Midland Public Schools
Administrative Guidelines
 

7510A - USE OF DISTRICT FACILITIES AND GROUNDS

A Proof of Liability/Personal Injury/Bodily Injury and Property Damage Insurance Certificate is required for non-school groups for each event in the amount of least $1,000,000 Bodily Injury and $1,000,000 Property Damage and having the District named as "an additional insured" on the policy. User is responsible for getting the insurance and providing proof of coverage prior to the event.

Use of school equipment in conjunction with the use of school facilities and grounds must be requested specifically in writing, and may be granted by the procedure by which permission to use facilities is granted. The cost of equipment is included on the rental schedule. The users of school equipment must accept responsibility and liability for any damage or loss to such equipment that occurs while it is in their use. Where rules so specify, no item of equipment may be used except by a qualified operator. The District reserves the right to require users to utilize District personnel or contractors to operate certain equipment, provide District monitoring, and provide custodial services.

Users shall be liable financially for damage to the facilities and grounds and for proper chaperonage. Midland Public Schools assumes no responsibility for the property of any organization or group or any of their agents, employees, invitees, or licensees. All organizations and groups release and discharge the district from any and all liability for loss, injury or damage to person or property sustained during the use of school facilities and shall hold the district harmless from all claims and damages resulting from the acts or omissions of any organization or group or any of their agents, employees, invitees or licensees.

Applications (see section on Central Auditorium for information specific to that facility)

 

A.

Any organization or individual desiring to use District facilities or grounds shall complete a written application for approval and submit it to the Manager of Building Maintenance and Operations. The application must be submitted by a designated person who will be responsible for the event. This person must be at least twenty-one (21) years of age. Completed applications for facility use, when charges are expected to exceed $200, must be accompanied by a deposit in the amount of $50 or an amount equal to ten percent (10%) of the estimated fee, whichever is greater. The $50 deposit is refundable when forty-eight (48) hour notice is given to cancel the requested use. Otherwise, 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.

 
 

B.

The District or its designee 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 policy and these guidelines.

 
 

C.

Charges for school personnel shall be based on the actual cost to Midland Public Schools.

 
 

D.

The District 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 for school purposes. The District shall generally require a seven day advance notice for all facility use requests. Cancellations may be issued by the District with or without due notice. All approvals are to be granted with this understanding.

 
 

E.

In no case will those persons or entities that have been granted permits assign, transfer, sublet, or charge a fee to others for the use of school property.

Regulations

 

A.

Any organization or group approved for facility use must take reasonable steps to ensure orderly behavior and proper supervision of anyone associated with their use of facilities and will be responsible for paying for all damages associated with their use of the facility or equipment.

 
 

B.

The District may request payment of estimated fees in advance.

 
 

C.

Tobacco products, alcohol or alcoholic beverages and controlled substances are not permitted on District property at any time.

 
 

D.

Weapons and firearms are not permitted on District property at any time.

 
 

E.

Decorations must be fire-proof and shall be erected and taken down in a manner not destructive to District property. Decorations are subject to the pre-approval of the District in accordance with school safety standards. If decorations are not removed immediately after the event, the organization will be charged for their removal.

 
 

F.

All organizations or groups shall be fully responsible for all loss or damage to District property occurring as a result of or in connection with the permitted use, including property of students and employees.

 
 

G.

Requests for District-owned equipment shall be charged by the type of equipment requested.

 
 

H.

Equipment which constitutes a safety hazard shall not be allowed on district premises at any time. The use of any material or floors (i.e., such as dance powder) or other parts of the building is strictly prohibited without specific prior approval, in writing, from the District.

 

I.

Use of stages, furniture, and equipment must be arranged for in advance. Set-up and general clean-up may be performed by members of the group using the facility, provided the responsible persons are listed on the application. Additional custodial services required for work not done satisfactorily will be paid for by the using group. Arrangements must be made with the District for use of any special or extra equipment. Extra compensation paid to employees for moving, operating, or supervising special or extra equipment will be charged to the using group.

 
 

J.

Facilities and grounds may be available for community use after 5:00 p.m., Monday through Friday, and all day on Saturday and Sunday, unless other arrangements are requested on the application and approved by the District.

 
 

K.

Use during summer vacation, on holidays, or during other vacation periods shall not conflict with building cleaning and renovating programs and will depend on the availability of building service personnel and maintenance/custodial services as may be required for supervision.

