7510 - USE OF DISTRICT FACILITIES

Mt. Healthy City School District

Administrative Guidelines

7510 - USE OF DISTRICT FACILITIES

The Mount Healthy Board of Education encourages the proper community use of school facilities. It is necessary, however, to ensure that such use does not interfere with the regular school purposes, impose undue burden upon personnel or strain the limited funds allotted to the Board of Education for building services and maintenance. Therefore, the following regulations have been established:

	A.	Application For and Approval of Building Permits
		Written permits for the use of any school building by any group, outside the regular school program shall be required. Application shall be made to the Superintendent or his/her designee who shall consider the proper use of the permit in accordance with Board policy, arrange in advance of the requested dates(s) for necessary services and establish equitable charges for the same based upon the schedule of fees approved by the Board (see KG-E). Decisions regarding the approval of building permits will be made by the Superintendent, or his/her designee, in accordance with the considerations contained in this regulation.
	B.	Responsibility of Applicant When Using School Facilities
		Applicants for permits for the use of school facilities must satisfy the Superintendent, or his/her designee, in a personal interview, if requested, that they are responsible persons and/or officially represent responsible organizations; that they will underwrite any damages due to their use of the premises; that they will not have a program unsuitable for presentation in a public school; and that the activity is lawful and in conformity with the regulations of the Board of Education. No permit shall be issued except upon satisfactory assurance that the use of the school facilities will be under the supervision of a person or persons known to be responsible and to be competent to supervise procedures and/or guidelines listed on the permit.
	C.	Priorities for Use of School Facilities

		1.	Curricular activities of the Mount Healthy City School District, related directly to the required instructional program. (Parent/Teacher Conference Nights, Spring Ed. Fair, Open Houses, etc.)
		2.	Co-curricular and other activities sponsored directly by the Mount Healthy School District.
		3.	Activities and functions of school-related groups (e.g. PTA/PTO's, Boosters, Community Education.
		4.	Other established community organizations (e.g. civil service, town meetings, community youth organizations).
		5.	Governmental bodies or agencies.
		6.	Groups of Mount Healthy City School District residents.
		7.	Additional uses as approved by the Superintendent.

This priority ranking shall be enforced when more that one (1) activity is requesting the same facility for the same time period. No facilities will be reserved based on past practice.

Eligibility for Use of School Facilities

RULES TO DETERMINE ELIGIBILITY

		1.	At least fifty percent (50%) of the participating or sponsoring group's personnel should live in the Mount Healthy City School District.
		2.	The applicant organization should be a nonprofitable, civic, fraternal or religious organization.
		3.	The applicant organization should be located in the Mount Healthy City School District.
		4.	The responsible supervisor of the participants is at least twenty-one (21) years of age.
		5.	A roster of the names and addresses of the participants may be required to be submitted before permit is issued, in order to verify that the requirements of rule 1, above, have been met.

	The above rules do not apply to functions directly sponsored by the schools that are either related to the regular curriculum or to co-curricular activities. Similarly, the Superintendent may relax these rules for functions that directly parallel the interests of the schools. Examples of this would be athletic or cultural events which directly supplement the curriculum and co-curricular activities of the school system.

	RESTRICTED USES

	No school building or grounds shall be used for the following purposes:

For commercial or personal gain except as follows:

			a.	Private classes for the instruction of school aged children which are deemed as suitable supplements to the regular instructional programs of the schools. Examples of such instruction are private music lessons and enrichment programs.
			b.	Activities which are designed to provide a student service and are sponsored by a school-related or other nonprofit organizations, i.e. book fairs, picture days, activity sales and result in income to the sponsoring organization.

For causing racial or religious prejudices or for any other purposes contrary to our democratic way of life.

In order that the foregoing restrictions may be effectively enforced, the applicant for any permit for an activity other than a school activity which involves the receipt of money shall set forth in writing as a part of the building permit, the nature and schedule of charges or other receipts and the anticipated use or uses of the proceeds and shall subsequently furnish a report to the Superintendent or his/her designee setting forth the amount, nature, and disposition of the receipts.

	E.	Lease Agreements
		Declining enrollment, or restructuring of the school district may, at times, provide us with space which is surplus to the current operation of the District. As space become available, the Board of Education may consider entering into a lease or rental agreement with community groups, service agencies or businesses. These agreements must be established with the understanding that the Board of Education has the right, according to the terms and conditions specified in the individual lease agreement, to reclaim the space as educational needs become apparent. When negotiating lease or rental fees, every effort should be made to establish rates consistent with rental or leasing fees of similar space within our community as these rates relate to square footage and condition of the property to be rented or leased.
	F.	Availability of School Facilities
		The School facilities shall generally be available for use during the following time periods, providing that the school administration shall be able to ensure that adequate supervision, control, custodial and/or food service can be provided.

