Traverse City Area Public Schools
Administrative Guidelines
 

7510A - USE OF DISTRICT FACILITIES

The following Administrative Guideline governs the use and rental of school facilities, outdoor grounds and stadiums, and was developed in support of Board Policy 7510 Use of District Facilities. This Administrative Guideline and Board Policy 7510:

 

A.

protect the regular instructional program;

     
 

B.

protect those who use the facilities; and

     
 

C.

protect the taxpayer that has provided the facilities.

Process to Obtain a Facility Use Reservation

 

A.

To request the use of a TCAPS facility, please confirm availability by contacting the Facilities office at 231-933-1950. If the requested facility is available, an application will be provided to the applicant.

     
 

B.

All applications for facility use must be processed through the District Facility Use Department Scheduling office.

     
 

C.

The Director of Facilities shall review and approve each application with respect to date, time, and other arrangements and coordinate the same with the facility being requested on the basis of Board policy.

     
 

D.

Facilities are rented and reserved on a first come, first serve basis. In the event that simultaneous requests are received, Category 1 has the highest or greatest priority for building use scheduling and Category 5 the least (See the Classification of Groups section below).

     
 

E.

A designated person who will be responsible for the event must submit the application. This person must be at least twenty-one (21) years of age.

     
 

F.

The District will calculate fees and send the approved application to the applicant. Once the applicant signs and returns this form with fees included, this becomes the contract between the District and the applicant. The contract will contain the details of the event and a summary of fees.

     
 

G.

Permission to use facilities shall be allowed at the discretion of the District and will be given with the understanding that the user assumes full financial responsibility and liability for actions of attendees, care of equipment and protection of school property.

     
 

H.

Requests must be submitted to Facilities Scheduling no later than seven (7) business days before the date desired.

     
 

I.

Representatives who have been granted permission to use facilities shall not reassign, transfer, sublet or charge a fee to others for the use of school property.

     
 

J.

A certificate of insurance or a waiver signed by the person responsible must be provided with the application. The Director of Facilities reserves the right to require a Certificate of Liability Insurance (See the Liability and Insurance section below).

     
 

K.

Without a signed contract, use will be denied.

     
 

L.

Requests for facilities from 5:00am-8:00pm during the sports season (October through March) cannot be accepted prior to October 1st.

     
 

M.

The District reserves the right to deny or withdraw facility use privileges at any time.

Cancellations

 

A.

Notification of cancellation less than forty-eight (48) hours before the scheduled time of use will result in the full rental fee being forfeited. All cancellations must be in writing. They may be dropped off, emailed, or faxed.

     
 

B.

In the event that a school activity needs to be scheduled in a reserved space, the TCAPS activity will override the contract. Facility Scheduling will do everything possible to accommodate the affected group when this occurs, with as much notice as possible.

     

 

C.

All external events are cancelled when the District is closed due to inclement weather or any other unexpected reason, every effort will be made to reschedule the event at a mutually agreeable date and time. If this is not possible, a full refund will be given.

Liability and Insurance

In the event that a Certificate of Liability Insurance is required, that certificate should be issued with no less than $1,000,000 Bodily Injury and $1,000,000 Property Damage, and should name the District as an "additional insured" on the policy. User is responsible for obtaining the insurance. All others are required to sign the District waiver.

Payment

Payment in full is due upon submission of signed contract.

Prohibited Use

 

A.

School facilities are not available for wedding events.

     
 

B.

School facilities cannot be used for political gain.

     
 

C.

Activities that promote commercial or financial gains must be disclosed. Activities that can be perceived to create a conflict of interest for any TCAPS staff member must also be disclosed. Such activities cannot be conducted without the consent of the Associate Superintendent of Finance and Operations.

On-Site Rules

 

A.

User groups are expected to leave all rooms and furniture in the condition and arrangement in which they were found. If custodial services are required to return the space to the original condition, the using group will be charged accordingly.

     
 

B.

User groups shall not disturb any message that may appear on whiteboards or chalkboards in the classroom areas.

     
 

C.

No alcoholic beverages may be served or consumed on school property.

     
 

D.

Use of any tobacco products is strictly prohibited in school buildings or on school property.

     

 

E.

