| Upper Arlington City School District |
| Administrative Guidelines |
7510A - USE OF DISTRICT FACILITIES
RULES REGARDING USE OF FACILITIES
These rules set forth the policy governing the use of and access to all buildings and/or grounds ("School Facilities) of the Board of Education of the Upper Arlington City School District ("Board") other than for normal school purposes. For purposes of these rules, "normal school purposes" includes building and/or district wide activities of parent support groups, such as PTOs and booster clubs, which have been approved by the administration and/or Board.
|
CONTRACT NECESSARY FOR USE OF SCHOOL FACILITIES |
Individuals, groups and organizations wishing to use School Facilities must make written application (see Form 7510 F1) and enter into a written agreement with the Board. Application and agreement forms, which are available in the administrative offices of the Board of Education, specify the terms and conditions for use of School Facilities. Use of School Facilities shall be allowed only when an application and agreement have been properly executed by the sponsoring group or organization and signed by the Superintendent or his/her designee.
Agreements consist of two (2) types:
| A. | a "Rental Agreement" for those applying for short-term use (less than one year) | |
| B. | a "Lease Agreement" for those applying for long term use (one year or more duration). Entry into a Lease Agreement shall require the approval of the Board. |
|
BASIC REQUIREMENTS |
These basic requirements are applicable to the use of School Facilities on a
short-term basis and, except as specifically required, shall serve as guidelines for the use of School Facilities on a long-term basis.
| A. | Age, Affiliation, and Responsibility of Applicant. To be considered, the application and agreement for the use of School Facilities must be signed by an adult who is at least eighteen (18) years of age and who is a member of the requesting group or organization. | |
| The adult signing the agreement (the "Designated Responsible Individual") shall acknowledge responsibility for the group or organization using the School Facility as provided herein. By signing the agreement, the adult shall agree that he/she shall be present at all times while the group or organization is using the School Facility or that one or more of the adults listed in the agreement shall be present while the School Facility is in use by the Group or organization. | ||
| B. | Insurance Obligations. As a condition of the agreement, either one or both of the following may be required: |
| 1. | Surety Bond. The Superintendent or his/her designee may require that a renter obtain a Surety Bond for rental of School Facilities in an amount to be determined by the Superintendent or his/her designee. The Bond shall cover loss or damage to school premises, building(s), furniture, fixtures or equipment, and bodily injuries. | ||
| 2. | Liability Insurance. The Superintendent or his/her designee may require that a renter obtain comprehensive public liability insurance with the Board, its members, employees, and agents named in the policy as additional insurers. The amount of the liability coverage shall be determined by the Superintendent or his/her designee. |
| C. | Indemnification. The Organization using the School Facilities and the Designated Responsible Individual jointly and severally shall indemnify and hold the Board and its members, employees, and agents harmless from any and all claims and liability arising out of or related to such usage, including but not limited to claims and liabilities for negligence and strict liability in tort, and from all costs and expenses, including but not limited to attorneys' fees, incurred as a result of such claims or liabilities, except where such claims or liabilities result solely and proximately from the negligence of the Board. | |
| D. | Release of Liability. The Designated Responsible Individual shall agree to examine the School Facilities and accept same in the condition they then exist and on behalf of himself or herself and the using group or organization to release the Board, its members and employees from any damage, loss, or injury arising as a result of the use of the Facilities. | |
| E. | Notice of Dangerous Conditions. The Designated Responsible Individual shall agree: |
| 1. | to notify, in writing, the Executive Director of Business Services (1950 North Mallway Road) of the Board of the discovery of any dangerous conditions that exist or develop in or on the School Facilities and immediately upon such discovery | ||
| 2. | shall cease any usage which could result in damage to person or property |
| F. | Prohibition of Alcoholic Beverages, Drugs, and Tobacco. No person shall be allowed in or on School Facilities who has on his person any narcotic drug, amphetamine, barbiturate, marijuana, alcoholic beverage, or intoxicant of any kind. Use of a drug authorized by medical prescription shall not be considered a violation of this rule. The use of tobacco in any form while within any School Facilities is not permitted; this prohibition includes, but is not limited to, the use of tobacco products on school grounds at public functions, including athletic fields and stadiums, provided that notwithstanding anything otherwise to the contrary herein, the Superintendent may, upon application, designate one or more outdoor areas for such use by persons who are not students and who are attending a function that is conducted by an organization described in Policy and Guidelines and for the purpose of raising funds for one or more student activities. Students are not permitted to smoke, use, or possess tobacco products in school buildings and/or on school grounds at any time. | |
