Lakota Local School District
Administrative Guidelines
 

7510A - USE OF DISTRICT PREMISES

Applications

Any group, organization or individual (renter) that is not itself a District program (student club, athletic team, etc.) must complete a Premises Use Application Form (Form 7510 F1), provide a copy of the organization’s insurance certificate listing Lakota Local Schools as an additional insured, and pay use fees according to their user classification:

 

A.

The renter must submit a completed Premises Use Application Form to the office of the premises h/she wishes to rent.

     
 

B.

The building principal (or designee) will determine the availability of the District premises and collaborate with the renter to ensure the application is completed and all parties understand the request.

     
 

C.

If the premises is available, the building principal (or designee) will forward the application to the Business Operations Department for final processing and confirmation.

     
 

D.

The Business Operations Department will work with the renter to obtain the proper insurance forms, determine fees, and coordinate any additional supports required for the rental (i.e. child nutrition support, additional custodians, etc.).

     
 

E.

Once the Business Operations Department verifies all is in order to rent the premises, they will confirm the rental with the requester and the building principal (or designee).

     
 

F.

The Superintendent has designated the Executive Director Business Operations as the District agent to sign and finalize Premises Use Applications to ensure their compliance with Ohio law and the terms of Board policy and Administrative Regulations.

     
 

G.

A renter may not use District premises unless the Executive Director Business Operations (or designee) has first signed the Premises Use Application.

     
 

H.

The Premises Use Agreement Form (Form 7510 F1) includes all of the required information and references to be considered a legal agreement with the District in connection with the rental use property by third parties.

General Guidelines

 

A.

The renter of a premises shall assume all liability for damages that may occur in or about the building while the renter has control and use of the premises. Failure to reimburse the District for damage to property will result in loss of premises use.

     
 

B.

Out-of-school groups do not begin with their activities until school is dismissed in the afternoon and the students have left the building.

     
 

C.

The renter of the premises shall indemnify the Board, its members and employees and hold them harmless from and against all expenses, liabilities, claims, suits or judgments arising out of or connected with the renter’s use of the premises.

     
 

D.

A renter who employs a person or persons to perform any work or engage in any duties at the premises or in connection with renter’s use of the premises shall maintain workers’ compensation insurance as required by the laws of the State of Ohio covering all such persons. Proof of such workers’ compensation insurance shall be provided with the rental application.

     
 

E.

Only the Board may pay District employees for services in connection with the use of school premises.

     
 

F.

All groups may be required to furnish proof of liability insurance (at least one million dollars). A copy of the Certificate of Insurance should be attached to their Premises Use Application (Form 7510 F1). The copy of the Certificate of Insurance must be kept on file with the Business Operations Office. The building administrator or designee shall forward to the Executive Director Business Operations regarding any request for a waiver of this requirement. The Executive Director Business Operations will review each waiver and determine whether to approve or deny each request based on the best interests of the District.

     
 

G.

All charges for lease/rental of District premises will be invoiced and are to be paid to the office of the Treasurer. Failure to make payment will result in the group being denied use of the premises. Checks or money orders must be made payable to "Lakota Local School District."

     
 

H.

Permission to use school premises is not transferable.

     
 

I.

If an admission tax is to be collected or if fees are to be paid to any agency or group, the organization renting the premises must assume all responsibilities and must meet all obligations.

     
 

J.

District authorities reserve the right to revoke authorization of premises use at any time.

     
 

K.

District activities will be given preference in scheduling premises. Priority in scheduling will then be given to groups in order from category one through category four as set defined in this guideline. If groups from the same classification both request the same premises for the same time, priority will be given to the organization that submitted the request for the premises first (first come, first served).

     
 

L.

There shall be proper supervision for the accommodation and control of patrons attending any activity. Activities should be orderly and lawful. Reasonable security arrangements appropriate for the use should be made by the Lessee.

     
 

M.

Additional fees may be charged for special equipment (projectors, public address systems, music risers, lighting, etc.) and for the salary of personnel needed to operate.

     
 

N.

