Germantown School District
Bylaws & Policies
 

7510.01 - COMMUNITY USE OF SCHOOL FACILITIES

Community groups may be permitted and encouraged to use school facilities when such use does not interfere with the regular school program. Use is granted in priority order with the District having first priority, the second priority to the Village of Germantown Parks and Recreation Department, and all other organizations per their designated priority group. All organizations will be assigned a designated category by the District as listed below. If an organization has not been assigned a category, the Director of Business and Auxiliary Services will assign a category at the time of application.

Definitions:

District:

Instructional, co-curricular and athletic programs funds by the District's budget

Intergovernmental Agreements:

Germantown Parks and Recreation Department

Priority Group 1:

Germantown Band Boosters, Fine Arts Foundation, Athletic Booster, Germantown Kickers Organization, Friends of Soccer, Germantown Gridiron Club, Ice Bears Hockey Organization, Hornet Wrestling Organization, Germantown Girls Basketball Club, Germantown Boys Basketball Club, Germantown Hoops Basketball, Germantown Little League, Germantown Diamond Club, PTA, Girl Scouts and Boy Scouts

   

Priority Group 2:

Any resident non-profit organization providing documentation of 501(c)3 status whose participants include 51% or more Germantown residents. Residents are defined as individuals who reside within Germantown School District boundaries or who attend school in Germantown. The participation list with addresses may be requested by the District Administrator. The group must provide the District Administrator with a certificate of liability insurance with a minimum liability coverage of $1,000,000.

Priority Group 3:

Any resident non-profit organization providing documentation of 501(c)3 status whose participants include less than 51% Germantown residents. Residents are defined as individuals who reside within Germantown School District boundaries or who attend school in Germantown. The participation list with addresses may be requested by the District Administrator. The group must provide the District Administrator with a certificate of liability insurance with a minimum liability coverage of $1,000,000.

Priority Group 4:

Germantown commercial organizations using facilities for programming who are at least 40% Germantown School District residents. Residents are defined as individuals who reside within Germantown School District boundaries or who attend school in Germantown. The participation list with addresses may be requested by the District Administrator.

Priority Group 5:

Non-profit groups, schools, colleges and youth associations that are not based in Germantown.

Priority Group 6:

All other individuals and groups.

Facilities available for use include the school property, buildings and equipment, with the following exceptions:

 

A.

The high school football field, track and soccer field shall be available for community use only with approval of the Director of Business and Auxiliary Services and the District Administrator.

     
 

B.

The interscholastic (Varsity) hardball and softball fields shall be available for use with the approval of the Director of Business and Auxiliary Services and the District Administrator.

     
 

C.

With the exception of Priority Group 1, food service and food preparation area shall not be available for community use. All use shall be charged at $30/hour for each food service staff member needed. Fees waivers for food service staff are not granted.

     
 

D.

Industrial arts or maintenance facilities as well as school or District materials shall not be made available for use, including use by School District employees.

     
 

E.

The A-Wing of Germantown High School shall not be available for community use.

     
 

F.

The Gold area of Kennedy Middle School shall not be available for community use.

     
 

G.

No motorized equipment shall be available for use (i.e. lifts, lawn care equipment).

All arrangements for use of School District facilities shall be coordinated by the Director of Business and Auxiliary Services and the District Administrator.

Any responsible resident of the District who is at least twenty-one (21) years old or any responsible organization which has named a responsible adult who is at least twenty-one (21) years old to be in charge of and present at the activity may be eligible to use school facilities.

Fees shall be charged for the use of school facilities in accordance with State law and established procedures. Such fees shall be determined by the Board. All outside organizations shall be charged a fee in accordance with the fee schedule approved by the Board.

Any individual or group granted approval for use of school facilities under this policy and its implementing procedures shall be required to abide by all facility use requirements.

Procedures for Use of School Facilities

 

A.

Facility Use Requests

     
   

Facility use requests shall be made by the person or organization in writing in a timely manner. No use may occur without a written confirmation of approval. The Director of Business and Auxiliary Operations shall determine the most effective methodology for the format of Facility Use Requests.

