7510 - USE OF DISTRICT FACILITIES

Priority of Use

The Board of Education recognizes the capital investment the community has in school buildings and facilities and believes that such facilities should be used for legitimate community purposes. This means that the use of buildings will be made available as follows:

1. The school program shall receive precedence over all other uses.

2. School-related organizations shall be given priority over non-related organizations.

3. Approved youth groups shall be given consideration over adult groups.

4. In District groups or person using it for profit.

5. Groups outside the district and/or those using the facility for profit.

Cost to Use

1. School organizations – No charge

2. School affiliated organizations – No charge

3. Civic organizations when the proceeds of admissions charges are earmarked for community youth and elderly activities. – No charge

4. Affairs held for civic and/or cultural betterment, such as citywide gatherings of the Red Cross. – No charge

5. In general, those desiring to use school facilities for financial profit shall be charged a minimum of $10.00 for use, in addition to the regular applicable usage fees. The only exception is any staff member who would like to use a classroom for tutoring of an Oconto School District student would not be charged the $10.00 for use. Terms, payments and any agreements will be made by the teacher and parent of student. District is not liable for the terms and/or agreements determined by the parties involved.

6. Groups from outside the district for profit will be charged a minimum of $25.00 per use.

Any group or individual who wishes to schedule the use of school facilities or equipment will make application for approval to the building principal involved prior to using the facilities or equipment. The application requires an approval signature by the building principal and the Activities Director and/or Assistant. Forms are located in each building office.

School Facility and Equipment Use

The Board of Education believes that the school facilities of this District should be made available for community purposes, provided that such use does not infringe on the original and necessary purpose of the property or interfere with the educational program of the schools and is harmonious with the purposes of this District.

District facilities and certain equipment shall be available for the below-listed uses. When there are competing interests for the use of facilities, or equipment approval will be given according to the following priorities:

1. uses directly related to the schools and the operations of the schools

2. uses and groups indirectly related to the schools

3. meetings or employee associations

4. departments or agencies of government

5. community organizations or groups of individuals formed for charitable, civic, social, religious and/or educational purposes

The District Administrator or designee (Athletic/Activity Director) may grant approval for an organization or individual to use the district grounds, facilities and equipment for commercial, profit-making or private social functions provided there are no other competing interests for the use of the facilities and the event is harmonious with the purposes of this district. The use of District grounds and facilities shall not be granted for any purpose which is prohibited by law or any activity in which alcohol, intoxicants, or weapons are involved. Use of tobacco products is also prohibited.

Should all or any part of the District’s community be struck by a disaster, the Board shall make District grounds and/or facilities available, at no charge, for the housing, feeding, and care of victims or potential victims when requested by local, State, or Federal authorities. The disaster preparedness plan will be followed to ensure that proper procedures are established to minimize confusion, inefficiency, and disruption of the educational program

General Conditions

1. The Request and Contract for Use of School Facilities and Equipment form is to be completed by all non-school sponsored groups and individuals requesting the use of any School District building or grounds.

2. Contracts will include specific dates and times for facility and equipment use. Preparation, rehearsals and departure times will be included within the starting and ending times specified in the contract. The facilities will be completely vacated by the ending time. Activities will end by 11:00 p.m., with the premises completely vacated. Requests for recurring use of a facility must be made at least annually. Proper cancellation must be given if facilities are not to be used in the time frame reserved. Failure to do so may result in loss of future facility privileges.

3. If the facility is to be used outside of the hours of a regular custodial shift, the Director of Buildings and Grounds will determine whether the number of participants or nature of the activity warrants the presence of a custodian. Janitor’s Fees: For custodial services, the current custodial rate per hour, plus fifty-seven percent (57%) for fringe benefits (social security, municipal retirement, life insurance, hospital-surgical insurance, etc.) will be made for any non-school activity taking place in the school during the janitor’s off hours. If the janitor’s time is, or will be, over forty (40) hours in the week involved, then the time and half rate will apply plus fifty-seven percent (57%) fringe benefits. If so, labor costs as identified will be included in the "Request and Contract for Use of School Facilities". A custodian will be mandatory if the event is over two hours with over forty (40) participants, or if food is present. Custodial services include opening and closing the building, operating room lights (no theatrical lighting), heating, operating ventilation equipment, and normal clean-up. Custodians will not be required to help load or unload equipment. Major clean-up at the end of the event, including the restrooms, is the responsibility of the person being issued the contract for facility use. If the facility is not properly cleaned, the work will be performed by the District staff and the cost will be charged to the facility user. In the event the snow removal or preparation of an athletic field is needed specifically by a non-school group, the cost will be charged to the user.