 
 

L.

No unauthorized method of obtaining funds, including any form of gambling, is permitted in District buildings or on District grounds.

 
 

M.

A District custodian and/or supervisor shall be on duty whenever a facility is being used. Each organization or groups requesting the use of District facilities must use the services of a District custodian and/or supervisor and shall be responsible for the corresponding costs. The custodian will render assistance in handling furniture and equipment and will be responsible for seeing that the facility or facilities are left in good order after the activity is over. The custodian’s overtime, including clean-up time, will be charged at the appropriate hourly rate to the group or organization. Food service personnel shall be required and charged to the organization or group when kitchen facilities are requested. Each group requesting the use of District audiovisual equipment must use the services of a District authorized employee. Fees for technology personnel shall be charged to the organization or group.

 

N.

Responsibility for enforcement of rules and regulations concerning use of District facilities rests with the organization or group, and any infractions of the above regulations may be grounds for refusing to grant subsequent requests for the use of District facilities and/or for immediately discontinuing the use that has been granted.

 
 

O.

Corridors, exits, and stairways must be free of obstructions at all times. Exits are to be lighted when facilities are in use. Members of audience or spectators must never stand or sit so they block exits, stairways, or aisle ways.

 
 

P.

The District will not be responsible for any loss or damage of valuables or personal property.

 
 

Q.

Flyers, booklets, or other printed or audio-visual materials may not be distributed unless they relate directly to the activity for which the school facility is being used or prior approval is obtained.

 
 

R.

No cash transactions for items sold other than admission tickets will be allowed.

 
 

S.

The placement of additional signage must have prior administrative approval.

 
 

T.

Playground facilities may not be used after dark.

 
 

U.

Keys will not be issued to the renter. A custodian or supervisor will open and close all areas to be used.

 
 

V.

All parties leasing school facilities shall comply with all District, Board, and building policies, rules and regulations.

Kitchen Use

 

A.

Groups must have a cook or cooks in attendance at all times when the kitchen is in use. The number of cooks is to be determined by the cafeteria manager. Salaries for the cooks will be paid by the groups using the facilities.

 
 

B.

Complete meals can be provided by the kitchen personnel as assigned by the cafeteria manager. The price of the meal would include labor and food costs incurred.

 
 

C.

Catering

 
 

1.

Groups may use outside caterers when using the cafeteria, but may not use the kitchen without supervision.

 
 

2.

If groups or outside caterers are allowed to use the kitchen, they must hire a Midland Public Schools’ cook to supervise the kitchen, operate the equipment and see that procedures are followed.

 
 

D.

License/Permit/Insurance

 
 

1.

A temporary license/permit is required and must be secured for kitchen use (This includes booster groups).

 
 

2.

This license is issued through the MI Department of Public Health and a copy of the license must present to the Superintendent or his/her designee prior to use.

 
 

3.

All equipment belonging to the holder and being used in the school facilities must meet the state and city codes.

Laboratory Use

All normal rental procedures and rates as indicated in How Midland Schools Work will be followed for any use of school facilities. In addition, the following procedure will be used if the rental involves the use of laboratories:

 

A.

To use the equipment in these laboratories, the instructor employed must be the regular daytime classroom instructor or another approved and qualified instructor.

 
 

B.

Approval of other than a Midland Public Schools instructor must be given by the principal of the building, the assigned area department chair and/or curriculum coordinator in consultation with the regular daytime classroom instructor.

 
 

C.

The employing institution will establish the teacher salary directly with the Midland Public Schools staff member or other approved instructor.

 
 

D.

All supplies and materials will be provided by the renter.

 
 

E.

Regular classrooms used for lecture purposes in conjunction with the laboratories will be charged separately and at the rate indicated in How Midland Schools Work.

Central Auditorium Rentals

 

A.

Any organization or individual desiring to use Central Auditorium shall complete a written application for approval and submit it to the Manager of Central Auditorium. The application must be submitted by a designated person who will be responsible for the event. The person must be at least twenty-one (21) years of age. Completed applications for facility use, when charges are involved must be accompanied by a deposit in the amount of $50 or an amount equal to ten percent (10%) of the estimated fee, whichever is greater. The $50 deposit is refundable when fourteen (14) day notice is given to cancel the requested use. Any accumulated expenses as a result of said reservation requests will be the responsibility of the user group and individual and billed accordingly. Cancellations made less than fourteen (14) days in advance will incur full labor costs for all Central Auditorium Technical Personnel and will be billed accordingly. Cancellations made less than forty-eight (48) hours in advance will accrue full rental, equipment, and Central Auditorium Technical Personnel charges and will be billed accordingly.

