Valders Area School District |
Bylaws & Policies |
7510 - USE OF DISTRICT FACILITIES
In keeping with the District’s mission statement, the Board of Education supports the community’s extended use of facilities in an effort to benefit community-based organizations and individuals. It is important that guidelines and priorities be established and followed to enable coordinated and efficient use with no undue hardship on the first priority use by K-12 students and school affiliated groups.Individuals requesting use of facilities will automatically be classified under Group III as defined later in this policy. In order to be considered as an organization, the group must be able to provide administration with some evidence of a charter or some evidence of incorporation. Local not for profits will also be required to provide a roster of all members who could potentially have involvement in the organization’s use of District facilities.
Approval of facility requests rests with the School Board, with the responsibility being delegated to the District Administrator. Decorations, sales of refreshments/other, parking requirements or issuance of keys needs to be approved by administration as well. The District Administrator will maintain a roster of all active organizations and their respective classifications. All community based requests for use of school district facilities shall be made to the Director of Community Services. Facilities use requests must be made at least three (3) working days in advance on forms available in the District office or on the District web site.
Non-school organizations authorized to use District facilities shall not be allowed to sublet the facilities without authorization from the School Board. Regardless of the activity, District officials shall have full access to facilities at all times. The approved organization shall be responsible for the conduct and control of both patrons and participants at all times. The use of facilities shall not violate any District policies, local, State or Federal laws.
Authorized non-school organizations shall be primary liable for expenses related to an injury or damages. Evidence of availability of insurance in the amount of $500,000 will be required. If they do not already have insurance, organizations may elect to obtain insurance coverage on their own, or may obtain "special events" coverage through the District’s policy holder at their own cost. In addition, organizations will be required to provide signed releases/waivers from each participant with all agreements indemnifying the District of any liability. Each organization shall insure that at least one (1) person eighteen (18) years old or older will be in charge at all times. The person in charge will be identified in the paperwork submitted to the District office.
The Board reserves the right to reject, reassign, or cancel usage of school facilities when necessary, because of weather, as the result of conflicts with the school, or the adult education program activities, or when it appears to be in the best interests of the School District. The Board further reserves to itself the authority to approve the use of school facilities by non-school organizations for which admission is charged, including the solicitation of funds. Fees and costs to the District may be waived BY THE SCHOOL BOARD when fund-raising profits are used to directly enhance the School District’s mission.
Approval of requests shall be governed on the following priority basis:Group I
School Affiliated Activities: Teams/Clubs, etc., with budgets run through the VASD. No charge for any activities. No deposit needed.
Group II
Non-Profit Community-Based: Local boosters, Lions, Jaycees, LTC classes, Scouts, VAA, public meetings, and private school activities. No charge for practices, but the organization must cover labor costs for events/tournaments/games, etc., if there are costs. Deposit is also required. Organizations will have to pay labor costs for use of cafetorium/kitchen/pool in all instances. See table below for reference.
Group III
Local For Profit/Individuals: Local businesses, private individual interests, Weight Watchers, Jazzercise, etc. These organizations will be charged the deposit and rate listed in the table below.
Group IV
Non-Local Organization: All other interests. Must pay deposit and rate listed below.
Priority for reservations moves left to right in table below starting with Group I.
Group I School Activities Athletics Co-Curriculars |
Group II Non-Profit Community- Based Organizations |
Group III Local "for Profit" Organization |
Group IV Non-Local Organization |
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Practices |
Events |
||||
Standard Classroom |
No Charge |
No Charge |
Labor |
$25/ 2 hour + Labor |
$100/2hour + Labor |
ES/MS Gym ES Cafeteria |
No Charge |
No Charge |
Labor |
$25/2hour + Labor |
$100/2 hour + Labor |
High School Gym |
No Charge |
No Charge |
Labor |
$50/2hour + Labor |
$200/2 hour + Labor |
High School Cafeteria |
No Charge |
No Charge |
Labor |
$50/2 hour + Labor |
$200/2 hour + Labor |
Stage Area & Lights |
No Charge |
Labor |
Labor |
$150/4 hour + Labor |
$900/4 hour + Labor |
Kitchen Prep Area |
No Charge |
Labor |
Labor |
$150/4 hour + Labor |
$900/4 hour + Labor |
Pool |
No Charge |
Labor |
Labor |
$100/2 hour + Labor |
$600/2 hour + Labor |
Use of specialized areas such as Tech/Computer Labs/Weight Room requires separate application to the Board.
"Events" include any activities other than practices whether admission is charged or not. If labor is not needed, there will be no charge to group II organizations provided satisfactory care of facilities is maintained. The person (adult) in charge at any event must be identified to the District prior to the event taking place. Any necessary orientation concerning use of facilities is the responsibility of the user and needs to take place during regular school hours to avoid labor costs.
Not for Profit" organizations must be able to demonstrate their "Not for Profit" status.
Groups II, III and IV will be required to pay a deposit, obtain waivers, and purchase or provide evidence of insurance prior to reserving District facilities.
Deposit can be carried over across multiple dates, but costs for any damage will be assessed immediately. Costs for damages that exceed the deposit will be paid prior to continued use of facilities.
Costs can be charged by District if events are canceled within forty-eight (48) hours of an event or if District incurs costs.
Organizations will not be charged any labor or rental costs if all proceeds from the fund-generating event go to the VASD. Organizations are still required to pay deposits and have insurance and waivers.
Organizations believing they have cause can apply to the Board for a fee waiver.
The Board reserves the right to regulate access to areas to suit District schedules and needs.
All facilities shall be vacated by 10:00 p.m. unless special permission has been granted by administration. If organizations or members of the organization utilize facilities at times other than those scheduled through the District office or for reasons not approved by the District (example: organization members making individual use of facilities), the organization will immediately lose its access and must appear before the School Board to petition for its ability to regain access to facilities.
Rental Deposit
Classroom |
$25 |
Stage Area |
$250 |
|
Gym |
$75 |
Kitchen |
$100 |
|
Cafeteria only |
$25 |
Pool |
$50 |
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.