| G. | Speakers at Meetings. Speakers at meetings and the subject of the speech shall be described in the written application. Any speaker who is not officially connected with the Upper Arlington Schools must be approved by the Superintendent as part of the rental agreement. The character of speakers and any entertainment shall be of a standard which is acceptable for presentation in a public school environment. | |
| H. | Custodial Coverage. Custodial coverage is required for use of the Facilities by any outside group. This service includes unlocking and locking the building, operation of the utilities, and routine set up and clean up. Normally, the custodian will arrive one half hour in advance of the stated opening time and will report to the Designated Responsible Individual at the beginning of the activity and every half-hour thereafter. | |
| Custodial services will be available at no cost to the using group or organization provided there is no incremental cost to the Board. Otherwise, the sponsoring group or organization and the Designated Responsible Individual shall be jointly and severally responsible for and shall pay for custodial fees directly as a part of the facility rental fee. | ||
| I. | Specification of Hours for Facility Use. The specific hours and dates for the use of School Facilities must be set forth in the written application and agreement. This requirement includes the time(s) necessary for the preparation of the Facilities, the receipt of any deliveries of equipment and supplies, the actual opening and closing of the Facilities for the event, and the required time for cleanup and departure of people. Such hours and dates shall be subject to the approval of the Superintendent or his/her designee. In making these decisions, the Superintendent or his/her designee will take into account the needs of the entire community. | |
| The School Facilities shall generally be available for use by the public daily, 6:30 a.m. to 11:00 p.m., providing the Superintendent or his/her designee determines that there is no conflict with school activities and that it is not necessary to incur special costs to make the School Facilities available. Approval of requests for use of the School Facilities on weekends and school holidays will also be contingent upon the availability of custodial staffing. All rental and leasing activities will be considered canceled on days when the School Facilities are closed because of either emergency conditions or hazardous weather. | ||
| J. | Responsibility for Physical Care and Security of School Facilities. After a School Facility is used, the group or organization using it and the Designated Responsible Individual shall be jointly and severally responsible for returning it to its normal condition, ready for school use. This responsibility includes cleaning up any debris and returning furniture, equipment, and materials back to their original condition and arrangement. No alterations, additions, or changes to a School Facility will be permitted without the approval of the Superintendent or his/her designee. | |
| The sponsoring group or organization and the Designated Responsible Individual shall be jointly and severally responsible for and shall pay for any damage to any School Facilities or other property. The presence of school employees on duty does not relieve such responsibility. | ||
| Fees may also be charged to the group or organization if the Board must pay a security officer, supervisor, or any other employee to be in attendance at the School Facilities. The Superintendent or his/her designee may also provide or require police for control of crowds and traffic and charge the cost to the sponsoring group or organization. | ||
| K. | Use of Specific Equipment and/or Facilities. The use of specific equipment such as stage lights, kitchen facilities, movie projectors, and the like must be requested and approved in advance. A cafeteria worker must be present when a kitchen is used. Likewise, school technicians (stage crew) must be assigned to operate stage equipment and school lifeguards must be assigned to monitor the use of the Natatorium. Personnel costs will be assessed per the rates listed in the fee schedule. | |
| L. | Financial Charges for Use of Facilities. The Board has established a fee schedule for the use of School Facilities in accordance with Ohio Law. Fees for the use of School Facilities under Rental and Lease Agreements shall be in accordance with the fee schedule or as determined by the Superintendent or his/her designee. The rental payment for the lease of School Facilities under a Lease Agreement will be subject to the approval of the Board. Unless otherwise provided in the Rental Agreement or the Lease Agreement, all fees and payments will be due and payable at the time application is made for the use of the Facilities. Upon approval of the Agreement, any excess payment will be refunded, while any shortage will be payable prior to the event. Notice of cancellation must be received at least three (3) calendar days prior to the rental. A processing fee of twenty percent (20%), plus any costs incurred, will be assessed for a late notice. A late payment charge of one and one-half percent (1.5 %) per month will be due on all fees and payments which are not paid when due. | |
