7510A - USE OF SCHOOL DISTRICT FACILITIES

The Board recognizes that the entire community owns its facilities and should be used for the mutual benefit of all. In general, when school buildings and grounds are not in use for school purposes, they may be used by the community at the discretion of the District Administrator. The board also recognizes that a fair and equitable procedure should be established with rules and regulations for use of school facilities including a fee schedule. School district properties will be made available for use by non-school groups as provided in the following policy and regulations.

School facilities may be used by organizations, state, county, and local governmental agencies and post-secondary educational institutions. Permission to use school facilities must be granted by the building principal and Director of Business Services. For purposes of this policy, a local organization is defined as having at least fifty-one percent (51%) of the members of the organization reside in the School District of Jefferson. 

The building principal must approve arrangements for the use of district equipment (e.g., audio-visual, physical education, pianos, tables) and the moving of such equipment. Such arrangements must be made well in advance of the use of school facilities. The principal may approve the use of the equipment if he/she is satisfied that the person(s) making the request is familiar with the operation of the equipment. The user shall be completely responsible for any damage to the school equipment and shall be required to pay for the repair or replacement of damaged equipment.

School facilities are generally not available for community use during regularly scheduled school hours or when otherwise in use for school activities. The Superintendent may make school facilities available for community use during regularly scheduled school hours or when otherwise in use for school activities, provided such community use does not unduly interfere with or disrupt regular instruction, extracurricular activities, or any other scheduled school activity.

The Board of Education retains the right to deny the use of school facilities and shall be the final authority in all cases. Facility uses not covered by this policy shall be brought to the School Board for determination.

1. Conditions of School Facility Use
    
   1. Unlawful activities are not allowed.
   2. The School District of Jefferson reserves the right to deny use of the facility with or without a fee to any individual, group, or organization that would compete with school or District programs.
   3. The Fort Atkinson Community Theatre (F.A.C.T.) and the City of Jefferson Recreation Department shall be allowed the use of school facilities under separate agreements between those organizations and the Board. However, both the F.A.C.T. and the Recreation Department shall be expected to comply with the conditions for school facility use as outlined in these guidelines.
   4. The user shall be responsible for the conduct and control of both patrons and participants. Groups must provide adequate adult supervision at all times.
      
   5. It shall be the responsibility of the user to pay for all damages as the result of improper use of the equipment or building. Any group abusing the privilege of using school facilities may be denied use in the future.
      
   6. Generally, school facility users are not allowed to install any decorations that require the use of nails, screws, bolts, scotch tape, etc. If the user wishes to display materials in the building, special permission of the principal must be received.
      
   7. Alcoholic beverages of any type are prohibited from being either carried or consumed anywhere on school property except on Fischer Field during such times as the property is leased to the City of Jefferson.
      
   8. There shall be no tobacco use in any of the school buildings or anywhere on school property.
      
   9. Gym shoes must be worn by all participants in sports or games in the gymnasiums.
      
   10. The following areas shall be off-limits to all visitors and students: boiler rooms; equipment rooms; maintenance storage areas; kitchen and related equipment (unless arranged); roofs; attics; employee lounges; workrooms; and all offices.
       
   11. No persons other than maintenance and custodial/cleaning personnel shall tamper with or adjust mechanical equipment such as, but not limited to, thermostats, cafeteria/kitchen equipment, fans, blowers, radiators, valves, pool equipment, door locks, and lights.
       
   12. School facilities shall not be used to support or maintain private businesses on a regular, reoccurring basis without a signed contract with the School District of Jefferson Board of Education.
       
   13. School facility users shall clean the building after use and shall leave the facility as they found it.
       
   14. School facilities shall not be made available for funerals during regularly scheduled school hours. A memorial service that is clearly outside of school hours may be permissible.
       
   15. The Superintendent may impose other conditions as he/she deems necessary and appropriate.

2. Scheduling 
   
   Youth groups that are affiliated with the district’s students will be given priority over adult community groups. Adult groups from the community will be given priority over groups from outside the community. These groups could be subject to payment of fees. 
   
   The facilities will be made available on the following priority basis:

   1. School-Sponsored
      
      Any school function connected with the educational program or any school-sponsored activities. School-sponsored activities are defined as activities that are directly related to an educational or co-curricular program sponsored by the District, including academic, athletic, cultural, and social group activities. 

      1. In the event a school-sponsored activity is scheduled after the approval of an application, the Board reserves its right of priority. Attempts to establish an alternate meeting place or date will be made.

