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________________________________________________________________
SCHOOL AND COMMUNITY RELATIONS
REGULATIONS
_________________________________________________________________
KBA-R Requests for Information
KG-R Community Use of Public Facilities
Section K-Page 1 of 1
RICHMOND COUNTY PUBLIC SCHOOLS
File: KBA-R
REQUESTS FOR INFORMATION
Richmond County Public Schools is committed to full compliance with Virginia's Freedom
of Information Act and shall process all requests for information in accordance with the following
procedures:
Access to Records
1. Official records subject to disclosure under the Freedom of Information Act shall be open to
inspection and copying during the regular office hours of the Richmond County Public
Schools' central office.
2. Unless otherwise specified by the Superintendent, inspection of records shall take place at
the central office of Richmond County Public Schools, and shall not be removed from that
site. Copies may be requested in lieu of or at the time of inspection, subject to the charges
listed below. Nonexempt records maintained in an electronic database shall be produced in
any tangible medium or format identified by the requester that is regularly used in the
ordinary course of business by Richmond County Public Schools, including posting the
records on a website or delivering the records through an electronic mail address provided
by the requestor.
3. One of the following forms of photo identification must be presented, or a photocopy thereof
must be provided, before any person shall be allowed to inspect any records or receive
copies of any records:
• Press identification identifying requestor as a representative of a newspaper or
magazine with circulation in the Commonwealth, or of a radio or television station
broadcasting in or into the Commonwealth, OR
• Driver's License or other official photo identification showing that requestor is a
citizen of the Commonwealth.
4. The Superintendent or his designee shall be present during inspection or copying of
records. A record of each inspection shall be made, using form KBA-F2.
Request Procedures
1. Requests for access to records shall be made with reasonable specificity.
2. Requests shall be directed to the Richmond County Public Schools central office at:
P. O. Box 1507
Warsaw, Virginia 22572
804-333-3681 FAX 804-333-5586
3. Requesters should make their requests using Form KBA-F1. Requests received at the
central office via telephone shall be transcribed onto Form KBA-F1 by central office staff.
Written requests other than on Form KBA-F1 shall be appended to a copy of the form by
central office staff, who shall fill out as much of the form as possible.
4. School building office personnel shall provide Form KBA-F1 and a copy of this regulation
upon request to any person interested in obtaining access to records, and shall instruct the
requester to direct the request to the central office. Telephone inquiries shall be redirected
to the central office. Any written requests received by school personnel shall be
immediately forwarded to the central office, with a notation indicating the date and time the
request was received.
RICHMOND COUNTY PUBLIC SCHOOLS
File: KBA-R
Page 2
Responding to Requests
1. Promptly, but in all cases within five working days of receiving the request, the school
division will provide the requested records to the requester, or make one of the following
responses in writing:
a) The requested records are being entirely withheld because their release is prohibited by law
or because the Virginia Freedom of Information Act gives their custodian discretion to
withhold them. The response will identify with reasonable particularity the volume and
subject matter of the withheld records, and, with respect to each category of withheld
records, cite the specific Virginia Code section that authorizes the withholding of the
records.
b) The requested records are being provided in part and are being withheld in part because the
release of part of the records is prohibited by law or the custodian has exercised his
discretion to withhold a portion of the records. The response will identify with reasonable
particularity the subject matter of the withheld portions and cite, with respect to each
category of withheld records, the specific Virginia Code section which authorizes the
withholding of the records. When a portion of a requested record is withheld, the school
division will delete or excise only that portion of the record to which an exemption applies
and will release the remainder of the record.
c) The requested records could not be found or do not exist. If the school division knows that
another public body has the requested records, the response will include contact
information for the other public body.
d) It is not practically possible to provide the records or to determine whether they are
available within the five-day period. Such response will specify the conditions which make a
response impossible. If the response is made within five working days, one of the
preceding responses shall be provided within an additional seven-day period.
