New Haven Community Schools
Bylaws & Policies
 

7510 - USE OF SCHOOL FACILITIES

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.

District facilities shall be available for the below-listed uses. When there are competing interests for the use of facilities, Group 1 has the highest or greatest priority for building use scheduling and Group 4 the least.

The use of District grounds and facilities shall not be granted for private social functions and any purpose which is prohibited by law.

The Superintendent shall develop administrative guidelines for the granting of permission to use District facilities, including a schedule of fees. Such guidelines are to include the following:

 

A.

Each user may be required to present evidence of the purchase of organizational liability insurance to the limit prescribed by District administrative guidelines.

     
 

B.

Use of school equipment in conjunction with the use of school facilities must be requested specifically in writing, and may be granted by the procedures by which permission to use facilities is granted. The users of school equipment must accept 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.

     
 

C.

Users shall be liable financially for damage to the facilities and for proper chaperoning.

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.

GROUPS

Priority of Use

The schools are established for the primary purpose of facilitating the instructional programs of the District for students. The following shall set forth the priority of use and applicable charges. Group 1 has the highest or greatest priority for building use scheduling and Group 4 has the least.

Payment Exempt Users

Group 1 - School-Affiliated Organizations

Programs offered by the School District. The following individuals, or groups, may use the school facilities, with approval, and are exempt from payment of all building rental and equipment fees on days when school is in session. Users will be responsible for personnel fees for after hours, weekend, or holiday use (when District personnel, to include contract custodial staff, must be called in for an event). Qualifying groups encompass members of our student body, staff, sponsors, classes, athletics, teachers, clubs, etc., including the following:

 

A.

NHCS Adult and Alternative Ed.

     
 

B.

NHCS GED Testing

     
 

C.

NHCS Student Clubs

     
 

D.

NHCS Athletic Teams and associated practices

     
 

E.

NHCS Employee Associations

     
 

F.

School Committees

     
 

G.

Board of Education Committees

     
 

H.

Tournaments organized through NHCS Athletics

     
 

I.

District organized/Citizen Advisory Committees

Group 2 - Parent/Student Affiliated Organizations

These are organizations affiliated with the schools of the District.

The following individuals or groups within the School District may use the school facilities, with approval, and are exempt from payment of the building rental and equipment fees when used during normal school hours; however, these groups will be responsible for any damages or repairs to equipment as a result of their use. These users are responsible for personnel fees for after hours or weekend use (when District personnel, to include contract custodial staff, must be called in for an event). Qualifying groups include the following:

 

A.

PTOs

     
 

B.

Other District-approved support groups

     
 

C.

Booster Clubs

     
 

D.

Scouting Groups

Discounted Organizations

Group 3 - Community Organizations

These are organizations that serve the youth within the school district boundaries.

These users include community organizations or community groups and other non-profit and/or public users. To be considered a community organization, at least sixty percent (60%) of the members/participants of the organizations must be enrolled students in the School District.

The applicant group shall include a participant or membership list of names, addresses, school attendance and phone numbers for all participants/members for verification prior to approval of usage. It is understood that District programs, either educational or users from groups 1 and 2, will have priority in scheduling access to facilities. The fees associated with these groups are outlined below.

Community Organization groups requesting to use buildings or facilities for practices and events will be billed at a rate of thirty-three percent (33%) of the actual permit cost based on the rental fee schedule included in this policy (not to exceed $12 per participant within an approved usage permit). A roster of participant's names, addresses, school attendance and phone numbers must be provided along with registration information to meet the participant requirement and for billing purposes prior to the final permit approval. For games or practices that are scheduled when District personnel are not present, the program will be billed for and be responsible for all personnel costs associated with afterhours and weekend use (when District personnel, to include contract custodial staff, must be called in for an event).

In order to earn this classification organizations will be asked to provide the following financial information from their group:

 

A.

IRS proof of current non-profit status (501-c-3)

     
   

OR

     
 

B.

Proof of a formal board (to include name and contact information of officers) that oversees revenues and expenditures. Financial records that show an annual budget, proof of a separate bank account that all finances are processed through including revenues (deposits) and expenditures (receipts).

General Users

Group 4 - General Users

Individuals and/or groups are required to pay fees at the stated rates, unless a signed alternative agreement is finalized with the School District. This category will include all other organizations or groups not listed above. A fee for use will be charged as set forth in the building usage fees. Users will be responsible for personnel fees for after hours and weekend use.

Rules Governing Use of Facilities

 

A.

All building usage agreements are subject to review and cancellation by the Superintendent of Schools or the designee. Their review shall be based on the best interest of the students, community, and School District.

     
 

B.

A school employee, to include contract custodial staff, shall be on duty whenever any part of a building or facility is used. The building principal or designee may deny use of a building if a regular assigned building custodian is not available to work on the requested date.

     
 

C.

Decorations are only permitted with the approval of the building principal or the Facilities Use Coordinator. Only materials acceptable to the local fire marshal may be used. No candles or open flames will be permitted under any conditions. Decorations shall be removed at the conclusion of the rental. Exits must be kept clear at all times.