The Board or its representatives shall have free access to all rooms at all times.

     
 

O.

Fire and safety regulations of the Board, the local fire department, and the State of Ohio must be followed at all times.

     
 

P.

No fireworks or explosives of any nature shall be permitted in or about school premises and grounds.

     
 

Q.

Flammable decorative materials are prohibited.

     
 

R.

Smoking or possessing/consuming of illegal substances are prohibited at all times in and on all District buildings, offices, premises, property and vehicles. Enforcement is the responsibility of the group using the building.

     
 

S.

Persons under the influence of alcohol or an intoxicating drug shall not be permitted on the premises.

     
 

T.

If students participating in a rental activity are observed smoking, possessing/consuming alcoholic beverages or possessing/consuming illegal substances are subject to the student conduct policy.

     
 

U.

If employees participating in a rental activity are observed smoking, possessing/consuming alcoholic beverages or possessing/consuming illegal substances are subject to provisions that accompany infractions of other Board policies.

     
 

V.

Renters that utilize the premises for athletic or other physical activity based event must comply with all concussion laws and have all sponsors, participants and/or guardians sign the appropriate documents acknowledging the law and requirements.

     
 

W.

Any group or individual wishing to distribute commercial or political advertising material on District property (outdoors only) during events must contact the Community Relations Department for approval prior to the distribution of the materials. The material distributed must be appropriate to be viewed by school aged children. There will not be an insurance requirement for this activity, but groups are responsible for cleaning of any material improperly disposed on District property (i.e. not thrown away in trash cans).

     
 

X.

No modification may be made to premises (wiring, heating, etc.), particularly District sound and lighting systems.

     
 

Y.

The renter shall vacate the premises by 10:30 P.M., unless exception is noted in the premises use agreement.

     
 

Z.

Renters must be at least twenty-one (21) years of age.

     
 

AA.

Scheduled activities will be canceled when the District is closed due to inclement weather. Cancellations will be made with as much warning as possible. Weather closings on Fridays may cause weekend cancellations. Scheduled users must contact the building administrator on Friday between 9:00 A.M. and 3:00 P.M. to check on weekend availability. If no contact is made, renters must assume the activity is canceled.

     
 

BB.

The Executive Director Business Operations reserves the right to deny access to any premises.

     
 

CC.

Only the Board or its designee can waive fees.

     
 

DD.

The renter must notify the building administrator 24 hours in advance if rental is cancelled or if rental times are changed. Rentals scheduled for Saturdays or Sundays must be canceled by noon (12:00 pm) on the Friday before the rental occurs. Failure to notify the building administrator in time to cancel support will result in the invoicing of all associate costs/fees incurred by the District (e.g. personnel fees, utilities, etc.).

     
 

EE.

District Administrators may deny use of outdoor premises due to conditions created by inclement weather, such as but not limited to wet fields.

     
 

FF.

One additional hour will be added to all rentals to cover normal custodial, athletic maintenance, or child nutrition for opening and preparing the premises and the cleanup and securing of premises.

     
 

GG.

No District premises shall be used by any group or individual not in compliance with the requirements of all applicable federal or state statutes, regulations, and rules prohibiting discrimination on the basis of race, religion, color, sex, national origin, disabilities, age or other classification.

Guidelines for Specialty Areas

 

A.

Athletic Premises

     
 

1.

The request for athletic premises to include stadiums, baseball fields, soccer fields, and open space typically used for fields follows the same premises use application process (Form 7510 F1) used for non-athletic premises.

     
 

2.

High School baseball diamonds are restricted to 90-foot bases. (No bases are to be placed on the grass infield area.).

     
 

3.

Weight Room premises are not authorized for premises rentals or use for personal training of individuals or groups.

     
 

4.

Baseball and Softball Field rental does not include any field preparation or equipment. (Group is responsible for all clean up.) Ball Fields are not available on certain days per maintenance schedules developed annually and high school fields are not available until after the season.

     
 

B.

Concession Premises

     
 

1.

