7510A - USE OF CORPORATION FACILITIES
Applications
Any organization or individual desiring to use Corporation facilities shall complete an application and submit it to the building administrator for approval and then send the application to the business office for processing.
The business office shall clear each application with respect to date, time, and other arrangements and will provisionally approve or deny the use of school facilities on the basis of Board of Trustees policy.
The business office will approve all requests and send a copy of the request to the building administrator. If the application is not approved, the application will be returned.
Charges for school personnel shall be based on the appropriate rate of pay for persons in the respective job classification (custodian, cook, lifeguard, etc.) whenever extra pay for school employees is required as a result of the use.
The Corporation reserves the right to demand sufficient time for full investigation, notice, and arrangements of all requests for the use of school facilities and reserves first claim to the use of its own property. Cancellations may be issued by the business office with or without due notice. All approvals are to be granted with this understanding. Those requesting the use will be responsible for payment for all costs incurred, including the cost per hour charged for the use of the facility.
General Guidelines
All renters are required to provide evidence of liability insurance prior to the event date. The user must present a certificate of credible coverage of a minimum of $1,000,000 of liability protection (or a larger amount if the Corporation requests).
In case of any accident which may occur during occupancy of the building, the renter shall furnish the Board with a full, written report of such accident, including names of witnesses, and shall assume all liability and damage which may arise. The insurance carried by the New Albany-Floyd County Consolidated School Corporation does not protect the renter from damages or lawsuits which might be levied by participants or spectators attending the activity.
A custodian (or school representative) must be on duty that has access and knowledge of all building systems any time the school facility is used.
When a school kitchen is used, a School Corporation food service employee shall be present at all times.
Custodians or other school representatives have authority to enforce all policies, rules, and regulations of the School Corporation. The violation of any rule, regulation, or policy may result in the forfeiture of future rental privileges, or may result in the cancellation of the contract and evacuation from the building.
The Corporation reserves the right to request payment of any charges or fees in advance.
The renting representative and organization are responsible for the conduct and orderly behavior of their group and/or spectators while using the building. Youth groups must have a satisfactory ratio of adult chaperones present to accept responsibility for the group. The renter shall be responsible for providing adequate supervision of all participants and spectators.
The use of obscene or profane language shall not be permitted on the school premises.
In the use of large auditoriums by large crowds, the renter will be required to hire necessary police and/or firemen to give proper protection and supervision for the safety of those attending the event. In the case of smaller facilities, the renter shall provide competent persons to supervise dressing rooms, restrooms, corridors, etc. when in use.
All rooms and equipment must be left in a suitable condition for regular school use.
Use of tobacco and alcohol is prohibited within all NA-FC buildings. All users are responsible for enforcement.
Decorations must be approved in advance by the building principal and may only be used in accordance with Indiana Fire Code. The use of open flames, such as candles, is permitted only with written permission from the State Fire Marshal.
The renter will be responsible for all damage associated with their use of the facility or equipment. The renter shall reimburse the Corporation for any damage to buildings, grounds, or equipment, and any theft of Corporation property.
The renter agrees not to sublet, assign, or transfer the premises during his/her period of rental.
The Board reserves the right to refuse rental privileges to any applicant. Any individual or organization failing to meet its obligation as renter will be denied future renting privileges until settlement has been made in full.
All concessions and control/sale of refreshments are regulated by the School Corporation and the building principal.
Rental prices only represent the fee charged for the use of the building. Custodial services and other services represent additional fees. The renter is responsible for these services. The custodian's time will include time necessary to allow for special preparation. The program begins at the time the custodian admits any person connected with the program or the rental of the building and the time required to clean and restore the facility at rental conclusion to the condition needed for regular school use. Custodial services are limited to activities performed as regular custodial duties. Special equipment must be requested in the application and approved.
Cancellation of any scheduled event must take place far enough in advance of the scheduled program to allow the school office to notify all concerned personnel of such cancellation. If this cannot be done, school personnel who have been hired to work at the event shall be paid for two (2) hours work and this charge, in addition to other costs shall be paid by the renter.
Rental of an auditorium or gymnasium does not include use of other rooms in other parts of the building, unless specified in the application.
The Board, through its staff, reserves the right to cancel or postpone any scheduled use, in the event of emergency or program need by the School Corporation.
No school furniture or equipment is to be used without special permission granted on the Application for Use of School Facilities form.
When student attendance is canceled due to weather or for any other reason, all building activities and facility usage requests shall also be postponed or canceled.
