MIDLAND INDEPENDENT SCHOOL DISTRICT USE OF SCHOOL PROPERTY GUIDELINES TABLE OF CONTENTS Administrative Procedure... 2 Appeal Procedure... 2 Use of School Property... 3 Board Rights & Privileges... 3 Rental Agreement... 3 Classifications... 3-4 Requirements...4 Insurance... 5 General Guidelines... 6 Outdoor Use... 7 Application for Use... 7 Use Fee Schedule for Specialized Items... 8 Elections... 8 Disaster Use... 8 ROPES Course...9 Revised 7/07
MIDLAND INDEPENDENT SCHOOL DISTRICT USE OF SCHOOL PROPERTY GUIDELINES ADMINISTRATIVE PROCEDURE 1. Non-school hours use of property shall be initiated at the campus level with the facility administrator or designee via a written request (letter, contract, fax, e- mail). The facility administrator shall ensure that the requested activity is in accordance with Board policies. (The facility administrator is generally the Principal for the school.) 2. Administrative action will be taken at the campus level on a first-come, firstserved basis. 3. Administrative action will be taken by the Youth Center Board for the Youth Centers, the Athletic Director for Midland Memorial Stadium, and the Business Office for election polling places. 4. If Board approval is needed, the facility administrator will forward the written request with comments to the Superintendent. The Superintendent will obtain Board approval or denial. 5. If approved, the facility administrator and requester will complete the contract forms. The facility administrator will collect all charges and forward the funds and contract to the Business Office. The Business Office will then send a copy of the contract to the maintenance, custodial and security departments. 6. The facility administrator will complete and submit a request, along with the contract, for all non-school hour use of the property, regardless of the charge. This request will be used to scheduled HVAC, maintenance, security, and custodial services. Unless prior arrangements have been made with the Business Office, payment should accompany the contract. 7. If denied by the facility administrator, the individual or organization requesting use of the property will be advised of the denial and the appeal process. If an appeal is desired, the individual/organization should contact the Executive Director of Business Services. APPEALS PROCEDURE 1. The Appeals Committee will be composed of the Assistant Superintendent of Operations, the Executive Director of Auxiliary Services, and a representative from the Business Office. (Positions may be substituted as needed.) 2. The Appeals Committee will take into consideration the following elements: Dates of application Number of participants impacted (involved) 2
Duration of event (multiple or single event) Alternative facilities available for use Type of program Campus input USE OF SCHOOL PROPERTY The buildings and properties of the District shall be available to the patrons of the District under conditions prescribed or permitted by law and in accordance with adopted policies of the Board as set forth in Board Policy GKD and as noted below. However, there will be no effort made to promote or advertise the availability of school facilities. BOARD RIGHTS & PRIVILEGES The right to revoke or annul any approved event for non-compliance with policy requirements is reserved by the Board. RENTAL AGREEMENT Groups interested in using school facilities must submit a written request to the facility administrator. The written request must stipulate date, times, and specific activity. The request shall include the signature of the president of the organization, and the chairperson of the activity. These persons shall assume the responsibility of seeing that all rules and regulations are enforced. A rental agreement shall be prepared on Midland Independent School District forms for each approved request for the use of the school facility. Advance payments shall be required except for extended use contracts. No agreement will be made longer than for a six (6) month period (see MISD Policy GKD). Third-party contracts and agreements made with parties renting the facilities shall be reviewed and approved by the school administration prior to the rental of the facilities. The facility administrator will prepare forms, collect charges, and obtain Board approval where needed. At the minimum, a custodial employee will be furnished by the school district. CLASSIFICATIONS School buildings shall be made available on a first-come, first-served basis to the patrons of the District based upon the following classification and priority groups: Classification Priority: District Programs First priority for use of any school facility shall be given to the established programs of the District. This classification shall be exempt from charges, including those not held on their home campus. 3