Concession premises may not always be available during certain times of the year. All rules and regulations in the administrative guidelines in regards to the sale of concessions must be followed. The athletic booster organizations at each High School have the first right to sell concessions during any rental of athletic premises for Groups 3 and 4 as outlined in this guideline.

     
 

2.

Groups that operate their own concession stand must complete the concession stand application (Form 7510 F2) in conjunction with the normal premises use application (Form 7510 F1). The concession application will be reviewed and approved by the Child Nutrition Department as a separate process of the premises use request.

     
 

3.

When concession stand use is requested and approved, the following operating guidelines should be enforced:

     
 

a.

An application must be submitted to Child Nutrition at least ten (10) days prior to the date of the event(s). The application must include a list of the food items that you are planning to serve.

     
 

b.

One person who has completed the Food Safety Workshop shall be on-site during the operation of the food stand.

     
 

c.

All foods shall be prepared and/or cooked on-site at the concession stand.

     
 

d.

Food items may not be prepared in private homes.

     
 

e.

Ready-to-eat foods shall not be touched by bare hands. Gloves, tongs, spatulas, deli tissue, aluminum foil, or other utensils are to be used. Ready-to-eat foods include foods that are unpackaged and edible without washing, cooking or additional preparation.

     
 

f.

Food items are to be obtained from a reputable grocery or wholesale store.

     
 

g.

Food thermometers will be provided and must be used appropriately.

     
 

h.

Hand washing premises shall be easily accessible for use by food handlers.

     
 

i.

Food handlers shall wash their hands frequently and thoroughly.

     
 

j.

Persons with a cold or the flu or who have cuts or sores on their hands may not handle food.

     
 

k.

Eating and smoking are not allowed in the food stand.

     
 

l.

Food items may be safely held at 41° F or below or at 135° F or above.

     
 

m.

Disposable forks, knives, spoons, cups, plates, and napkins are to be used.

     
 

n.

Drinking water shall be obtained from a potable source.

     
 

o.

Food shall be stored off the ground.

     
 

p.

A concession stand may be required to cease operation if found to be operating in an unsafe manner.

     
 

q.

When the press box is requested through the premises use application, the following operating procedures should be enforced:

     
 

1)

sound system adjustments are not permitted

     
 

2)

use of the scoreboard and/or sound system will require mandatory training from the District to specific individuals assigned in the user group

     
 

3)

no children are permitted in the press box unless accompanied by an adult working in the press box

     
 

4)

users groups must clean-up trash from the premises at the end of the session

     
 

5)

due to liability reasons, premises renters are not permitted on top of the press box

     
 

6)

users must turn off interior lights upon exiting the premises

     
 

7)

users must shut and lock both outside doors upon exiting the premises

     
 

8)

damage or misuse of the premises could negatively impact the ability to use the press box for future stadium rentals

     
 

9)

The user signing the premises use rental agreement representing the group is ultimately responsible for any damages to or misuse of the equipment in the press box

     
 

C.

Kitchens

     
   

The use of the kitchens will be granted only when a food service worker (designated by the Director, Child Nutrition) is present. This applies to the use of these premises for serving any type of food or beverage. A fee will be paid by the organization for the services of the food service employee in attendance (minimum time is two hours).

     
 

D.

Theaters

     
 

1.

No food or beverages are allowed in District theaters.

     
 

2.

Adjustments to lights or sound equipment is not authorized unless performed by a District representative. This may result in additional fees being charged to the group for equipment and personnel used to make the adjustments.

Guidelines for the Sale/Operation of Concession Stands

 

A.

An application must be submitted to Child Nutrition at least ten (10) days prior to the date of the event(s). The application must include a list of the food items that you are planning to serve.

     
 

B.

One person who has completed the Food Safety Workshop shall be on-site during the operation of the food stand.

     
 

C.

All foods shall be prepared and/or cooked on-site at the concession stand.

     
 

D.

Food items may not be prepared in private homes.

     
 

E.

Ready-to-eat foods shall not be touched by bare hands. Gloves, tongs, spatulas, deli tissue, aluminum foil, or other utensils are to be used. Ready-to-eat foods include foods that are unpackaged and edible without washing, cooking or additional preparation.