4. Use of school space does not include the use of school equipment unless specifically permitted. Use of school equipment such as microphones, audio/visual items, computers, etc. must be included on the contract, with the appropriate fee assessed. Users of school equipment must accept liability for any damage or loss to such equipment that occurs while it is in their use.

5. No item of equipment may be used except by a qualified operator. Certain school equipment, such as that contained in the kitchen, weight room, computer labs, TRITON lab, woods and metal shops, family and consumer education classroom and on the stage; may only be operated by qualified school district personnel as determined by the building Principal or person having authority over said equipment. The cost of the personnel needed to operate the requested equipment will be included in the contract and the amount will be in accordance with the School District Negotiated Agreements and salary contracts for School District employees.

6. Organizations wishing to bring unusual equipment, materials, or animals on school premises must first present the request in writing and provide proper insurance coverage with a "save harmless" clause protecting the School District. Permission must also be obtained from the principal for decorating, installing scenery, moving furniture, placing signs or advertisements on school property, etc. Any items provided by the holder of the contract must be removed from the school facilities promptly after the contracted use. If there is a delay, the removal will be made by the District at the expense of the holder of the permit.

7. Granting of a contract for the use of one part of a building or grounds confers no privileges for the use of any facilities other than those stated in the contract. The user will assure that all participants stay in the assigned area and make certain that there are no individuals in any other areas of the school facility.

8. The contract holder will assume responsibility for orderly and safe use of the school facility, including supervision of spectators and contestants, and parking for large crowds. The representative of the applying group is required to be present during the function for the entire time the facility is used. Contract holders will ensure that the facility is kept reasonably clean, that exit doors are free from obstruction in the area being used, and that the location of the fire extinguishers are known. Contract holders will provide sufficient supervision during the entire time the school facility is being used and ensure that the fire, police, School Board rules and regulations are observed. Outside doors will not be left propped open in that this would allow individuals who are not under the responsibility of the contract holder to enter the building. The user will take appropriate action to assure that all participants are orderly and act in a reasonable manner. The organization or individual using the facility will assure that the use of the facility will not interfere with the regular school program. The user will be the last person to leave the activity and will be responsible for making certain that all persons have left the area and everything is locked before leaving.

9. The facility user assumes liability for damage or loss of the property that may accrue. Damage to facilities, materials or equipment resulting from the use of the facility will be paid for by the user. The facility user will hold the District harmless for claims arising out of the use of school buildings or grounds, for the function being sponsored on the specified date or dates.

10. Smoking, alcoholic beverages and illegal drugs are prohibited on school property at any time.

11. Weapons are not permitted on school property at any time unless the weapon is used by a qualified instructor as part of an instructional program such as in a hunter safety course.

12. Sale of food is prohibited without written approval on the contract.

13. The contract holder may be required to install and pay for an outdoor toilet facility should their event warrant such action.

14. School facilities will not be available for use to non school groups on the following holidays: Thanksgiving Day, Christmas Eve, Christmas Day, New Years Eve, New Years Day, Good Friday, and Easter Sunday.

15. The Board and its authorized representatives shall have full and free access to the premises at all times.

Limitations on Use of Facilities and Equipment

1. Since the Board is charged by law with the responsibility for school facilities, it reserves the right to deny the use of such school facilities when it deems it necessary in the public interest. If school is cancelled due to weather, snow emergencies, etc. the facility use contract is void.

2. No group that limits membership in or attendance at its activities on a basis of a person’s sex, race, religion, national origin, ancestry, creed, pregnancy, marital or parental status, sexual orientation or physical, mental emotional or learning disability shall be allowed the use of school facilities. Sponsoring organizations and individuals will conduct meetings and gatherings in a manner that is not abusive or defamatory of other groups or individuals by reason of sex, race, religion, national origin, ancestry, creed, pregnancy, marital or parental status, sexual orientation or disability.

3. No liability shall attach to this District, any employee, officer, or member of this District specifically as a consequence of permitting access to these facilities.