The user is not entitled to use areas or equipment not specifically requested and approved per the contract.

     
 

F.

All activities must be under competent adult supervision approved by Facility Scheduling and/or the Director of Facilities. An adult must supervise children attending activities at all times.

     
 

G.

User groups must take reasonable steps to ensure orderly behavior and will be required at their expense to provide school-approved security personnel as determined necessary by the Director of Facilities. The use of the school facilities will require that a school employee be present when the building is open.

 

H.

Users will be responsible for paying for all damage incurred by their use of the facility or equipment, including property of pupils and employees. In the event that property loss or damage is incurred during use or occupancy of District facilities, the amount of damage shall be determined by the Director of Facilities, and a bill for damages will be presented to the group using the facilities. Payment for damage must be made within ten (10) days of receipt of the bill. The District will not be responsible for any loss of valuables or personal property.

 

I.

Approved users are restricted to the dates and hours approved and to the building area and facilities specified. Buildings will normally be opened fifteen (15) minutes before the scheduled event time and closed fifteen (15) minutes after the scheduled event time.

     
 

J.

Approved users are responsible for the observance of county and state fire and safety regulations at all times. Corridors, exits and stairways shall be kept free of obstructions. Members of an audience or spectators must never stand or sit to block exits, aisle ways or stairways. Facility capacities, as determined by the Fire Marshall, shall be observed.

     
 

K.

Only decoration materials acceptable to the State Fire Marshall shall be used. Decorations shall be removed immediately after the event.

     
 

L.

TCAPS Custodial (or other) staff members will acknowledge and actively support groups using facilities.

 

   
 

M.

If the custodial staff is called away from regular duties to set up equipment and furniture, custodial services will be provided at user expense. If custodial staff is required for after-hours events, overtime pay for the period of time that services are required shall be charged to the user.

     
 

N.

Only District personnel may move or direct movement of equipment. If stage curtains, projection equipment, lighting, and PA systems are to be used, arrangements will be made with Facility Scheduling to provide technically qualified personnel to perform the tasks at wage rate.

     
 

O.

Baseballs and softballs need to be approved for indoor use.

     
 

P.

No food/drink items of any type are to be used in District facilities without the prior knowledge and consent of Facility Scheduling.

     
   

Should a kitchen area be desired for use of food preparation, it is understood that an approved Food Service Department staff member will be necessary at user expense to supervise the kitchen.

     
 

Q.

Applicant must have their approved Facility Use Contract in their possession at the event.

Classification of Groups/Organizations Requesting Use of School Facilities

To ensure the care and preservation of school facilities and equipment and to ensure fairness and consistency in the implementation of District policy governing use of facilities, the following categories have been established. These categories will be used to determine priority for facility use. A fee schedule has been provided for approved users when space and facilities are available (see page 7 for Facility Use Fee Schedule link).

Classification of groups will be based upon the following criteria: benefits to the school District and the community; educational contribution; potential wear and tear on school facilities; appropriateness of the activity and relationship of the activity to the stated mission of the school District.

The use of school facilities for K-12 school instructional and extracurricular programs; teacher or parent-teacher organization meetings; or other organizations directly affiliated with the schools will have precedence over all other requests.

Category 1 will be given the highest priority and Category 5 the lowest priority. Every effort will be made to accommodate all requests. Generally, Categories 1 and 2 are only charged for after-hours use of District personnel. All other Category discounts are listed below, except for select items, and rates for Category 5.

Special circumstances will be negotiated on a case-by-case basis. *

 

A.

Category 1: Internal School Activities (with direct correlation to venue & event).

     
 

B.

Category 2: District Sponsored Educational Programs/School Support Groups.

     
 

C.

Category 3: Non Profit Groups (25% discount applied to facility rental charges only).

     
 

D.

Category 4: For Profit Groups (0% discount).

     
 

E.

Category 5: Municipal and Government Agency (Negotiated case by case).

Facility Use Fee Schedule is reviewed and updated annually and is posted on the Facilities Department webpage, but can also be accessed here:

(https://tinyurl.com/y82ua5n5).

Revised 6/00
Revised 2/01
Revised 11/01
Revised 5/12
Revised 6/13/16
Revised 7/9/18

© Neola 2002