     
 

F.

Food items are to be obtained from a reputable grocery or wholesale store.

     
 

G.

Food thermometers will be provided and must be used appropriately.

     
 

H.

Hand washing premises shall be easily accessible for use by food handlers.

     
 

I.

Food handlers shall wash their hands frequently and thoroughly.

     
 

J.

Persons with a cold or the flu or who have cuts or sores on their hands may not handle food.

     
 

K.

Eating and smoking are not allowed in the food stand.

     
 

L.

Food items may be safely held at 41° F or below or at 135° F or above.

     
 

M.

Disposable forks, knives, spoons, cups, plates, and napkins are to be used.

     
 

N.

Drinking water shall be obtained from a potable source.

     
 

O.

Food shall be stored off the ground.

     
 

P.

A concession stand may be required to cease operation if found to be operating in an unsafe manner.

Guidelines for Use of Premises or Property by District Employees

 

A.

The use of District Premises, District-owned property, equipment, tools, vehicles and supplies shall be for educational purposes or other District business only and shall not be for the personal use of any employee. Removal of District property from school or office premises is permissible only for completing work for the District. Employee use of District property, equipment, tools, vehicles and supplies for personal reasons or for reasons unconnected to their employment is strictly prohibited.

     
 

B.

Employees that represent non-school teams/groups that wish to use the premises must follow the premises use application process. The employee can fulfill the role of the district on-site supervisor for the event in an unpaid status. The employee must be on-site, enforce board policy and follow/enforce any premises specific rules. Premises use charges will still apply according to the group designation in this guideline. Personnel charges may be waived, however, if there is clean-up or preparations needed to make the premises ready for school or other business the following day, custodial charges may be added to the invoice to cover the district expense. The district employee serving as the on-site representative will be responsible for opening the premises, securing the premises once the event is complete, and ensuring the premises ready for use by other groups. Employees that do not properly perform on-site supervisory duties will require custodial support for future events and will result in those charges added to the event invoice.

     
 

C.

It is the responsibility of those employees that are subject to the Licensure Code of Professional Conduct for Ohio Educators (House Bill 190) to ensure they maintain compliance with the law when utilizing District premises or property.

Guidelines for the Display of Signs on District Property

 

A.

General

     
 

1.

Other than as excepted in this policy, no signs may be displayed on District property at any time by any non-school person or group.

     
 

2.

School-owned permanent announcement boards located at each school building shall be used for school and school-related announcements only. Community groups, individuals, agencies, governmental bodies, churches, businesses, and other non-school entities shall not have access to these permanent school sign boards unless the District determines that such use serves the goals and objectives of the District and the involvement and identity of the group is a secondary matter.

     
 

B.

Political Signs/District Issues

     
   

In accord with Ohio Attorney General’s Opinion No. 91-064, temporary signs promoting District tax issues, and signs in opposition to these issues, may be placed on school property during legal campaign periods if sponsored by a political action organization registered with the Butler County Board of Elections. The number, size and location of signs on school property will be at the discretion of District Representatives. However, all political action groups will be treated the same regarding number, size, and location of signs on school property. Any sign not picked-up/removed within three (3) business days after Election Day will be disposed of by District Representatives.

     
 

C.

Non-District Political Campaign Signs

     
   

No non-school related temporary signs promoting or opposing any candidate or issue may be placed on school property at any time except on Election Day at schools where an official board of elections voting precinct is located. At such locations, one two-sided, ground-mounted sign not to exceed four and one-half (4-1/2) square feet in surface area per side may be established by each candidate or registered political action group. Such signs must conform to all legal regulations applicable to polling places and to limitations concerning location established by District Representatives. Any sign not picked-up/removed within three (3) business days after Election Day will be disposed of by District Representatives.

     
 

D.