		1.	Monday through Friday from thirty (30) minutes after building dismissal to 10:00 p.m.*
		2.	Saturdays from 7:30 a.m. to 11:00 a.m. Dependent on the availability of custodial and/or food service.**
		3.	Sundays and holiday vacation days by special arrangement (dependent upon the availability of custodial and/or food service)

	*	The football and basketball homecoming dances will be permitted to extend until 12:30 a.m. due to their taking place after the homecoming game.

	**	Activities such as athletic contests, musical contests, Booster/PTA groups' special events will be permitted to use facilities after normal posted time as long as custodial and/or food service personnel are available.

Fee

		1.	Those organizations that are associated with the schools and are either nonprofit or donating their monies to the school district shall not be charged any fees during normal building hours. Normal building hours for this policy are the beginning of the school day schedule to sixty (60) minutes after school is dismissed. This provision will also apply to Boy Scouts, Girl Scouts, Kiwanis, and their related youth groups.
		2.	In those instances when school related groups are granted permission to use the building outside normal hours of operation, no fees will be charged. This provision pertains to PTA and Booster meetings and school directed functions such as plays and concerts. It does not apply to regularly scheduled (weekly or monthly) fund-raising activities.
		3.	A fee will be charged to all non-school organizations, religious groups, organizations which limit their membership to a selected group, youth organization, community organizations, and local government for the use of multipurpose rooms and gymnasiums. The fee for the use of facilities will be collected when the facility is used after normal building hours on the school calendar Monday through Friday and on Saturdays and Sundays. Anytime the multi-purpose rooms and gymnasiums are used during non-school calendar times, i.e. summer recess, a fee will be charged.

The Superintendent of the Mt. Healthy City Schools has the right to allow groups referred to in priority #3, one "free" use of the facilities for a fund raising or enrichment activity. The request for the "free use" must be made at the time the permit is requested and the "free use" will cover rental fees only.

	H.	Schedule of Fees
		The Board of Education will adopt a schedule of fees for the use of school facilities and personnel involved. (See File: KG-E attached) This schedule will be revised as needed.
		In no case, shall billing for custodial and/or food service be less than one (1) hour of time.

In the event that the school kitchen and/or food service equipment is requested, a food service employee must be in attendance. Groups will be charged in accordance with the fee policy and schedule of fees, if applicable.

	I.	Use of Equipment
		Permission may be granted by the Superintendent or his/her designee for the use of school equipment when proper arrangements are made. The use of school equipment away from the building is discouraged.
	J.	Proper Use of Facilities
		Groups using school facilities shall conduct themselves according to the rules and regulations in force on the grounds and in that particular building. Rules for students attending other than school-related activities shall be consistent with the school's rules for building use. A copy of the rules and regulations of each building is available in the principal's office.
		Groups who violate the adopted rules and regulations, including those listed on the permit, may be denied the use of the facilities even though a long term regular use agreement has been approved. In addition, those groups violating the rules and regulations may be charged a damage fee commensurate to the damage involved.
		Intoxicating beverages are prohibited at all times on school district property.
	K.	Building Security
		The Board of Education reserves the right to require organizations, at their own expense, to provide security in the form of uniformed personnel, to safeguard their activity. Additionally, the Superintendent or his/her designee reserves the right to approve all security arrangements.
	L.	Cancellation
		Any permit issued for community use of school property shall be subject to cancellation if the facilities are needed for use by the school. The privilege of cancellation shall be used only in emergencies, to encourage the use of school facilities by the citizens of the community.

		SCHEDULE OF SCHOOL FEES

	(Excusive of Special Lease Arrangements)

Multi Purpose Room/Gymnasium	$10.00 per hour	Monday � Friday 30 minutes after dismissal until 10:00 p.m.

	$10.00 per hour plus custodial fee $25.00 per hour/per custodian	Saturday & Sunday 7:30 � 11:00 a.m.

Football Field	$60.00 per hour plus custodial fee $25.00 per hour/per custodian	Monday � Friday 6:00 � 10:00 p.m.

	$60.00 per hour plus custodial fee $25.00 per hour/ per custodian	Saturday

Cafeteria	$7.00 per hour plus supervisor fee $22.00 per hour /per employee	Monday � Friday 6:00 � 10:00 p.m.

	(if applicable) Plus custodial fee $25.00 per hour/per custodian	Saturday & Sunday

CLEAN UP RESPONSIBILITIES

The following conditions apply:

	A.	The renter is responsible for clean up of all loose paper, programs, cups, etc. and should leave the facility in the condition it was before the usage.
	B.	After using the cafeteria for a banquet, party or other activity, please wipe off the tables, sweep the floor and take the trash to the dumpster.
	C.	If our custodians and/or maintenance personnel must perform set-up and/or clean-up responsibilities, groups will be billed additional charges at a rate of $25.00 per hour per custodian and/or maintenance personnel.

Approved 1/02