Riverside School Board - Policy Resolution B1-20000704 Policy on the Rental of Facilities Purpose Recent changes to the Education Act have given governing boards jurisdiction in matters related to the rental of school or centre facilities. (Section 93) The following policy is meant to clarify the role of the school board, school principal, governing board and Material Resources Department in matters related to the rental of school or centre facilities. General 1. The governing board is responsible for approving the rental of school or centre facilities for less than a year following a proposal by the principal, centre director or head teacher subject to obligations imposed by the Education Act and school board-municipal agreements. It may adopt a policy on the rental of facilities and mandate the school principal or centre director to rent out facilities under certain conditions. A governing board must respect school board/municipal agreements for the use of school or centre facilities negotiated before the granting of the school or centre s Deed of Establishment (subject to Article 1.13). 2. Students in schools and centres of Riverside School Board have priority for the use of school or centre facilities during the students normal classroom hours. 3. Outside users include individuals, municipalities, profit or non-profit organizations, volunteer organizations, service clubs and any other organization or group not stated in section 5. 4. With respect to activities classified as type b, c, d or e in section 5, a deposit must be received which is equivalent to 10% of the short term rental. This deposit must accompany the rental agreement and proof of liability insurance for the event. The deposit will be credited to the total rental bill. 5. All rental agreements (school, adult or vocational centre or other) must be signed by the school principal or centre director following approval by the Adopted July 4, 2000 1
governing board. A copy of the agreement must be sent to the Director of Material Resources. 6. The Material Resources Department will provide forms for the rental of facilities (rental agreement). 7. The rental agreement will stipulate the terms and conditions, which apply and will respect existing policies adopted by Riverside School Board. 8. The rental of facilities for more than a year must be recommended by the governing board and approved by the Council of Commissioners. 9. All agreements pertaining to the exchange of services in lieu of rental fees for the use of school or centre facilities must be submitted by the governing board to the Council of Commissioners for approval regardless of the term of the agreement in question. 10. All revenues, over and above expenses (profit) will be distributed according to a percentage determined by the school board in this policy (4.2.4). Expenses include but are not necessarily limited to: Maintenance or caretakers salaries Heat and electricity Repairs and maintenance as a result of rental use. Additional staff required to organize and process paperwork, etc. 11. Unless there is a municipal-school board agreement or unless the governing board waives the requirement of a group or person renting facilities for activities that are type b, c, d or e (see Section 5), a liability insurance policy for the event must be given to the school principal before the event. 12. A governing board may cancel a scheduled rental prior to the event and may refuse the rental of facilities for an event if the rental is for less than one year. 13. The serving of alcoholic beverages, at an event, must be approved by the governing board. Definitions 1. Non-profit organizations - All organizations legally chartered as such. 2. Other organizations or groups - That do not fit the definition of nonprofit organization. 3. Rental agreement - An agreement that defines the terms and conditions of the rental of facilities. Adopted July 4, 2000 2
4. User - A group, organization or person that rents a school or centre facility. Suggested fee structure 1. The Material Resources Department, in consultation with school principals and centre directors, will establish a fee structure for non-profit and other organizations or groups, according to the type of activity as per section 5. 2. The fee structure may be reviewed periodically. Responsibilities of personnel and departments 1. Principal or Centre Director The principal or centre director is responsible for all activities occurring in the school or centre before and after school hours. 1.1 No later than October 30th of each school year, the principal or centre director must advise the governing board of the dates and times that facilities are required for school related activities beyond normal school hours for tournaments, graduation, fairs, etc. during the school year. 1.2 During the school year, the principal or centre director will propose to the governing board at least two weeks in advance any new activity which will take place in facilities already rented, before proceeding to give notice to user(s) that may be affected. 1.3 The principal or centre director will provide the Material Resources Department with a copy of rental invoices. 1.4 The principal or centre director must ensure that adequate and appropriate supervision is in place for all activities that take place under this policy. 1.5 The principal or centre director will ensure that copies of liability insurance policies are received prior to the date of the event from designated groups or individuals and kept in the school or centre office. 1.6 Following the use of premises by an outside group, the principal or centre director will proceed as follows should the condition of the rented facilities be unacceptable: 1.6.1 The principal or centre director will review the situation with the caretaker or other staff member who was on duty during the activity. Adopted July 4, 2000 3