Premises Renters

     
   

Groups renting District premises may display one temporary sign (not to exceed established local zoning requirements for temporary sign size) with a maximum of two faces conveying information directly related to the activity being conducted in the rented premises. Placement of the sign shall be limited to twenty-four (24) hours before the premises is actually rented for this purpose. Placement of the sign shall not cause a safety hazard. Signs (and any hardware associated with securing the sign) must be removed immediately following the completion of the rental activity. If signs and/or hardware are not removed and must be removed by a District Representative, a twenty-five dollar ($25) service charge will be applied to the invoice. If Renter does not comply with this policy, it may result in termination of rental agreement.

     
 

E.

Local Zoning Requirements

     
   

All temporary signs displayed on District property are subject to appropriate local governmental zoning regulations.

     
 

F.

Political Signs/District Issues

     
   

In accord with Ohio Attorney General’s Opinion No. 91-064, temporary signs promoting District tax issues, and signs in opposition to these issues, may be placed on school property during legal campaign periods if sponsored by a political action organization registered with the Butler County Board of Elections. The number, size and location of signs on school property will be at the discretion of District Representatives. However, all political action groups will be treated the same regarding number, size, and location of signs on school property. Any sign not picked-up/removed within three (3) business days after Election Day will be disposed of by District Representatives.

     
 

G.

Non-District Political Campaign Signs

     
   

No non-school related temporary signs promoting or opposing any candidate or issue may be placed on school property at any time except on Election Day at schools where an official board of elections voting precinct is located. At such locations, one two-sided, ground-mounted sign not to exceed four and one-half (4-1/2) square feet in surface area per side may be established by each candidate or registered political action group. Such signs must conform to all legal regulations applicable to polling places and to limitations concerning location established by District Representatives. Any sign not picked-up/removed within three (3) business days after Election Day will be disposed of by District Representatives.

     
 

H.

Premises Renters

     
   

Groups renting District premises may display one temporary sign (not to exceed established local zoning requirements for temporary sign size) with a maximum of two faces conveying information directly related to the activity being conducted in the rented premises. Placement of the sign shall be limited to twenty-four (24) hours before the premises is actually rented for this purpose. Placement of the sign shall not cause a safety hazard. Signs (and any hardware associated with securing the sign) must be removed immediately following the completion of the rental activity. If signs and/or hardware are not removed and must be removed by a District Representative, a twenty-five dollar ($25) service charge will be applied to the invoice. If Renter does not comply with this policy, it may result in termination of rental agreement.

     
 

I.

Local Zoning Requirements

     
   

All temporary signs displayed on District property are subject to appropriate local governmental zoning regulations.

Categories

For purposes of determining rates for usage of District premises, groups applying to use District premises will be classified into one of the following five categories:

 

A.

Government Groups and School Support Organizations (Group #1)

 
 

1.

local police, fire, and rescue departments when conducting staff training

 
 

2.

township or officials’ meetings of general importance when no fee is charged

 
 

3.

Butler County Board of Elections using buildings as polling places

 
 

4.

District employee organizations

 
 

5.

local universities

 
 

6.

Mother Teresa CES

 
 

7.

organizations sanctioned by the Board whose exclusive purpose is to support the programs of the District (e.g., PTO, PTA, Booster Clubs, OHSAA, OMEA, etc.)

     
 

B.

Community Groups Serving School-Age Children of the District (Group #2)

     
   

Groups that serve or support school-age children from the District (e.g., scouts, church youth groups, youth athletic organizations, LSO, PYO, West Chester Soccer Club, Tomahawks, Stallions, Outlaws, Groups/Individuals providing services to the students of the District (i.e. private music lessons, tutoring, athletic training, etc.).

     
 

C.

Non-Profit Community Groups (Group #3)

     
   

Organizations whose primary purpose is to serve the community, when a worthwhile educational, civic, or charitable purpose is served (e.g., churches, service clubs, theater groups, "select" athletic groups, AAU, CUP Soccer, Elite Soccer, Buckeye Soccer, etc.).

     
 

D.

Commercial Groups (Group #4)

     
   

Organizations headquartered within the District and operated for private gain when a worthwhile educational, civic or charitable purpose will be served (e.g., dance school, karate school, camps/events not sponsored by District Booster/PTO/PTA organizations, etc.)

