Warren City School District
Administrative Guidelines
 

7510A - USE OF DISTRICT FACILITIES

Applications

Any organization or individual desiring to use District facilities shall complete an application (Form 7510 F1) and submit it to the Business Office for approval.

 

A.

The Business Office 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.

 
 

B.

The Business Office will review all requests and coordinate with the applicable building administrator prior to approval. If the application is not approved, all deposits included with the application will be returned with the application. The Business Office will approve all requests which meet facility rental criteria.

 
 

C.

Charges for school personnel shall be based on the appropriate rate of pay for persons in the respective job classification (plant manager, custodian, cook, lifeguard, etc.) whenever extra pay for school employees is required as a result of the use.

 
 

D.

Each applicant shall submit, prior to approval, proof of liability insurance covering facility use.

 
 

E.

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. Cancellations may be issued by the Business Office with or without due notice. All approvals are to be granted with this understanding.

 
 

F.

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

Ineligible Users

Groups or persons will not be granted permits when the request is for activities that are in conflict or competition with District programs or not authorized by Board policy.

Regulations

 

A.

Users must take reasonable steps to ensure orderly behavior and will be responsible for paying for all damage associated with their use of the facility or equipment.

 
 

B.

The District reserves the right to request payment of estimated fees in advance.

 
 

C.

Smoking and use of tobacco substitute products is prohibited in accordance with (Policy 7434). All users are responsible for complying with the regulation.

 
 

D.

Alcoholic beverages and controlled substances will not be permitted on District property at any time.

 
 

E.

Decorations must be fireproof and shall be erected and taken down in a manner not destructive to District property. Decorations are subject to the approval of the building administrator. The use of open flames, such as candles, is permitted only with written permission from the fire marshal.

 
 

F.

The user shall be fully responsible for all loss or damage to District property, including property of students and employees.

 
 

G.

Requests for District-owned equipment are not included in the direct or indirect costs and shall be charged based on request and type of equipment.

 
 

H.

The use of any materials on floors or other parts of the building is strictly prohibited without specific approval in writing from the building administrator.

 
 

I.

Uses of stages, furniture, and equipment must be arranged for in advance. Set-up and 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 building administrator 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.

Buildings will normally be open one-half (1/2) hour prior to the activity and for one-half (1/2) hour after its scheduled end, unless other arrangements are requested on the application and approved.

 
 

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 for supervision.

 
 

L.

A plant manager/school custodian shall be on duty whenever a facility is being used except as exempted by the principal. The custodian will render plant manager/custodial 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. All overtime, including clean-up time, will be charged at the appropriate hourly rate. Food-service personnel shall be required, when kitchen facilities are requested.

 
 

M.

Responsibility for enforcement of rules and regulations concerning use of District facilities rests with the user group, and any infractions of the above regulations may be grounds for refusing to grant subsequent requests for the use of District facilities.

 
 

N.

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 aisleways.

 
 

O.

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

 
 

P.

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.

 
 

Q.

Playground facilities may not be used by any youth over the age of twelve (12) nor shall any person be allowed on playgrounds after dark.

 
 

R.

Skateboards and other like equipment which constitutes a safety hazard to students shall not be allowed on District premises at any time.

 
 

S.

Except for "service animals" required for use by a person with a disability, no other animal may be on school premises at any time.

 
 

T.

The District may have a service animal removed from the school premises if the animal is out of control and the animal's handler does not take effective action to control it or the animal is not housebroken. The District is not responsible for the care or supervision of a service animal. The service animal is allowed to accompany its human in all areas the human is permitted to go.

FEE FOR USE OF DISTRICT BUILDINGS

A schedule of fees for the use of District facilities is determined annually based upon the following factors:

 

A.

The use of District facilities for activities related to the educational program and District operations shall be without cost to the users, except that the users shall be responsible for any police fees.

 
 

B.

The use of District facilities for any nonprofit community use shall be without cost to the users, except that the users shall be responsible for any extra custodial employee fees and for any security fees.

 
 

C.

All other organizations or persons granted the use of schools shall assume the following charges as indicated, payable in advance, and the cost of such additional staff services as may be required.

Basis of Charges

This procedure is established to implement the Board of Education policy governing use of school facilities. The following classes of organizations are established to determine priorities and a schedule of fees for the approved users listed below, other than regular curricular programs or activities, when designated space and facilities are available.

In all cases, emergency uses for disasters, shelter needs, and the like will take precedence.

Rental charges will be made according to the following four (4) classes of organizations and usage. The following charges apply only when the rental is scheduled within the normal work schedule of the school staff.

Class I - No Charge

Those organizations directly affiliated with, or closely allied to, the Warren City Schools:

 

A.

Parent-Teacher groups using home school for regular monthly meetings, plus two (2) fund-raising activities per year.

 
 

B.

Professional education associations for non fund-raising activities.

 
 

C.

Political meetings, in accordance with R.C. 3313.78.

 
 

D.

Adult Education Classes.

 
 

E.

School advisory committees.

 
 

F.

Booster clubs and similar organizations using home school for non fund-raising activities.

 
 

G.