 
 

B.

The Manager of Central Auditorium shall clear each application with respect to date, time, and other arrangements and will provisionally approve or deny the use of Central Auditorium on the basis of Board policy and these guidelines.

 
 

C.

Charges for Central Auditorium Technical Personnel and Custodial Personnel shall be based on the actual cost to Midland Public Schools.

 
 

D.

The District and the Manager of Central Auditorium reserves the rights to demand sufficient time for full investigation, notice, and arrangements of all requests for the use of facilities and reserves first claim to use the use of its own property and equipment for school purposes. The Manager of Central Auditorium shall generally require a fourteen (14) day advance notice for all facility use requests. Accommodations for use of Central Auditorium with fewer than fourteen (14) days notice may be considered on a personnel availability basis, providing the event can be accommodated without undue stress on the space and other production requirements.

 

E.

Cancellations may be issued by the district with or without due notice. All approvals are to be granted with this understanding. Cancellation of a reservation of Central Auditorium by an approved applicant must be made fourteen (14) days in advance of the scheduled activity.

 
 

F.

In no case will those persons or entities that have been granted permits for the use assign, transfer, sublet, or charge a fee to others for the use of Central Auditorium.

 
 

G.

Rental of Central Auditorium will require a minimum of three (3) hours in order to accommodate set-up, entrance time, event time, and strike time.

 
 

H.

Groups must have a House/Stage Manager in attendance at all times when Central Auditorium is in use. The number of additional Central Auditorium Technical Personnel is to be determined by the Manger of Central Auditorium.

 
 

I.

All persons in attendance for events in Central Auditorium must be able to be seated for the program. No program will begin until all aisle ways are clear of audience members.

 
 

J.

All Central Auditorium equipment must be operated by Central Auditorium Technical Personnel. The number of Central Auditorium Technical Personnel necessary for the function of an event shall be determined by the Manager of Central Auditorium.

 
 

K.

Any equipment, properties, special effects or scenery brought into or used in a production at Central Auditorium must be approved by the Manager of Central Auditorium.

 
 

L.

All equipment, properties, special effects and scenery for a production at Central Auditorium must be completely removed at the end of the rental period.

 

M.

The Manager of Central Auditorium reserves the right to refuse to fly items that are deemed unsafe or unable to be rigged and safely flown within the confines of the Central Auditorium Counterweight Rigging System.

 
 

N.

No items may be pinned or taped to theatrical fabrics, seating, wood, or painted surfaces in Central Auditorium.

 
 

O.

Any spike marks must be made with cloth spike tape approved by the Manager of Central Auditorium and must be removed at the conclusion of the rental period.

 
 

P.

Any cables crossing pathways (whether in the audience or backstage) at Central Auditorium must be approved by the Manager of Central Auditorium and secured with cloth spike tape or cable pathway protectors.

 
 

Q.

There will be no food or beverages permitted in the seated or carpeted areas of Central Auditorium.

 
 

R.

The use of any special effects must be approved by the Manager of Central Auditorium, and in addition may require the approval of the District, State and/or Local Authorities.

 
 

S.

The use of open flames or real flames is prohibited at Central Auditorium.

 
 

T.

Under no circumstances shall any exit lighting or aisle lighting be turned off or covered.

 
 

U.

The use of Central Auditorium Scene Shop is not available to rentals. All scenery or properties must be constructed offsite before loading into Central Auditorium. While assembling upon load-in at Central Auditorium, all necessary Personal Protective Equipment and practices as laid out by the Occupational Safety and Health Administration must be used and enforced. All necessary Personal Protective Equipment shall be provided by the group or individual renting Central Auditorium. The Manager of Central Auditorium shall have the right to shut down assembly until such equipment, policies, and protections are enforced.

 

V.

Under no circumstances will any scenery or property items be screwed or otherwise secured into the walls, floors, or stage deck at Central Auditorium.

 
 

W.