     
 

D.

In no case is any material and/or substance to be used on floors or other parts of the building without the prior approval of the building principal.

     
 

E.

Smoking in a school building, or on school grounds, is strictly prohibited and is a violation of Public Act 140 of 1993. Additionally New Haven Community Schools enforces the Michigan State Board of Education Policy on 24/7 Tobacco Free Schools (cited below).

     
   

*In keeping with its mandate to protect Michigan students and foster effective learning environments, the Michigan State Board of Education strongly recommends that schools institute local tobacco-free schools policies that prohibit all tobacco use in all school-related situations, twenty-four (24) hours per day, seven (7) days per week, and 365 days per year.

     
   

Smoking for the purposes of this policy includes any electronic cigarette, electronic smoking or vaporizing paraphernalia.

     
 

F.

In no case will alcoholic beverages be permitted on school property. No person shall be permitted in a building, who appears to be under the influence of alcoholic beverages.

     
 

G.

Proper supervision shall be the responsibility of the group using the school facility. If necessary, police, guard service, or a school employee may be required to ensure protection of persons, as well as school property, and the enforcement of these rules and regulations. The building principal and Superintendent or designee will determine if this need exists. The cost of this supervision will be assessed to the user groups.

     
 

H.

No building agreements will be required for activities during normal school hours that are completely compatible with the primary instructional purpose of the district and directly related to an activity of the School District. Uses of school buildings as voting precincts will not be considered an instructional purpose for the purpose of this paragraph.

     
 

I.

Certificates of insurance will be required by Group 2, 3, and 4 users for workers compensation, if applicable, liability for bodily injury, and property damage, or any other type of insurance as the Superintendent deems necessary. Certificate of liability insurance shall be in the aggregate amount of not less than $1,000,000 and shall name New Haven Community Schools, its Board of Education and its employees as an additional insured.

     
   

Group 2 users that have been submitted and approved by the District as a Parent/Student Affiliated Organization are exempt from the certificate of insurance requirement.

     
 

J.

Applicant organizations or individuals shall provide sufficient, competent, adult supervision. An adult shall sign the building usage agreement. The individual signing the building usage agreement will be responsible for attending the scheduled function. The individuals signing the application shall be at least eighteen (18) years of age and will be responsible for all damages to the building. All advertising, except that incidental to the program, and all sales of merchandise, printed matter, or other materials are forbidden on Board of Education owned premises for Group 2, 3, and 4 users in connection with any meeting or use, except with the written approval of the Superintendent or designee.

     
 

K.

There will be no facility usage by a Group 2, 3, or 4 user when school is not in session. School is not considered in session during Winter/Mid-Winter/Spring break, Christmas/Easter break, Act of God closure days or any other legal holiday when school is not in session.

     
 

L.

Use of District telephones by user groups is prohibited.

     
 

M.

Only school personnel may move, or direct the movement of equipment, furniture, etc. In addition, if stage curtains, projection equipment, lighting, or public address systems are to be used, arrangements will be made with the District to provide technically qualified person to handle this equipment. If there is an additional cost to provide this qualified person, it will be charged to the user.

     
 

N.

Use of District-wide gyms will be permitted for baseball practice/conditioning; however, the building use permit will clearly state that "only tennis balls are to be used for baseball practice/conditioning purposes. Bats, hardballs, softballs, and all other balls are prohibited from use in the school building unless they are pre-approved by permit. Use of the building, in violation of this condition, will be cause for permission to use the building to be revoked."

     
 

O.

For Group 1 and 2 users, serving food or utilizing the kitchen facilities to the general public, the following must be arranged through the Food Service Manager:

     
 

1.

A District food service employee must be present at all times when the kitchen is in use during the scheduled event. This includes the set-up and clean-up time. This requirement may be waived by the Director of Food Services.

     
 

2.

When serving food, whether utilizing the kitchen facilities or not, during fund-raising activities that will include serving the general community, one of the following must be arranged through the Food Service Manager:

     
 

a.

Option 1: A District food service employee must be present during their entire scheduled event. This includes the set-up and clean-up time.

     
 

b.

Option 2: A temporary Health Department License must be issued for at least one (1) week in advance of the event to the Health Department. The Director of Food Service should be contacted at least one (1) month prior to the event for assistance.

     
 

P.

For Group 3 and 4 users serving food, whether utilizing kitchen facilities or not, one of the following must be arranged through the Director of Food Service:

     
 

1.

Option 1: A District food service employee must be present during the scheduled event. This includes the set-up and clean-up time.

     
 

2.

Option 2: A temporary Health Department License must be issued for the scheduled event. The application must be applied for at least one (1) week in advance of the event to the Health Department. The Director of Food Service should be contacted at least one (1) month prior to the event for assistance.

     
 

3.

Option 3: utilize the catered services of a licensed food service establishment without using the kitchen facilities.