Trumbull County Board of Elections charged only actual additional labor costs incurred.

 
 

H.

Regularly scheduled meetings of Boy Scouts, Girl Scouts, Campfire Girls, Gray-Y, and other organizations with school affiliation and student membership.

 
 

I.

Governmental use by the City of Warren.

Class II - Charge for Excess Labor Cost Only:

Non-profit organizations such as civic associations, governmental units and other organizations presenting programs of benefit to students.

 

A.

Recreation Department use.

 
 

B.

Organized groups presenting programs for the education or recreation of children within the school community, when no admission charge is made or donation expected.

 
 

C.

Community organizations which meet in the interest of the community, when no admission charge is made or donation expected, and the meeting is open to the public.

 
 

D.

Service clubs for special meetings conducted for the purpose of planning community welfare projects.

 
 

E.

Booster clubs and similar organizations using home school for fund raising activities.

Class III - Space Charge Only:

Those organizations that are neither school affiliated nor essentially of a charitable or civic nature. For regular meetings or special usage, held within the normal work schedule of the school staff.

 

A.

Private use of gymnasium and swimming pools.

 
 

B.

Group or organization meetings when no admission is charged, and the meeting is not open to the public.

 
 

C.

Youth athletic leagues or individual teams for practice sessions in a gymnasium.

Class IV - Charge for Both Space and Excess Labor Cost:

Closed meetings and meetings called for commercial or semi-commercial purposes or for group benefit, except those listed in Class III above. Also for organized groups within the community for personal or private use for meetings and/or public entertainment.

 

A.

Groups charging admission fees, soliciting contributions, or expecting donations.

 
 

B.

Group or organization meetings when an admission fee is charged, whether open to the public or not.

 
 

C.

Religious groups for church or religious activities.

 
 

D.

Meetings of political parties or for political candidates, when such meetings are not open to the public.

 
 

E.

Regularly scheduled meetings of fraternal organizations and others, operating for the primary benefit of a restricted group.

 
 

F.

Service clubs, for meetings or events not concerned with community welfare projects.

 
 

G.

Community organizations, if admission is charged for the benefit of the organization.

 
 

H.

Those groups or uses listed in Class III above, when the usage is not within the normal work schedule of the school staff.

Charges for groups or usages not falling within the above four (4) classes, or for usages occurring outside of the normal work schedule of the school staff, shall be determined by the Business Manager prior to the issuance of a rental permit.

Schedule of Charges

The Labor rate is adjusted with changes in the Labor Agreement, call the Business Office at 330-841-2321 ext 207 for a current labor rate schedule.

 

Facility Rented

Event Type

Fee

Period

 
 

Classrooms:

 

$5.00

per hour

 

Mollenkopf Stadium:

   
 

Practice

OHSAA

$300.00

per day

 

Soccer Game

OHSAA

$450.00

per day

 

Football Game

OHSAA

$1,500.00

per day

 

Other Event

Professional

$2,000.00

per day

 

Gymnasiums:

   
 

Large High School

Game

$250.00

4 hours

   

Practice

$100.00

4 hours

 

Medium (HS small, K-8 Large)

Game

$40.00

2 hours

   

Practice

$20.00

2 hours

 

K-8 Small

Game

$30.00

4 hours

   

Practice

$15.00

2 hours

Volunteer Baseball Field:

   
   

Game

$150.00

per day

   

Practice

$40.00

per day

 

Swimming Pool:

   
   

Meet

$250.00

4 hours

   

Practice

$50.00

per hour

Cafeteria/Auditorium:

   
 

High School

 

$35.00

per hour

 

K-8 Building

 

$25.00

per hour

 

Small

 

$10.00

per hour

 

Kitchens:

   
 

Large

 

$20.00

per day

 

Medium

 

$10.00

per day

 

Small

 

$5.00

per day

 
 

A.

The above charges cover all anticipated utilities, equipment, and normal personnel costs for supervision. Custodial, security and other expenses are not included in the rental fee. Also not included are charges which may be assessed for damage, misuse, and additional cleaning required as a direct result of the rental.

 
 

B.

The above charges do not apply to rentals on weekends, holidays, or other times when schools are normally closed. Rentals at such times shall be computed at the applicable overtime rate for the employees working at the event.

 
 

C.

Kitchens will normally be available only when used in conjunction with a cafeteria facility. When Food Service is provided by the Warren Schools, a member of the Food Service staff shall be present when any kitchen in the large and medium classification is used by outside groups. The cost of such supervision shall be the responsibility of the renting group, and is not included in the above schedule.

 
 

D.

All rental fees are due in advance of the event along with proof of liability insurance.

 
 

E.

Each organization must provide a security detail of Warren City Police when required. The user organization may provide additional security personnel as deemed necessary.

 
 

F.

Pools are available only when under the supervision of a certified employee of the Board of Education, in the person of the pool supervisor, or a person designated by the pool supervisor as being familiar with the operation of the pool, who must be present during the time that the pool and locker rooms are in use. The cost of such supervision and the required lifeguards shall be the responsibility of the rental group, and is not included in the above schedule.

Revised 3/10
Revised 6/11

© Neola 2011