Classification A: School-Affiliated Support Organizations Second priority shall be given to school-affiliated support organizations, such as, alumni, PTA, booster clubs, etc. The regular meetings of this classification shall be exempt from charges. Money-making projects or special meetings that require extra school personnel shall be subject to facilities labor charges. Classification B: Non-Profit Student Organizations Third priority shall be given to non-profit student organizations (such as Boy Scouts, Girl Scouts, Brownies, student sport organizations, YMCA, Boys & Girls Club, Camp Fire Girls, etc.) provide these groups have a minimum of twenty (20) people with at least one (1) adult sponsor for each ten (10) students. The regular meetings (4:00 p.m. to 8:00 p.m. weekdays) in the classification shall be exempt from charges for nongymnasium use. All other times of use will be subject to standard facility charges. Money-making projects or special meetings that require extra school personnel shall be subject to additional personnel charges. Facilities labor charges will be equivalent to the current average hourly overtime rates. Contact the Business Office for the current personnel charges. Classification C: Educational, Civic, and Governmental Organizations Fourth priority shall be given to educational, civic, and governmental organizations. This classification is subject to a facilities labor fee for non-gymnasium use. Money-making projects shall be subject to the standard facility charges. Classification D: Sports Camps, Clinics, Recitals, and Other Performances Fifth priority shall be given to such groups as those sponsoring sports camps, clinics, drill team camps, etc. An appropriate charge shall be assessed. Such charge shall be determined by the type of facility, duration of use, stand-by facilities reserved, etc. Proper insurance is required; the proposed budget for the activity will be reviewed by the Board. Classification E: Non-Profit Adult Groups, Churches, Etc. Sixth priority shall be given to non-profit groups serving the District area (such as adult sports associations, churches, etc.). This classification is subject to a facility use fee, as well as additional facilities labor charges. This classification is subject to Board approval. REQUIREMENTS Any group or organization using or renting school facilities will be held responsible for any damages to the school property during the use. Groups using a building for an occasion which the general public is eligible to attend will be held responsible for the treatment of the property by the general public for the duration of the event. The individual or group using the building or facility will be responsible for restoring to its original condition any unwarranted destruction or damages to the property. The District shall be the judge of the amount and the extent of damages. The District will assess these costs and schedule repairs. 4
Buildings are not available for strictly private, money-making activities conducted to make a profit for an individual or a private concern unless approval has been granted by the Board. The Board reserves the fight to waive or modify charges for organization-sponsored school activities. No indoor facility will be available to any classification or group without authorized school personnel present. No religious or political meetings shall be held in school facilities without special approval of the Board of Trustees. Church groups using the facilities will be restricted to no more than a six (6) month period of time during which the church is obtaining a permanent facility. The Board must consider any church use requests for any length of time beyond six (6) months. INSURANCE Liability Insurance shall be carried by Classification D and Classification F groups when involved in money-making projects, as well as any group using physical education or athletic facilities or any facilities the District deem necessary to be covered by insurance. Minimum insurance coverage shall be in the following amounts for Commercial General Liability: General Aggregate Limit $1,000,000 (other than products-completed operations) Products-Completed Operations $1,000 000 Aggregate Limit Personal & Advertising Injury Limit $1,000,000 Each Occurrence Limit $1,000,000 Fire Damage Limit $ 50,000 Medical Expense Limit $ 5,000 Midland ISD shall be named as an additional insured and a waiver of subrogation will be provided so naming Midland ISD. The groups using the school facility shall resent evidence of insurance coverage at least one (1) day PRIOR to using the facility. 5
Persons and/or organization using school facilities must be in compliance with all national, state, and local codes, ordinances, and procedures of the police and fire department. Athletic fields used for school competition shall be available to outside groups ONLY with the approval of the MISD Director of Athletics. GENERAL GUIDELINES The general guidelines set forth below shall apply to district buildings and facilities: D-E-F C-D-E-F C-D-E-F School facilities shall not be used on a continuous permanent basis by Classifications D-E-F. Indoor school facilities may be used on Sundays for religious programs and dedication services only, except with special permission of the Superintendent. No libraries or resource areas will be rented. No space will be rented that does not have lockable areas for all instructional materials. At the discretion of the facility administrator, other areas of the particular facility may not be available for use. A- The use of tobacco in any form is prohibited on MISD property, except for designated areas of Midland Memorial Stadium and Scharbauer Sports Complex. A- No alcoholic beverages will be permitted on school property. Food consumption areas must be approved by the campus administration. Any agreement to rent may be canceled by the District in favor of school activities should a conflict develop. A- The use of kitchens requires the employed services of a food service employee at an hourly rate determined by the average overtime personnel rate. Such use must be approved by the Director of Food Services. C-D-E-F School furniture and equipment will not be moved from one building, or area of one building, to another. School equipment, such as PA systems, projectors, records players, tape recorders, projection screens, etc., may not be used unless under the supervision of qualified school personnel. An optional tuning fee for piano use may be required. A- No keys to buildings or other facilities shall be issued to non-misd personnel. 6