| Lease Agreements shall and Rental Agreements may also require a security deposit in an amount determined by the Superintendent or his/her designee. In the event the using group or organization defaults in the performance of any of its obligations under the Lease Agreement or Rental Agreement, the Board may retain the whole or any part of such security deposit for the payment of any rent or any other sum due the Board or to pay for any damage to School Facilities for which the using group or organization is responsible. Any deposit or the balance thereof will be returned to the using group or organization at the expiration of the Agreement. | ||
| Fees for the use of the School Facilities shall be evaluated periodically by the Superintendent or his/her designee, and a fee schedule shall be subsequently recommended to the Board. Normally, fees will be higher for outside groups or organizations (as defined in the "Priorities for Use of Facilities" listed below). The rental fee can include custodial services, security services, supervision or police, as needed. Charges will be according to the rates established in the fee schedule for school personnel and according to actual costs for non-school personnel. | ||
| The fee schedule will be made available as a part of the rental application available in the administrative offices of the Board of Education. The Superintendent or his/her designee shall have the authority to waive or reduce any fee for any community, city, or school-sponsored group or organization if there are appropriate circumstances which warrant such consideration. | ||
| M. | Revocation of Right to Use. Except as may be provided in the Rental Agreement, the Board may revoke the right to use School Facilities at any time with or without notice. | |
| N. | Other Requirements, Rules, and Regulations. The Superintendent or his/her designee may require special terms, conditions, and rules in any Rental Agreement or Lease Agreement if in his/her opinion such terms and conditions are necessary to protect School Facilities and/or the Board’s relationship with the community. Situations that are substantially outside the scope and intent of this rule shall be submitted to the Board for its consideration. | |
| O. | Consequences for Noncompliance. Any unsatisfactory experience with a particular sponsoring individual, group, or organization shall be adequate reason for refusing future application for use of School Facilities. This shall include, but not be limited to, poor care of a Facility, unpaid fees, and/or unpaid damages. Furthermore, any person who enters any of the School Facilities at any time when they are not open for use under the rules or regulations of the Board may thereafter be denied the privileges of using all School Facilities. |
|
GUIDELINES GOVERNING APPROVAL/DISAPPROVAL OF APPLICATIONS |
In addition to the Basic Requirements defined above, the following guidelines shall apply when considering requests for the use of School Facilities.
| A. | Priorities for Use of Facilities. Priorities shall be established for the kinds of groups that have first consideration in using specific School Facilities for a specific date. Within any category of activities listed below, however, the general practice will be to grant contracts for the use of School Facilities on a "first come, first served" basis. |
| 1. | Curricular Functions. Curricular functions of the Upper Arlington Schools, related directly to the required instructional program. | ||
| 2. | Co-curricular Functions. Co-curricular and other functions sponsored directly by the Upper Arlington Public Schools (e.g., childcare, latchkey, interscholastic and intramural athletics, theatrical and musical productions, recreational activities, school social functions, and PTO programs). | ||
| 3. | City or School Supported Activities. These activities (such as U.A. Swim Club and City Parks and Recreation programs) will be subject to the following conditions: |
| a. | such activities shall not be allowed to displace ongoing activities in category d below that are adequately sponsored and operated by established organizations (e.g., Scouting groups, Optimist basketball) | |||
| b. | such activities shall not constitute unwarranted competition with existing activities in category 2 above. |
| 4. | Established Organizations. Established Upper Arlington organizations offering worthwhile vocational, recreational, or educational activities to Upper Arlington residents (e.g., Scouting groups, Optimist basketball, church groups not having their own facilities, and charity groups such as Twig and Pleasure Guild). | ||
| 5. | Small Groups of Residents and Employees of the City or Board. Small groups of Upper Arlington residents (e.g., people not sponsored by a recognized Upper Arlington community organization), or employees of the City or Board. | ||
| 6. | Outside Groups of Organizations. Outside groups or organizations not sponsored by Upper Arlington residents, City of Upper Arlington, or Board as defined in a through e above. The fees charged outside groups or organizations shall be higher than those charged to community, City, or Board sponsored groups. |