4. No school facility is to be used for any other purpose or in any other manner than is specified in the Contract for Use of School Facilities. All contracts are subject to immediate cancellation if it is discovered that information given on the request is misrepresented. If the use of the facility is discovered to be contrary to any policies, rules, and regulations of the Board, the permit is subject to immediate cancellation. The Board and its agents are to be held harmless of any expenses or losses incurred by the sponsoring organization due to such cessation. Violation by a contract- holder of any contract provision or regulation governing the use of school building or grounds may be cause for cancellation of all existing contracts and the denial of any future contracts.

5. Athletic equipment purchased by Oconto Unified School District shall be available to community groups, if not being used in school competitions, classes, etc. Equipment must be checked out with the Athletic Director or Building Principal. All damaged items must be replaced at full value. Ordinarily, individuals will not have this privilege.

Special Conditions

The District understands that there may be times when special situations present themselves that make it impossible for non school groups requesting use of the facilities to meet the provisions of this Administrative Rule. When such situations present themselves, the District Administrator or designee (Athletic/Activity Director) may grant exceptions to Administrative Rule provisions based on the individual requests. Such exceptions will be requested in writing and the District Administrator or designee will present the decision in writing as a provision of the Contract for the Use of Facilities.

Use of School Facilities by Employees

Employees are permitted to use the school facilities during the time that classes are not in session, subject to the below listed regulations.

1. Use of the school facility shall at no time be exploited for monetary gain by any District employee.

2. The educational objectives of the School District shall take precedent over any and all use of school buildings and facilities. At no time will the use of buildings or facilities interfere with the educational objectives of the District.

3. If at any time a member of a department permits the use of the facilities under his/her jurisdiction to be used by students or adults, that employee must be present and supervise the activities of those adults or students using the facilities.

4. Any person using school facilities or equipment will be responsible for loss or damage to said facility or equipment.

5. Persons using the buildings are responsible for seeing that all doors and windows, especially the outside doors, are secured when leaving the building.

6. Improper use or abuse of the buildings or facilities by any staff member will result in automatic termination of the privilege of using the building or facilities by that individual or those individual(s).

7. Proper cancellation must be given if facilities are not to be used in the time frame reserved. Failure to do so may result in loss of future facility privileges.

8. Facility must be left in the same condition as it was prior to use. Custodial staffing may be required based upon activity planned. Clean-up at the end of the event, including the restrooms, is the responsibility of the person requesting the facility. If the facility is not properly cleaned, the work will be performed by the District staff and the cost will be charged to the individual requesting its use.

Classification of Organizations and Individuals Requesting Use

Programs sponsored by the School District have first priority for the use of all facilities. District programs include those approved by the  Board, supervised by authorized School District staff members and funded through the District accounting system. Examples of such District sponsored programs are: all regular curricular and extracurricular activities; Board, staff and student committees directly related to school operations, school operated booster clubs, Oconto Family School Organization, etc. All non-school sponsored groups and individuals are required to obtain permission from the District Administrator or designee for use of school facilities. When there are competing interests for the use of facilities, approval will be given according to the following classifications of priority.

Class I

Class I organizations have first priority for the use of school facilities if such facilities are not being used for school sponsored activities during the time requested. This category consists of nonprofit youth, community or American veteran affiliated groups whose goals are related to the School District program or the local government. Organizations in this category include: 4 H, scouts, Little League, Babe Ruth, Oconto Youth Baseball / Football / Wrestling, local or state government, American Legion, etc.

Class II

Class II includes individuals or groups formed for nonprofit charitable, philanthropic, civic, social, personal, cultural or educational purposes. Included in this class are service clubs, fine arts associations, theater groups, religious groups, institutions of higher education offering adult education classes, and other nonprofit programs.

The facility usage charge will be waived if the fundraising is going back to directly benefit the students.

Class III

Class III is defined as those organizations and individuals that operate for profit and the profits are used by that group for its self- advancement.

Procedure for Requesting Use of Facilities

The Board will permit the use of school facilities when such permission has been requested in writing by a responsible individual, organization or a group of citizens and has been approved by the District Administrator.

1. Individuals or groups requesting the use of a school facility must obtain a Request and Contract for Use of School Facilities form from the District’s Athletic/Activity Director. The A.A.D. will assure that the conditions of this administrative rule are met and that there are no activity conflicts with the use of the facility being requested before granting approval for such use and forwarding the form to the Director of Buildings and Grounds. The user may be required to present evidence of the purchase of organizational liability insurance to the limit prescribed by District administrative guidelines. All requests for use of school facilities other than school sponsored activities and programs within each school, are to be submitted to the Athletic/Activity Director at least ten (10) school days prior to the event. Reasonable exceptions will be considered.