The use of any materials on floors or other parts of the building is prohibited without specific approval in writing from the Director of Facilities.
Set-up and clean-up may be performed by members of the group using the facility. However, additional custodial services required for work not done satisfactorily will be charged to the using group.
The time or nature of any facility rental use shall not interfere with scheduled school activities.
Use during summer vacation, holidays, or during vacation periods shall not conflict with building cleaning and will depend upon the availability of building personnel.
Revenue generated through any "games of chance" activities must possess a license issued by the Indiana Department of Revenue.
Corridors, exits, and stairways must be free of obstructions at all times. Members of the audience or spectators must not stand or sit and block exits, stairways, or aisle-ways.
The Corporation will not be responsible for any loss of valuables or personal property.
Applications must be received a minimum of thirty (30) days prior to the event and will not be reviewed more than 180 days prior to the event. "Approved" events are not contractual. Events which are scheduled and become conflictive with a school event or need will be rescheduled or canceled with appropriate notice.
User Groups
The Board recognizes the many divergent, competing, and needs interests which occur within the community. As such, there will be many requests to use school property when no specific guideline is available to provide guidance for the covered request. Therefore, many of the unique and individual requests seeking the use of the facilities of the public schools will be considered on a case by case basis. The following guidelines will provide general guidance whenever applicable.
Groups or persons will not be granted permission when the request for activities are in conflict or competition with Corporation programs or not authorized by Board policy.
Use of school facilities for private or commercial gain is discouraged and only allowed on a case by case basis at full charge by the discretion of the Superintendent.
Private parties, celebrations, weddings, receptions, graduation parties, birthday parties, etc. are expressly prohibited.
The PTO/PTA is generally not charged for the use of facilities. Special considerations for special services beyond the usual school supervision day may require custodial and labor charges.
Activities such as bazaars, carnivals, festivals, etc. which raise money to support the school will have all fees waived.
School-connected youth groups such as Boy and Girl Scouts, 4-H, church youth groups, etc. shall pay no rental fee for meetings; however, they shall pay for all related custodial services. Other special services to the corporation will be charged to the renting organization.
Sports related group activities such as AAU basketball, Little League, Riverside Aquatics, and fee-based sports camps, etc. shall pay all custodial costs and all other special service costs and operational expense or facility modification and adjustments and related expenses unless the profit and/or some mutually agreed upon profit sharing agreement from the activity goes directly back to the School Corporation.
Civic groups (i.e. Lions Club, Rotary, etc.): Custodial fees and special requests requiring special school staff and/or equipment consideration are required when applicable.
Private exercise groups: Custodial fees and special requests requiring special school staff and/or equipment consideration are required when applicable.
Special facility arrangements are periodically made with other governmental agencies such as the Parks and Recreation Board, police, fire, city government, etc. The regular schedule of fees may be waived or modified in such cases.
Candidates for elective office and municipal governments: All local, State, and Federal officials, candidates for elective office and units of government have occasional and legitimate need to use the facilities of the public schools. As such, the fee for usage will be directly proportionate to the amount of work placed upon the school to satisfy the needs of the request. Special requests for services such as chair set-up; press accommodations; security screenings, etc. require a charge to the agency or the office of the requesting agency. Custodial fees and overtime charges are required.
Churches: Public schools are designed for public education and do not operate on weekends. As such, churches are discouraged from using a public school as their primary service facility. On occasion, in the event of a defined temporary need a church may request shelter as a result of special circumstances (i.e. weather peril, construction, fire, etc.); however, long term and standing usage is not permitted.
Outdoor Facilities: The general public may use outside facilities such as tennis court, track, practice fields, and general grass areas not being used by the School Corporation after hours. This usage will be at the users own risk. Varsity football and baseball fields may only be used with specific permission from the appropriate athletic department. Groups wanting to use outside facilities shall comply with all above general and application guidelines. If the using group is charging an assessment, fee, or charge for their event, the School Corporation may assess a fee or negotiate a mutually agreeable profit-sharing arrangement.
Swimming Pools
A pool usage form must be completed.
A certified lifeguard must be available and on duty at all times the pool is used.
Private swimming parties (i.e., birthday, end of year celebration, etc.) are not permitted.
There will be times when pre-existing facility rental scheduled activities interfere with scheduled school activities. During these times, the school usage shall prevail.
Fee for Use of Corporation Buildings
A schedule of fees for the use of Corporation facilities is determined by the Director of Business and Director of Facilities.