     
   

All arrangements for the use of school facilities by the Village of Germantown Parks and Recreation Department shall be coordinated by the Facility Services Department in conjunction with school offices and the Village of Germantown Parks and Recreation Department.

     
 

B.

Conditions for Use of Facilities

     
 

1.

Under no condition shall any individual, group or business be allowed access to school facilities unless they have provided a responsible adult who is in charge, present at all times of use, and permission for use of the facility has been granted as outlined above.

     
 

2.

Times of use of the school facilities shall be such that they do not interfere with the regular school program. All requests for use of facilities will be considered subject to the annual facility use schedules established by principals and the Activities Director. School facilities shall not be available to any school or non-school groups on Sundays or holidays unless pre-approved by the Director of Business and Auxiliary Operations.

     
 

3.

School facilities used during non-operational school hours will be limited to one (1) building access point (i.e. set of doors). This building access point should be located as close to the building usage area as possible. The individuals using the facility shall provide a responsible adult to attend the building access point at all times and monitor access to the activity during the event.

     
 

4.

Supervision of use of school facilities shall be the prime responsibility of the applicant. Lack of proper supervision shall result in the immediate loss of facilities privilege. A school authority shall assist and acquaint the applicant in the proper use of the facilities, and shall exercise such necessary authority to protect and preserve school property from damage. A charge shall be made to the applicant for any damage done to any school property. The applicant may be required to reimburse the District for any cleaning required to maintain the original condition of the facility.

     
 

5.

The use and possession of alcoholic beverages, tobacco, and/or controlled substances shall be prohibited in school buildings and on school premises.

     
 

6.

Use of Playgrounds

     
 

a.

Children shall have responsible adult supervisors present whenever they are in organized groups utilizing the school grounds or any other facility. No organized group shall be allowed to use school playground facilities without supervision.

     
 

b.

While all students are expected to go home as soon as school is over, unless attending some school-sponsored activity, the informal use of the playgrounds after school hours, on holidays or weekends by the children of the community is not prohibited. It is understood that such informal use of the playgrounds is done at the risk of the user.

     
 

7.

The agreement for the use of school facilities for public recreation programs shall be reviewed periodically by the District Administrator and Germantown Village Park and Recreation Commission Director, and shall be in conformance with Board policy and these procedures.

     
 

8.

Certificates of Insurance, with the Germantown School District named as an "Additional Insured" shall be provided with the application.

     
 

C.

Facility Use Fees

     
 

1.

Facility use fees shall be established by the Board of Education. "Donations in kind" cannot be substituted for fees.

     
 

2.

Fees which are collected for facility use shall be accounted as "revenue" in Community Services Fund 80 and shall only be used for facilities operations and improvements.

     
 

3.

When the facilities are being used by the public and an admission or participation fee is charged, the organization shall be charged for such use at a rate established in the fee schedule.

     
 

4.

The manner in which fees are collected shall be determined by the Director of Business Services and Auxiliary Operations.

     
 

D.

Fee Waivers

     
 

1.

Fee waivers are granted based on the table below:

     

ORGANIZATION

FEE DESIGNATION

District use

No fees for facility use

Intergovernmental Agency with Agreement

See intergovernmental agency agreement

Priority Group 1

No fees for facility use

Priority Group 2

No fees for facility use

Priority Group 3

Fees assessed based on Use of Facility Fee Structure

Priority Group 4

Fees assessed based on Use of Facility Fee Structure

Priority Group 5

Fees assessed based on Use of Facility Fee Structure

Priority Group 6

Fees assessed based on Use of Facility Fee Structure

     
 

2.

Fee waivers are obtained by completing the Application for Waivers of Rental Fees with the Director of Business and Auxiliary Services. Applications should be accompanied by the applicant organization's IRS Letter of Determination stating their 501c(3) status. The waiver of fees does not relieve the organization of insurance requirements or other requirements as stated in this policy. The completed application will be forwarded to the Director of Business and Auxiliary Services and District Administrator.

Revised 3/26/12