Rate Schedule

Rates are effective immediately upon Board approval for previously unscheduled events.

Premises Utilization Fees – Cost per Hour

 

Group 1

Group 2

Group 3

Group 4

Rentable Space

M-F

Sat-Sun

M-F

Sat-Sun

M-F

Sat-Sun

M-F

Sat-Sun

Classroom

N/C

$5

$5

$5

$10

$10

$20

$20

Gym

N/C

$10

$10

$10

$20

$20

$40

$40

Auditorium (HS)

N/C

$10

$10

$10

$20

$20

$40

$40

Café

N/C

$10

$10

$10

$20

$20

$40

$40

Kitchen

N/C

$10

$10

$10

$20

$20

$40

$40

Media Center

N/C

$10

$10

$10

$20

$20

$40

$40

Main St. (HS)

N/C

$10

$10

$10

$20

$20

$40

$40

Stadium/Track

N/C

$40

$40

$40

$60

$60

$80

$80

Stadium /Track w/lights

N/C

$60

$60

$60

$80

$80

$100

$100

Tennis Courts

N/C

N/C

$5

$5

$10

$10

$20

$20

Parking Lot

N/C

N/C

$5

$5

$10

$10

$20

$20

Baseball/Softball Fields (HS)

N/C

$25

$25

$25

$40

$40

$75

$75

Press Box/Scoreboard

N/C

$5

$5

$5

$10

$10

$20

$20

Concession Premises*

N/C

$5

$5

$5

$10

$10

$20

$20

Personnel Fees – Cost per Hour

Personnel

Group 1

Group 2

Group 3

Group 4

M-F

Sat.

Sun.

M-F

Sat.

Sun.

M-F

Sat.

Sun.

M-F

Sat.

Sun.

Media Technician

N/C

$40

$40

N/C

$40

$40

$25

$40

$40

$25

$40

$40

Custodian

N/C

$40

$55

N/C

$40

$55

$25

$40

$55

$25

$40

$55

Child Nutrition

$40

$40

$55

$40

$40

$55

$40

$40

$55

$40

$40

$55

Athletic Maintenance

N/C

$40

$55

N/C

$40

$55

$25

$40

$55

$25

$40

$55

"N/C" means there is no charge for the rental of this area, unless special needs result in additional costs.

"HS" refers to rental space that is specific to the High School premises (include Freshman and Main Campus Premises).

Weight Room premises are not authorized for premises rentals or use for personal training of individuals or groups.

Baseball and Softball Field rental does not include any field preparation or equipment. (Group is responsible for all clean up.) Ball Fields are not available on certain days per maintenance schedules developed annually and high school fields are not available until after the season. A minimum of 2 hours will be assigned for use of baseball and softball fields.

Concession premises may not always be available during certain times of the year. All rules and regulations in the administrative guidelines in regards to the sale of concessions must be followed. The athletic booster organizations at each High School have the first right to sell concessions during any rental of athletic premises.

Portable Restrooms may be provided at some premises. No vehicles are permitted on ball diamonds (manual dragging).

Multiple room use for a single event may qualify for a premises use fee discount for Groups 1, 2 and 3. Requests for the discount will be reviewed by the Executive Director Business Operations to ensure that any discount will still cover any expenses the District may incur as a result of the rental.

There are no premises use charges for ball diamonds or green space at early childhood, elementary and junior school buildings. However, teams/organizations will be asked to provide assistance in maintaining those spaces by providing maintenance/upkeep to those areas or making a financial contribution to repair and maintain for future use.

Organizations providing services to students afterhours or during non-school days through a parent support group organization (PTA, PTO, PTSO, Booster) may have their premises use fees waived in exchange for a contribution to the parent support group. The contribution should be at least 10% of the per student fee.

One additional hour will be added to all rentals to cover normal custodial, athletic maintenance or child nutrition cleanup.

Approved 8/15/13
Revised 4/14/14
Revised 10/26/15