All necessary warning signage and announcements required by the United Institute of Technical Theatre must be displayed and announced prior to the start of any event at Central Auditorium. Necessary and approved verbiage for such signs and announcements are available from the Manager of Central Auditorium.

 
 

X.

Rental of Central Auditorium shall include the use of the Men’s Dressing Room, Women’s Dressing Room, Green Room, Stage, House, and Lobby (including Box Office).

 
 

Y.

Grand Traveler, Main Valence, Mid-stage Traveler, Rear Traveler, and Electrics will not be removed or moved from their battens on the rigging system.

 
 

Z.

Groups presenting events at Central Auditorium that require professional royalties, rights, rentals, and video or recording rights must show proof of acquiring these items to the Manager of Central Auditorium.

Long-Term Classroom Rentals

Midland Public Schools facilities, which are currently being operated for K-12 instructional purposes, may be rented on a long-term basis while school is in session to renters using the facilities for private educational purposes with the following stipulations.

 

A.

All policies in this section, pertaining to rental of school facilities, shall apply to long-term rentals.

 
 

B.

The renter must abide by the directions of the principal of the school in the actual operation of the building and the safety of all people in the building and on the grounds.

 

C.

The renter may not offer educational programs that are duplications of those offered by the Midland Public Schools.

 
 

D.

The renter may not offer educational programs nor restrict enrollment in any program that in any manner conflicts with the basic tenets of separation of church and state, compromises the legal guarantees of any students, infringes on their civil rights, or is being used as a subterfuge to circumvent the civil rights of others.

 
 

E.

The renter must agree to having anyone, including students, connected with the renter's program use only those facilities, such as rest rooms, and drinking fountains, designated for their use by the principal.

 
 

F.

The program offered by the renter must conform to zoning ordinances.

 
 

G.

The time schedule and calendar of the renter must fit within the time schedule and calendar of the Midland Public Schools in such a manner that it will not be necessary for Midland Public Schools personnel to be on duty at times not normally associated with their responsibilities.

 
 

H.

The Midland Public Schools will not provide the renter with supplies or duplicating, secretarial, phone, or food services.

 
 

I.

The rental rate will be $635 per classroom per month if the facility is rented for a minimum of three (3) months.

 
 

J.

The rental rate includes custodial services and utilities except phone service.

Supervision of Rented Facilities

 

A.

Each organization or group requesting the use of District facilities must use the services of a District custodian and/or supervisor and shall be responsible for the corresponding costs.

 
 

B.

Each group requesting the use of District facilities must indicate an individual, satisfactory to the District, in charge of the group who will be using the building/facility who will serve in an oversight capacity during the use of District facilities. Such individuals are responsible for the enforcement of all rules and procedures regarding the use of District facilities.

 
 

C.

The custodian or monitor on duty is directed not to open the facility until the in-charge supervisor for the sponsoring group is on duty.

 
 

D.

Each group requesting the use of District facilities equipped with audio-visual equipment when the intended use of the room is for speaking or performance activities must use the services of District-authorized personnel.

Charges and Priorities for Use of School Facilities

To ensure fairness and consistency in the implementation of Board of Education policy governing use of school facilities, the following categories have been established to determine priorities and a schedule of fees for approved users outside regular or extracurricular programs or activities when designated space and facilities are available. The District shall charge its direct costs as described below so as not to allow the cost of non-school use of its facilities to encroach upon the funds intended for the education of students.

Class 1:  School District Curricular, Co-Curricular, Extra-Curricular, Sponsored, and Affiliate Organizations and Groups

Any organization or group directly connected with Midland Public Schools, including, but not limited to: school athletic programs, student groups, bands, choirs, student council, drama clubs, school sponsored athletics, and other school sponsored organizations. Class 1 groups also include those organized for the purpose of supporting Midland Public Schools and its students, i.e. booster groups and parent-teacher organizations.

Fee for Class 1:

There are no rental fees charged for Class 1.

Class 2: Non-profit organizations

Any organized non-profit group or organization within the school district whose purpose is charitable, civic, cultural, educational, or recreational. IRS and/or State approval letters evidencing such status must be provided at the time the usage agreement is prepared. Groups currently seeking IRS non-profit status must submit copies of their IRS application materials. They will then be granted a six (6)-month grace period to secure their status.