      2. In the event a prior scheduled District event is longer than anticipated due to unforeseen circumstances, and extends into the time agreed upon for the second party's use. The second party yields use until the school event concludes.

   2. School-Affiliated
      
      City of Jefferson Recreation programs and school-affiliated activity groups.  
      
      School-affiliated activity groups are defined as those not under direct sponsorship of the school or District that are organized for the sole purpose of district education improvements, including but not limited to: Jefferson Youth Basketball, Jefferson Youth Baseball & Softball Club, Jefferson Area White Sharks, Jefferson Youth Tackle Football, Parent-teacher organizations, District Booster Clubs, Jefferson Education Association (JEA). 
      
      Stakeholders from each of these athletic groups shall work with the School District Athletic Director to create facility schedules. The Athletic Director shall have the final say in all scheduling conflicts.
      
      Resident and nonprofit organizations of the district whose activities are of a non-political nature.
      
      Resident religious organizations.
      
      Non-residents and nonprofit organizations of a non-political or non-religious nature.
      
      Other meetings may be held subject to the approval of the District Administrator, which are non-partisan, non-political, and non-sectarian and free and open to the public for educational purposes promoting community, State, or national welfare.

   3. Supervision

      1. Groups qualifying for free use of school facilities must be accompanied by a qualified school district employee(s) (approved by the building principal) who will assume responsibility for building security and proper care of school facilities and equipment. This requirement is met when the school employee is directly involved with the activity, when a building administrator is present and is aware of the activity, or when a building custodian/cleaner is present and performing his/her regular duties. The organization using the school facility is required to provide responsible adult supervision at all times.
         
         Additional supervision is necessary when district facilities are used to host tournaments or events.

      2. Whenever a school kitchen is used for heating and/or preparing food, a school food service employee must be present. The cost of the food service employee, based upon existing wage agreements, shall be charged to the using group.

      3. Except as specified in (1) above, whenever school facilities are used during periods when regular school custodians are not on duty, a custodian shall be hired to supervise the use of school facilities. The custodian shall be responsible for opening and securing the building and protecting school district facilities and equipment. The cost of the custodian, based on existing wage agreements, shall be charged to the using group.

      4. Whenever the high school swimming pool is used, a qualified lifeguard and adult supervisor must be present. If the lifeguard and/or supervisor is/are employed by the district, the cost will be charged to the using group.

3. Rental Fees
   
   Charges for lifeguard, custodian, and/or food service personnel (when required) are not included in the Facility Use Rental Fee Schedule. All groups outlined below may incur fees for these additional personnel which are based on existing wage agreements.

   1. School-sponsored activities and organizations, as defined above, shall be granted free use of school facilities.

   2. The following organizations shall be granted free use of school facilities with the exception of the swimming pool which will be charged inaccordance with Schedule 1.

      1. School-related organizations (as defined above)

      2. Local civic groups for activities provided for school children or for fundraising when the proceeds will go entirely to support school activities and local teams/organizations (at the discretion of the superintendent) with district students as members
      3. Local scout groups, 4-H organizations, and local parochial schools
      4. The following organizations shall be charged a rental fee in accordance with Schedule 1:
          
         1. Local civic organizations (other than those defined above)
         2. Governmental agencies
         3. Adult vocational education institutions
         4. Universities, colleges
         5. Non-profit organizations
      5. All other local organizations shall be charged a rental fee in accordance with Schedule 2.
      6. The following organizations shall be charged a rental fee in accordance with Schedule 3:
         
         Any group, business, organization, or individual that intends to use District facilities for a lawful non-school purpose and does not fall within any of the other classifications stated herein.
4. Rental Fee Schedules

5. Insurance
   
   School-sponsored organizations are under the direct supervision of the district and are covered by the district’s regular insurance policies.  Non-school-sponsored organizations operate independent of the district. The district may require non-school-sponsored organizations to obtain special insurance coverage when:
    
   1. The activity planned is unrelated to the normally expected use of the school facility; or
   2. The activity is determined by the Superintendent to be a high-risk activity.

When a non-school-sponsored user is required to provide insurance, the district shall be named as an additional insured on the user’s policy.  Certificates of insurance shall be required in advance of the activity for worker’s compensation and comprehensive general liability in the amount of:
    
Bodily injury:         1,000,000 per occurrence

Property damage:  1,000,000 per occurrence

6. Hold Harmless Agreement

All users of school facilities shall be required to sign an indemnification and hold harmless agreement when using school facilities.