2. The Athletic/Activity Director will provide for any requested equipment by notifying the pertinent party and or department to insure the equipment is made available, make arrangements for custodial or supervisory personnel if necessary, and assess the required fees.

3. The District Bookkeeper will process all payments for facility use. All predictable costs incurred shall be paid to the Board within ten days prior to the event and all additional costs incurred by the event shall be paid within ten days after the event. All payments shall be made out to the Oconto Unified School District and submitted to the School District administrative office.

4. All applications will be processed according to the date of receipt of the application and the classification of the user. The principal, after consulting with the requesting outside group contact person, has the authority to cancel permission for use of the building if the facility becomes needed for school activities.

Fee Schedule

All rates are for four (4) hours or less. For each hour beyond four (4), the initial cost will be billed at a prorated rate for the given classification. For example, the rate for using the computer lab for five (5) hours in Class II would be $20.00 plus $5.00. Groups from outside the district for profit will be charged a minimum of $25.00 per use.

Facility Cost

THERE WILL BE A SECURITY DEPOSIT CHARGED ON ALL EQUIPMENT. Chairs and up to two (2) tables $50.00; for more than two (2) tables $100.00. After returned equipment has been inspected by the building communicator for each building, the deposit will be returned. If after inspection the security deposit does not cover the damages the person who borrowed the equipment may be charged more. Please call the District Office 834-7814 Ext. 4103 to set up an appointment for return. Use of the milk cooler (at building location only) will require a $25.00 deposit. The milk cooler will be inspected by the Food Service Supervisor after use. If there is damage to the cooler and the security deposit does not cover the damages, the person who used the cooler will be charged more. If there is no damage, the security deposit will be returned at that time. All IT equipment must be checked out with the IT Department and checked back in with at the IT Department when returned.

Additional Costs

These additional costs may be charged to any individual or group regardless of the classification status.

DJ Equipment is not allowed out of the schools. All groups will be charged for the DJ Equipment as follows:

Audio Visual Equipment Use and Rental

1. Equipment will be loaned or rented only when not needed for regularly scheduled school activities.

2. Equipment will be loaned without charge when used within the school building.

3. Equipment will be loaned to non-profit and charitable organizations at no rental charge.

4. Equipment may be rented to commercial interests as follows:

   DVD or VCR	$20.00 per day
   Overhead Projector	$20.00 per day
   LCD Projection Unit	$50.00 per day
   Television Set	$25.00 per day
   Microphone Use	$3.00 per microphone/per event
   P.A. System plus	$75.00 per day
   Podium with P.A. System	$85.00 per day

5. Equipment will be loaned only when qualified operators will operate said equipment. Any charges will apply for all equipment loans, commercial or not.

6. Rental charges will cover all normal wear and tear, including bulbs, tubes, belts, etc. Damages due to misuse or careless handling will be charged to borrowing organizations at the cost of repair or replacement.

7. All equipment when loaned or rented for evening use will be stored in a dry, heated building and returned no later than 8:00 A.M. the following school day, unless prior arrangements have been made.

8. All requests for use of equipment must be through the District Office on approved form.

9. Any consumable materials, as plastic for transparencies, will be charged for at a minimum cost of replacement.

10. The school will in no way be liable for damages or injuries caused by use of its materials.

Rental of Skiing Equipment

1. Athletic department skis are not to be rented out on an individual basis.

2. When the District enters into an agreement with the Northeast Wisconsin Technical College for a ski class here at Oconto, the skis and poles may be rented for $3.00 per person for each four (4) hour session.

Policies for Outside Groups Using School Facilities

A Facilities Use Request Form must be filled out and approved by the athletic/activities director or principal before a building key/electronic access card can be issued. Necessary key/cards will then be issued when a $20.00 deposit per key/card is paid in the district office. Upon return of the keys/cards, the deposit will be returned. If a key/card is lost, the principal must be notified immediately and the deposit will be kept by the District. If the key/card is damaged only $10.00 of the deposit will be returned. Key/Cards may not be duplicated without prior authorization from the building principal.

Each group using school facilities outside of regular school hours must:

1. be responsible for security in the building;

2. inspect all accessible portions of the buildings both before & after the group’s usage;

3. report the presence of any strangers or intruders in the building to the principal when returning the building key;

4. monitor an exterior door when it is unlocked;

5. lock the door when a monitor is not available.

Revised 2/20/17