Fee for Class 2:

Class 2 organizations will be charged the non-profit rate for hours the school building is not in operation (weekdays after 5:00 p.m. and all weekend hours). Any additional school staffing costs or other costs resulting from use by a Class 2 organization shall be billed to that organization. The District shall determine adequate staffing levels to support such use. When activities in this category involve ticket sales, admission fees, tuition, or are of a fund-raising nature, fees listed in the schedule for Class 3 may be charged.

Class 3: For Profit – Commercial Users

A private, for profit business, vendor or entrepreneur.

Fee for Class 3:

Full rental fees will be charged for Class 3. When activities in Class 3 involve ticket sales or admission fees, an additional percentage or negotiated flat fee will be charged based on the relationship of ticket price to actual costs.

SCHEDULE OF FEES

Category

Class 1 - per hour

Class 2 - per hour

Class 3 - per hour

MPS sponsored

Non-Profit

Commercial

General Facilities

Classroom

no charge

First room is free; additional rooms are $15

$25

Conference Room

no charge

First room is free; additional rooms are $15

$25

Media Center

no charge

$20

$35

Computer Lab

no charge

$1/student

$50 + $1/student

All computer users must comply with MPS Guidelines for Acceptable use of Telecommunications and Technology

Music Room

no charge

$20

$35

Cafeteria

no charge

$30

$50

Kitchen

no charge

$45

$75

Lab (Science, technical, vocational)

no charge

$45

$75

General Equipment (per day cost)

Projector and Screen

no charge

$20

$35

TV/VCR/DVD

no charge

$15

$25

CD Player

no charge

$15

$25

Laptop Computer

no charge

$15

$25

All computer users must comply with MPS Guidelines for Acceptable use of Telecommunications and Technology

PA System with 1 Input

no charge

$25

$40

Upright Piano

no charge

$35

$50

Grand Piano

no charge

$50

$75

Athletic Facilities

Scoreboards included in rental as available

Elementary Gym

no charge

$15

$25

Middle School Gym

no charge

$30

$50

High School Auxiliary Gym

no charge

$45

$75

High School Main Gym

no charge

$60

$100

Locker Room/Officials Room

no charge

$30

$50

High School Athletic Fields/Tennis Courts

no charge

$15

$25

Central Middle School Stadium

no charge

$45

$75

Plus $150 per event if lighting is used

Midland Community Stadium

no charge

$90

$150

Plus $225 per event if lighting is used

Concession Stand

no charge

$30

$50

*PA System with 1 input

no charge

$50 + staff cost

$75 + staff cost

Pool

contact Midland Community Center

CENTRAL AUDITORIUM

Class 1 - per hour

Class 2 - per hour

Class 3 - per hour

First 3 Hours (3 hour minimum)

no charge

$200

$400

Each additional hour

no charge

$50

$100

Auditorium Manager fee per hour (required)

$30

$30

$30

Custodial fee per hour, if required (2 hour min.-currently $23 per hour)

actual

actual

actual

Additional Equipment- Personnel Fees

Projector per day

no charge

$35

$40

Acoustical shell

no charge

$25

$25

Grand/upright piano

no charge

$25

$50

Extra tech crew or stagehands per hour

no charge

$11

$11

Little Theater

All Day (12 hours)

no charge

$60

$75

Auditorium Manager fee per hour (required)

$30

$30

$30

Custodial fee per hour, if required (2 hour min.- currently $23 per hour

actual

actual

actual

Rehearsal Space

All Day (12 hours)

no charge

$70

$70

Auditorium Manager fee per hour (required)

$30

$30

$30

Custodial fee per hour, if required (2 hour min.- currently $23 per hour

actual

actual

actual

District facilities for promotional purposes (filming, etc.)

$250/session

Notes

 

A.

Facilities will normally be available one-half (1/2) hour before the scheduled program time and closed one-half (1/2) hour after the scheduled program time. Users still occupying the facility more than one-half (1/2) hour after the scheduled completion time will be charged for an additional hour.

 
 

B.

Area/Rooms not listed above will not be available for lease.

 
 

C.

A fee may be charged when an event is expected to cause excessive wear and tear on a facility or additional services (field grooming, salting, plowing, etc.) are required. This fee will be determined on an individual basis and will be presented to the user prior to the approval of the facility.

 
 

D.

Fees for regularly scheduled, long-term or sustained use will be made based on negotiated settlements between the parties.

Revised 1/15/18

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