| B. | Religious or Political Uses of Facilities. (Also see AG 2270) |
| 1. | Use of Facilities by Churches and Synagogues. Churches and synagogues may rent School Facilities for worship and religious education. | ||
| 2. | Use of Facilities for Religious Activities. (See Board policy regulation). | ||
| 3. | Use of Facilities for Citizens’ Assemblies and Political Meetings. The School Facilities may be used to hold meetings of electors to discuss public questions and issues. When the Facilities are made available for use by a group of one political or social persuasion, they will also be made available for the group’s counterpart. | ||
| Political meetings for the discussion of public questions and issues may not be scheduled during school hours. No charge is to be made for such use, but the candidate or group holding the meeting shall be held responsible for any damages and expenses incurred. (R.C. 3313.78, 3313.79.) |
| C. | Compliance with City Code and Zoning Regulations. Groups and organizations wishing to use School Facilities will be responsible for compliance with permitted principal, conditional, and accessory uses for school facilities as defined in City zoning provisions. Likewise, applying groups and organizations are responsible for compliance with all applicable City code provisions. | |
| D. | School/Community Acceptance of Tenants and/or Activities. Groups and organizations applying for a lease agreement (as opposed to a short term rental) may be required to follow specific procedures for notifying all neighbors located within one hundred (100) feet of any property line of the requested Facility. After notification, the neighbors will be given the opportunity to register concerns and ask questions. In some cases, that opportunity might be through a Board recognized committee, but in all cases will include the Superintendent or his/her designee. After receiving input, the committee and/or Superintendent or his/her designee will make a recommendation for approval/disapproval of the lease application to the Board. | |
| E. | Use of Screening Factors. In addition to the basic contract requirements and the above guidelines, the Superintendent or his/her designee may consider any one or more of the following factors in approving or disapproving an application for the use of Facilities: |
| 1. | source(s) of financial support | ||
| 2. | proposed use of facility | ||
| 3. | special accommodations required | ||
| 4. | modification of existing facility | ||
| 5. | potential for extraordinary or unusual activities or users | ||
| 6. | "typical" user of facility | ||
| 7. | compatibility with other programs at desired facility | ||
| 8. | meeting an unmet community need | ||
| 9. | hazardous conditions or substances | ||
| 10. | erection of signs and notices | ||
| 11. | amount of desired space | ||
| 12. | desired date of occupancy | ||
| 13. | length of contract desired | ||
| 14. | projected number using facility | ||
| 15. | traffic volume and parking requirements | ||
| 16. | other factors not herein listed but of sufficient merit to be included |
|
FACILITY USE FEES |
|||
|
Rental Agreements |
Category C |
Categories D & E |
Category F |
|
Auditoriums |
|||
|
High School H.S. Little Theatre Middle Schools Elementary Schools Changing Rooms |
$50.00/hr 25.00/hr 10.00/hr 3.00/hr |
$100.00/hr 50.00/hr 20.00/hr 6.00/hr |
$300.00/hr 150.00/hr 60.00/hr 18.00/hr |
|
Cafeterias |
|||
|
High School – with kitchen High School – without kitchen Middle Schools – with kitchen Middle Schools – without kitchen Elementary Schools - with Kitchen Elementary Schools – without kitchen |
$20.00/hr 10.00/hr 14.00/hr 7.00/hr 8.00/hr 4.00/hr |
$40.00/hr 20.00/hr 28.00/hr 14.00/hr 16.00/hr 8.00/hr |
$120.00/hr 60.00/hr 84.00/hr 42.00/hr 48.00/hr 24.00/hr |
|
Football Fields & Tracks |
|||
|
High School – with lights High School – without lights Middle Schools – with lights Middle Schools – without lights |
$100.00/hr 85.00/hr 75.00/hr 60.00/hr |
$200.00/hr 170.00/hr 150.00/hr 120.00/hr |
$600.00/hr 510.00/hr 450.00/hr 360.00/hr |
|
Gymnasiums |
|||
|
High School Middle Schools Elementary Schools |
$10.00/hr 7.00/hr 4.00/hr |
$20.00/hr 14.00/hr 8.00/hr |
$60.00/hr 42.00/hr 24.00/hr |
|
Music & Art Rooms |
|||
|
High School Middle Schools Elementary Schools |
$10.00/hr 7.00/hr 4.00/hr |
$20.00/hr 14.00/hr 8.00/hr |
$60.00/hr 42.00/hr 24.00/hr |
|
Classrooms – All Buildings |
$3.00/hr |
$6.00/hr |
$18.00/hr |
|
Misc. Spaces - All Buildings |
$4.00/hr |
$8.00/hr |
$24.00/hr |
|
Natatorium – High School |
$10.00/hr |
$20.00/hr |
$60.00/hr |
|
Lease Agreements |
|||
|
Indoor Spaces – All Buildings |
$4.00/Sq.Ft. |
$5.00/Sq.Ft. |
$6.00/Sq.Ft. |
ADDITIONAL CHARGES FOR AFTER-HOURS AND/OR SPECIAL SERVICES
|
After 11:00 p.m. & Before 6:30 a.m., Monday – Friday |
Add $30.00/hr. to each rental rate above |
|
Saturday |
Add $30.00/hr. to each rental rate above |
|
Sunday |
Add $45.00/hr. to each rental rate above |
|
Food Service Personnel (per person) |
Add $30.00/hr. to each rental rate above |
|
Auditorium Supervisor and/or Assistant (per person) |
Add $30.00/hr. to each rental rate above |
|
Auditorium Stage Crew (per person) |
Add $15.00/hr. to each rental rate above |
|
Natatorium Personnel (per person) |
Add $30.00/hr. to each rental rate above |
Additional Charges may be assessed (e.g., security personnel, equipment use, custodial services).