OUTDOOR USE Special guidelines for outdoor use of school facilities are as follows: Areas of school campuses normally designated as playground areas may be used on a first-come, first-served basis after school or 4:30 p.m. Backstops, goals, and other equipment on the school grounds may be used provided that they are properly maintained by the organization. Erection of any structure by the user must have PRIOR permission of the Executive Director of Auxiliary Services or the Director of School Plant Services. A- Port-a-potties may be placed on school facilities only with the permission and direction of the facility administrator and the Executive Director of Auxiliary Services or the Director of School Plant Services. C-D-E-F Facilities will only be available after 4:40 p.m. during the school day provide they are not being used for a school function. A representative of each organization requesting priority use of an outdoor space shall file a written request with the facility administrator. Each organization requesting priority use shall be notified of approval or denial in a timely manner. Any field markings or equipment placed on school property must have prior approval of the facility administrator and Director of School Plant Services. A- Midland Memorial Stadium may be rented by groups for special events that will not be disruptive to the neighborhood adjacent to the stadium. Use of grassy areas will not be allowed without permission of the Athletic Director. A- In keeping with state laws, evidence of any violation of all state and local laws during the use of a school facility shall be cause for suspension of privileges of use. APPLICATION FOR USE Application for use of school facilities must be made to the facility administrator who may rent the facility or forward the application according to approved policy. A- Application for use of the Youth Centers shall be made to the Youth Center Board which has the authority to schedule facility 7
usage and to change rental fees within the parameters set by the School Board. The organization representative for the lessee or a designated representative must be present until every one has vacated the building except school personnel. The time requested by the lessee will be adhered to as closely as possible. Charges are incurred from the time the building is opened until it is cleaned to its original state and secured. For purposes of this policy, evidence of non-profit status from a state or federal agency shall be appropriate documentation. Local organizations may submit such documentation filed by the parent or national organization. USE FEE SCHEDULE FOR SPECIALIZED ITEMS Special lights for stages: Cost is $50 per hour for stage lights and for an operator to supervise the use of the lighting. No outside organization may use the special stage lighting except under supervision by school personnel. Security: The cost of police or other security personnel deemed necessary by the District or lessee will be charged the standard average overtime rate for such personnel. A- Maintenance and Other Personnel: The cost of maintenance or other personnel deemed necessary by the District for the program being conducted will be charge the standard average overtime rate for such personnel. ELECTIONS School facilities shall be available during school hours and non-school hours as polling places. All arrangement for public elections will be conducted through the MISD Business Office. Election officials will only be allowed access to those areas of the building which are necessary to the conducting of an election. This area must give election officials access to restrooms and a telephone. DISASTER USE School facilities shall be available to the American Red Cross in relation to disaster preparedness and relief in all disasters. Disaster use will be in accordance with the 8
Statement of Understanding between the Midland County Chapter of the Red Cross and Midland ISD. ROPES COURSE The ROPES course shall be rented to the following organization classifications: Classification A Classification B Classification C Classification D Classification E Classification F District programs School-affiliates support organizations Non-profit student organizations Education, civic, and government organizations Sports camps, clinics, drill team camps, etc. All adult groups, for-profit groups, churches, etc. Definitions of each classification can be found on Pages 4-5 of this document. The rental rates are as follows: Classification Per Participant/Per Day Facilitator Per Hour* A No charge No Charge B No charge $30 C No charge $35 D $12 $40 E $15 $50 F $20 $60 *The ROPES Course CANNOT be used without a trained facilitator. A non-misd facilitator may be used, but must be approved by the MISD ROPES Course Administrator. There is a 2-hour minimum fee for the facilitator charge. 9