local government public meetings. This group would include an elected official outside the campaign season. The campaign season is generally acknowledged to be the sixty (60) days leading up to a general, primary, or run-off election date. The campaign season provision shall not apply if the officeholder is unopposed in the upcoming election, or is not running for re-election. Group II (no cost to rent; custodial/security/sro-off duty/technician costs apply) includes groups whose functions require that custodial and/or security/sro-off duty personnel are present, such as groups holding graduations, dances, and intra-district events between central office and campuses. Group III (rental fee with applicable additional costs as set out in the facility request form) includes organizations whose activities are not exclusively for district students Page 7 of 9
such as city or community sports leagues, cheer camps, or state and local government agency non-public meetings. FACILITY USE FEES See facility request form (non-school) for facility use fees. FACILITY RENTAL RULES AND CONDITIONS Read the following rules and conditions. 1. The board or designee reserves the right to reject or cancel any agreement or permit for any reason. 2. The rental of any facility is granted on the condition that if needed for school functions on any of the dates granted, the renter agrees to forego its use on such dates. 3. A completed facilities request form and/or facilities use agreement must be submitted at least two weeks prior to the date of the event. 4. The District reserves the right to add additional rules or restrictions at any time, either verbally or in writing, that are deemed necessary for the safety of people, protection of District property, and the general welfare of the community, including the cancellation of any permit. 5. The campus principal or director of purchasing may make additional rules or restrictions governing the use of the building or facilities. 6. The renter agrees to abide by the state and local code of laws in using District facilities, and to prohibit any unbecoming conduct within the facilities or on the grounds. The renter agrees to be responsible to the board for the proper use and care of District facilities. The renter further agrees that the character of activity will conform to that stated on the rental agreement. 7. No group which limits membership in or attendance at its activities on the basis of race or color shall be permitted to rent District facilities. 8. The renter/group renting the facility is responsible for providing adequate adult supervision. The building will not be open until adult supervision is present. Children, when not accompanied by parents or other adult supervision, will not be permitted in the building. 9. Permit must be available at all times during the rental period. The renter/group are only allowed in District facilities during the time stated on the facilities request form and/or facilities use agreement. 10. The renter/group renting the facility shall assume all responsibility for damage incurred to the property to include cost to repair/replace including labor of said property. 11. The renter/group shall abide by all laws and policies, including but not limited to those prohibiting the use, sale, or possession of alcoholic beverages, illegal drugs, and firearms. Violators will have their agreement immediately terminated and shall be subject to disciplinary action by local law enforcement officials. 12. The use of tobacco/cigarette/e-cigarette products is not permitted in or on District property. 13. Any decorations used in the building must be of flameproof material. 14. Lighted candles or flames are not to be used within the District facilities. 15. Nails, screws, or tape shall not be used to fasten anything to the walls. Page 8 of 9
16. Parking: the District may require, in advance, the renter to provide parking attendants, police and/or fire supervision if they feel the crowds or program warrant it. Vehicular parking shall be restricted to approved parking lots. Parking on school grounds or any unpaved surface or area is prohibited without prior consent of the District. Parking violators shall be subject to having their vehicles towed at their expense. 17. The District may require the renter to carry liability insurance. 18. All permits will be issued for specific rooms or areas, and it shall be the responsibility of the signatory from the renting organization to see that the remainder of the building is not entered or disturbed. 19. The facility rented will be cleaned and rearranged for school use before the next school date, or within twelve hours, whichever is less. An additional charge will be made for non-compliance unless a custodian is scheduled for this responsibility. 20. Time of occupancy will end as noted on the facilities request form and/or facilities use agreement. 21. Custodial services shall include unlocking and locking the building, operation of lights and heating equipment, normal cleanup, and putting the room in order for regular use. The renter will be charged for custodial time incurred to restore room to normal state. 22. Only rubber soled or soft-soled shoes are permitted on the gymnasium floors. Only participants with adequate supervision shall be in the gymnasium. No food or drinks in the gymnasium (except water for athletes). The District, at its sole discretion, may require the use of a protective gymnasium floor covering, with the cost charged to the user. 23. Pets are not permitted on the athletic fields or in the track area. 24. Necessary personnel will be assigned by the District and paid for by the renter. Security/SRO-off duty equal to the normal number of personnel assigned to similar District events is expected. Security and/or SRO-off duty will be assigned by the Safety and Security Department. 25. Locker rooms may be available for dressing facilities upon request for an additional fee. 26. All concession activities must be arranged through the school booster club or Academy Café. All concession rights shall remain the property of the District and the concessionaire shall remain under contract with the District. 27. The custodian or security officer(s) of the facility shall enforce the Facilities Use Agreement, rules and regulations of the board, and/or shall report infractions to the principal or director of purchasing. 28. A District employee must be on duty when any District facility is used. The assigned personnel shall be in charge of the facilities while in use by non-school renters. District personnel shall be paid only by the District. Renters using a District facility shall not pay honorarium or give tips to any District employee. 29. Scheduling details shall be required from all applicants. Applicants should not make firm plans, advertise activities, or sell tickets to an event prior to receiving written approval and making any required payment for the use of District facilities. Page 9 of 9