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HomeMy WebLinkAboutAgenda - 03-31-1999 - 3b,, ~cpc~wr~e.r17- ~,~ Descriptor Term: Descriptor Code: Issued Daie: Facility Use Policy RE- ~ ~ssu 87 10/17/94 FACILITY USE POLICY Orange County Schools The Orange County Board of Education affirms its belief that the schools are an integral part of the community and thus encourages community participation in the total educational program. Facilities are established and maintained by resources primarily derived from the citizens. It follows, therefore, that facilities belong to the people of the community and should be available for educational and recreational purposes to adults as well as school-aged children. Accordingly, the board endorses school facility use community, civic, and governmental agencies as specified In North Carolina, G.S. Chapter 115C, Article 13 when such use does not interfere with the regular school program. In order to protect public investment in school facilities and to provide for orderly use of said facilities, the following guidelines shall be followed: 1. School facilities will be made available for use by public groups only when such use will not interfere with the normal operation of the schools and when necessary custodial services can be arranged. 2. No school facility or equipment shall be used for personal gain by an individual, family or group. 3. School personnel participating in school-related activities such as PTA's, Education Foundation, Booster Clubs, Teachers' Professional Organizations, Advisory Councils, and Board of Education Committees shall be entitled to use facilities and equipment free of charge contingent upon the building principal's or designee's permission. (NO CONTRACT NECESSARY BUT AUTHORIZATION OF PRINCIPAL OR DESIGNEE IS REGIUIRED) 4. The Orange County Parks and Recreation, Orange County Cooperative Extension Agency and Hillsborough Youth Athletic Association are encouraged to utilize school facilities at no cost. Use of these facilities must not interfere with the regular school program and the event or activity conducted is to benefit students and parents of students in the Orange County Schools. (CONTRACT NEEDED) A. Organizations using school facilities at no cost must pay for custodial services, as well as other personnel services needed for events when necessary. B. Organizations using school facilities at no cost are required to pay utility cost for field lights. Page 1 of 2 Facility Use Policy KG 5. Governmental agencies or units at the Federal, State and Local level will be permitted to use facilities pursuant to fee schedule and regulations. (CONTRACT NEEDED) 6. Private, organized community groups and non-profit organizations will be permitted to use facilities pursuant to fee schedule and regulations. (CONTRACT NEEDED) 7. Organizations operated for private gain or any purpose involving gain shall be permitted to use facilities only when a worthwhile educational, civic, or charitable purpose will be served or when a substantial group of citizens in the community will benefit. (CONTRACT NEEDED) 8. No user group may sub-let the use of school facilities. 9. Religious organizations may use school facilities on the same basis as private, non-profit groups. At no time shall religious-oriented material be disseminated in any manner to students and/or staff. (CONTRACT NEEDED) A. The use of facilities by religious groups for instructional and/or religious purposes will be restricted to temporary and emergency uses. For purposes of this section the Director of Community Schools may approve use for up to five times within a thirty day period. Requests for greater use of facilities may only be approved by the Board of Education upon a showing that the group does not seek extended or permanent use of school facilities. (A one year limit shall exist for a contract for the use of a school facility by any specific group. If a request for renewal is submitted, such request shall be treated as a new application). (CONTRACT NEEDED) B. Emergency use shall mean the use of facilities in cases where an organization's permanent facilities are unavailable for use due to damage by fire, flooding or other natural disaster. To receive approval for emergency use of school facilities, the group must demonstrate diligence in securing new facilities or repairing damaged facilities. 10. Any group or individual desiring to have any one time fee waived shall make written appeal to the Orange County Board of Education. A copy of the approved or disapproved waiver will be forwarded to the Director of Community Schools. and the Community Schools Office will notify the applicant. 11. The Orange County Board of Education is not responsible for injuries, illness or losses to parties resulting from use of facilities under this policy. - Page 2 of 2 Descriptor Term: Descriptor Code: Issued Date: Facility Use (Specific Rules & Procedures) RE- 10/17/94 SPECIFIC RULES AND PROCEDURES A copy of pertinent Rules and Procedures shall be given to each user when Facility Use Agreement is signed and shall be part of Facility Use Agreement by attachment and reference. Violation of rules and procedures shall result in using group being denied future use and facilities. Specific Rules and Procedures are made a part of this policy by attachment and reference. 1. The sponsoring organization shall have authority over and responsibility for participants and spectators, etc. in the specific area of the faclity for which a permit has been granted. 2. An adult supervisor (age 21 or older representing the user group) must be in attendance at all times to accept responsibility for: A. the care of the facility and equipment the facility C. confining the groups activities to area and equipment assigned B. the conduct of the group using D. vacating premises at arranged times 3. No school facility or equipment shall be used for. personal gain by an individual, family, or group. 