1.6.2 The principal or centre director will recommend a course of action to be taken to the governing board. 1.6.3 The governing board will decide on the corrective action to be taken. 2. Material Resources Department 2.1 The Material Resources Department will refer all rental of facilities requests to the school principal or centre director for consultation and proposal to the governing board. 2.2 The Material Resources Department will prepare a rental agreement form to be used for the rental of all facilities. 2.3 The Material Resources Department will publish the suggested rental fee structure as per section 6.0. 2.4 The Material Resources Department will receive 25% of the profit from the rental of school facilities for repairs to fixed equipment or facilities. The remaining 75% profit will be credited to each school. Type of user groups 1. Schools and Centres Activities are defined as those organized by one or several schools, by one or several governing boards, or by representatives of the school board and community residents for services without profit rendered to Riverside School Board students, parents or employees. (e.g. Cubs, Brownies, Guides, Scouts, Beavers, Ventures, etc.). Type (a) Activities for students or staff of one or several schools. (Tournaments, preparation for sacraments, science fairs, etc. Regular governing board or school board meetings. General meetings of parents or the public Workshops or information sessions for parents relating to the operation or the programs of governing boards. Other special activities organized by a school, a governing board or the school board. Social events generating revenues organized by the school staff or parents or students when a caretaker is already on duty in the building. Adopted July 4, 2000 4
Organizations operated by volunteers such as Scouts, Brownies, Guides, Beavers, etc. that do not incur costs to the school or centre (while fees may be waived, liability insurance is required). Type (b) Other social activities organized by groups including alumni associations, graduates, retired employees, etc. unless fees are waived by the governing board. A liability insurance policy for the event must be acquired by the organizers and provided to the school principal or centre director prior to the event. Type (c) Nursery school program, summer school, Giant Steps or other services which must be self-financed. A liability insurance policy for the duration of the event must be acquired by the organizers unless the event is covered by the school board s liability insurance and provided to the school principal or centre director prior to the event. 2. Municipalities and non-profit organizations Type (c) Summer camps A liability insurance policy for the duration of the event must be acquired by the organizers unless the event is covered by a municipality or the school board s liability insurance. Type (d) Recreation, sport, cultural or social activity for a group, included in regular programs of municipalities. Religious, recreation, sport, cultural or social activity for a group recognized as a non-profit organization. In all cases, a liability insurance policy must be acquired by the organizers and provided to the school principal or centre director prior to the event. N.B. These are always subject to agreements that may exist between the school board and the municipality concerned. 3. Other organizations or groups Type (e) All other groups or organizations not covered in a), b), c) and d) A liability insurance policy for the event must be acquired by the organizers and provided to the school principal or centre director prior to the event. Adopted July 4, 2000 5
Suggested fee structure for the rental of facilities (fees do not include supervision or other costs). ROOM TYPE OF ACTIVITES a b* d* e* c* Regular classroom 0 N/A $20/hr $20/hr Computer lab 0 N/A $50/hr $70/hr According to agreement and may involve exchange of services for facilities. Gym Single 0 $15/hr $25/hr $30/hr Double 0 $20/hr $35/hr $40/hr All gymnasia 0 $25/hr $70/hr $100/hr Cafeteria Maximum 200 0 $17/hr $35/hr $40/hr Maximum 400 0 $17/hr $40/hr $45/hr Maximum 600 0 $17/hr $45/hr $50/hr 600 + 0 $17/hr $70/hr $100/hr Auditorium 400-600 0 $17/hr $65/hr $75/hr N/A 601-900 0 $17/hr $80/hr $100/hr Caretaker: Security Officer: Regular rate = $24/hr Overtime rate = $30/hr Regular rate = $20/hr * Proof of liability insurance coverage is required prior to the event. Adopted July 4, 2000 6