     
   

For Option 2 and 3 above, user groups must also provide the District with a copy of the temporary license and a Certificate of Insurance, with New Haven Schools named as an additional insured and indicating that the group has Products Liability endorsement on the policy.

     
 

Q.

Failure to follow these rules and regulations, or failure to pay the invoiced amounts will prevent approval of future applications for use of school facilities and/or may cause existing permits to be revoked. New Haven Schools reserves the right to cancel, without notice, any permit for facility use due to employee strikes, snow days, acts of God, school functions, or any circumstances beyond the control of the School District. In the event of such cancellation, the District will not be liable for any damages which may result and it will refund any fees paid in advance in such amount that may remain after any costs incurred up to the time of cancellation.

     
 

R.

If the building principal or designee decides the use of a building by a Group 2, 3, or 4 user requires that staff of the School District must be used for snow or ice removal from its parking lots and/or outside walkways, the wage and benefit cost will be assessed to the user group at the actual time incurred for the staff, plus a twenty percent (20%) service fee for ice/snow removal equipment/supplies.

     
 

S.

All users will receive a final invoice from the District for all costs and fees incurred. Users in Groups 1 or 2 will be expected to make full payment to the Business Office within two (2) weeks of receipt of the invoice.

     
   

Users in Groups 3 or 4 will be expected to make a payment of at least fifty percent (50%) of the total projected permit costs prior to final approval and initiating any usage of facilities. The District will issue a final invoice for all costs and fees incurred. Users will be expected to make full payment to the Business office within two (2) weeks of receipt of the invoice.

Capital Improvement Credit

Group 3 user groups that fund improvements to District facilities, or supplement expenses in support of rentals, will be able to request approval for credit towards future usage fees.

Any work that is to be completed needs to be proposed, planned and approved by the Superintendent or his designee. All requirements by law and Board Policy must be adhered to for any facility improvement work. All contractors must be licensed and insured in addition to being approved by the District.

The District will keep on record annually any credits that are earned by each individual group. Thorough documentation must be provided (invoices, receipts, cancelled checks). The District will determine the final value to any credits. Donated work time by parents, citizens or contractors is not eligible for credit without prior approval of the Superintendent.

Examples:

Field improvements, painting of existing athletic facilities, purchase or installation of new equipment, Port-a-John rental fees (if needed), or facility clean-up efforts that incur an actual expense that are pre-approved by the District.

 

Rental Fee Schedule

 

All rates are per hour unless otherwise specified.

Facility

Usage Fees (per hour):

 
     

Regular Classroom

$25.00

 
     

Arts, Band & Vocal Rooms

$35.00

 
     

High School Gym

$60.00

 
     

Middle School Gym

$60.00

 
     

New Haven Elementary Gym

$50.00

 
     

Siefert Elementary and Clark Street Gym

$35.00

 
     

High School Cafeteria

$50.00

 
     

Middle School Cafeteria

$60.00

 
     

Elementary Cafeteria

$40.00

 
     

HS Cafeteria and Kitchen

$65.00

 
     

MS Cafeteria and Kitchen

$75.00

 
     

Elementary Cafeteria and Kitchen

$55.00

 
     

Libraries

$45.00

 

Athletic Fields:

 

Football/Soccer Fields

   
 

HS - $150 per hour

 

MS - $100 per hour

 

Clark St. - $ 85 per hour

   
 

Lining/Striping of Fields - $125.00 Initial application (one (1) color)

 

$ 75.00 Subsequent applications

   
 

Baseball/Softball Fields

   
 

HS - $ 45 per hour / $75 per game (2 hour max.)

 

MS - $ 25 per hour / $40 per game (2 hour max.)

 

Clark St. - Regulation size fields $35 per hour / $55 per game (2 hour max.)

 

Clark St. - T-Ball/Little League fields $25 per hour / $40 per game (2 hour max.)

   
 

Clark St. - Full Baseball/Softball facility $150 per day (3 hour max.)

   
 

Lining/Striping of Fields - $50.00 Initial application (Batter's box/foul lines)

 

$35.00 Subsequent applications

   
 

* A fee of $15.00 per hour will be added for use of field lights for the activity.

Above rates do not include overtime charges for District staff, to include contract custodians, when activities are planned for weekends or days when school buildings are closed or staff is not on duty. These fees will be in addition to the building rental charge.

All questions should be directed to Central Office or the Facilities Use Coordinator.

Changes effective November 14, 2016.

General Equipment Rental Fees:

Equipment

Per Item

Chairs (per hundred)

$50

Data Projector

$50

DVD/VCR

$25

Monitors

$25

Movie Screen

$25

P.A. System - corded (1 Mic)

$50

P.A. System - Cordless (1 Mic)

$60

Piano

$75

Piano Tuning (if damaged from use)

Actual Cost

Podium

$20

Risers

$30

Scoreboard (Gym)

$50

Stage Lighting

$50

Tables

$20

Volleyball (Nets, Poles)

$50

Revised 5/95
Revised 8/97
Revised 3/17/08
Revised 10/24/16
Revised 11/14/16