4. The Principal or designee and Director of Community Schools Programs have the right to require that a custodian or designee and/or a school food service personnel be on duty during or after a function for clean-up and closing. Custodial and Food Service personnel is paid by the organization requesting the facility. This cost will be in addition to any regular fee which may be charged for facility use and must be paid directly to the employee(s) before using facility. If additional time is used other than what has been allotted, the remaining balance for custodial fees must be paid before leaving facility. The balance of facilityc use fees must be paid within 5 days. 5. Kitchen facilities are rented only under the direction, guidance and assistance of the cafeteria manager or designee with full knowledge and approval by Principal or designee and Director of Child Nutrition. This employee is to be paid in advance in addition to any regular fees charged for use of the facility. 6. Facility Use Agreement must be signed by all parties at least seven (7) days but no more than thirty (30) days prior to event unless excepted by the Director of Community Schools Programs in an emergency situation. 7. Fees for use of facility must be paid prior to event. Page 1 of 3 Facility Use (Specific Rules & Procedures) KG-R 8. The sponsoring applicant must assume full responsibility of payment for all damages to the building and/or equipment in use. Only facilities specifically approved by .the Principal or designee or Director of Community Schools Programs are to be used. 9. Police protection, if needed, must be provided by the organization leasing the school facility. 10. Only in rare instances will classrooms be rented to groups during the school year. 11. Only school furniture provided for a particular facility may be used. Any rearrangement of same must be done by the group renting the facility and with the permission of the Principal or designee. There will be no changes made on the day of activity. 12. Only the use of the gymnasium playing floor will be permitted. The use of lockers, showers, apparatus and other athletic equipment belonging to the school will not be permitted unless specifically authorized by schools principal or designee. 13. Contracts must be renewed annually and may not be transferred from one group to another. Contract cancellation must be made at least 24 hours prior to the scheduled event. 14. In the event of an unforeseen emergency at the approved facility, request for alternate facilities are not available. 15. Facilities shall be available for non-school use on legal holidays in accordance with the availability of school personnel. 16. Orange County School facilities may. not be used to conduct disruptive or illegal activities. The school's principal or designee, Director of Community Schools Programs, or other designated school official have the right to cancel (refuse or suspend) facility use when the following infractions occur: a. Negligent, or disorderly ~ conduct is in evidence during the use of school property b. Consumption or possession of intoxicants or drugs is used on school property c. Application is incomplete or inaccurate d. Custodial fees are not paid in advance e. Gambling on school property f. Activities involve actual sale or solicitation on school property g. Exploiting children 17. Any objection against a specific use of school facilities by any group must be made in writing to the Superintendent and must bear the signature of the individual and /or group of individuals lodging the complaint. A. Use of the facilities by the applicant may be suspended temporarily to afford the Superintendent sufficient time to meet with the board and all concerned parties for the purpose of a hearing. The applicant shall be duly notified in time to contact the members of the group regarding the temporary suspension of use and the pending hearing. B. Within 30 days of temporary suspension of school facilities and/ or complaint, the Page 2 of 3 Facility Use (Specific Rules & Procedures KG-R Superintendent, the school board, the complainant, and the applicant shall convene at a specified time and location to determine the validity or invalidity of the complaint. The school board shall be the deciding authority; the school board's decision shall be final. C. A written copy of the decision may be obtained by any and all members of either the complainant group or the applicant group by request. 18. Smoking is permitted ONLY in designated areas within the buildings. 19. Use of open flames is not permitted. 20. If After-School space is needed for the continuation of a regular school day program- or for another legitimate purpose, the. principal is responsible for the following: A. Notifying the Director Community Schools and Lead Teacher of After-School program one week in advance of the proposed use. B. Obtaining alternate space for the After-School program that will meet licensing standards. Page 3 of 3 ORANGE COUNTY SCHOOLS FACILITY FACILITY USE FEE SCHEDULE PUBLIC AGENCIES/ PRIVATE NON-PROFT PERIOD OF USE:(PER DAY) 1. Classroom/School Board Room 2. Studio/Conference Room ?~ 3. IIem. Gym .~ 4. Middie/Senior High Gym ~**~5. Old A.L. Stanback Gym 6. OHS Auditorium ' 7. Auman Stadium with lights ,~ 8. Auman Stadium without lights 9. Track/FieldslTennis Court 10. Cafeteria a. Dining Area only. b. Dining Area plus use of kitchen but food prepared elsewhere. No .school eating or cooking utensils required. c. Dining Area and Kitchen. Food prepazed on site (requires that an Orange County School Cafeteria Worker(s) under the supervision of manager be on site. FOUR H( OR LESS $ 20.00 $ 60.00 $ 50.00 $ 50.00 $ 20.00 $100.00 $ 75.00 $ 40.00 $ 50.00 MORE THAN FOUR HOURS $ 30.00 $ 85.00 $ 75.00 $ 75.00 $ 30.00 $175.00 $150.00 $ 50.00 $ 75.00 $ 40.00 $60.00 $ 50.00* $ 65.00* I $ 75.00** $120.00** *Plus charge for supervision by food service worker and custodial service. **Plus charge for supervision by food service worker, custodian and dishwasher. ~randfathere~ at tfie rate established under the 11/30/87 policy. PRIVATE PROFIT-MAKING FOUR HOURS OR LESS $ 40.00 $100.00 $100.00 $100.00 $ 60.00 $160.00 $200.00 $ 75.00 $100.00 $100.00 $120.00* $200.00** MORE THAN FOUR HOURS $ 60.00 $150.00 $150.00 $150.00 $ 80.00 $200.00 $300.00 $100.00 $150.00 $125.00 $150.00* ~ $300.00**