The school division may petition the appropriate court for additional time to respond to a
request for records when the request is for an extraordinary volume of records or requires an
extraordinarily lengthy search, and a response within the time outlined above will prevent the
school division from meeting its operational responsibilities. Before proceeding with the petition,
the school division will make reasonable efforts to reach an agreement with the requester
concerning the production of the records requested.
2. The five-day period shall begin on the first working day following the day the request is
received by the central office or by a building office, and shall end at the close of business
on the fifth working day following receipt of the request. Any time that elapses between the
time the requester is notified of an advance cost determination pursuant to the procedures
detailed below and the time that the requester responds to that notice shall not be counted
in calculating the five work days.
RICHMOND COUNTY PUBLIC SCHOOLS
File: KBA-R
Page 3
Processing of Requests
1. The Superintendent or his designee shall, after receiving a request, promptly make an
initial determination as to whether the requested records will be provided to the requester,
will be withheld, either completely or in part, or if it is practically impossible to provide the
requested records or to determine whether they are available they are available within five
days.
2. If the Superintendent or designee is unsure whether the requested documents should be
provided to the requester, legal advice shall be promptly sought.
3. If the Superintendent or designee is uncertain whether the requested records exist or where
they may be located, efforts shall be promptly initiated to locate the records or determine
whether they exist.
4. If the requested records will be made available either in whole or in part, the Superintendent
or a designee shall promptly consult with central office staff to determine the cost involved
to assemble the records for inspection and copying. Where portions of individual records
must be redacted prior to inspection and copying, the cost of doing this shall also be taken
into account. The following costs shall be charged at the rates indicated, not to exceed
actual cost:
• Staff member search time, charged at the rate of $2.50 per quarter hour.
• Computer search time, charged at the rate of $2.50 per quarter hour.
• Computer printouts, charged at the rate of $.15 cents per page.
• Photocopies (including those necessary to perform reactions), charged at the rate of
$.15 cents per page.
• Incidental out-of-pocket costs necessary to assemble the records (for example:
phone, postage, or courier charges).
5. If the requester has asked for an advance determination of the cost, or if the cost is
expected to exceed $200, the requester shall be notified in advance of the cost associated
with the request. If the cost of the request is determined to exceed $200, the school board
may, before continuing to process the request, require the requester to agree to payment of
a deposit not to exceed the amount of the advance determination. The deposit shall be
credited toward the final cost of supplying the requested records. No further action shall be
taken until the requester responds, and the requester must agree to pay the estimated
amount before any further processing of the request if performed.
6. Before processing a request for records, the Superintendent or designee may require the
requester to pay any amounts owed to the school board for previous requests for records
that remain unpaid 30 days or more after billing.
7. Any records to be disclosed shall be assembled for inspection and copying by central office
staff, under the direction and supervision of the Superintendent or a designee.
RICHMOND COUNTY PUBLIC SCHOOLS
File: KBA-R
Page 4
8. Central office staff shall be responsible for recording the date the request was received,
verifying photo identification and signature, and recording and assembling additional
information about the request as indicated on Form KBA-F1.
Approved by School Board: August 11, 1999
Amended: May 8, 2002
Amended: April 9, 2003
Amended: August 13, 2003
Amended: July 11, 2007
__________________________________________________________________________________
____________________________________________________________________
Legal Refs.: Code of Virginia, 1950, as amended, § 2.2-3704
RICHMOND COUNTY PUBLIC SCHOOLS
File: KBA-F1
REQUEST FOR PUBLIC RECORDS
STAFF USE ONLY
Name _________________________________ Date Request Received: ________
Address _______________________________ Request was made (check one)
______________________________________ _____ by requester on this form
______________________________________ _____ by telephone
Phone ________________________________ _____ in writing other than on form
(attach original request)
I am making the request as a (check one):
____ Citizen of the Commonwealth of Virginia Date Response Sent: ______________
____ Member of the Press (attach copy)
News Organization _________________ _____ Identification Verified
Type: ______ Number: _______
OFFICIAL PHOTO IDENTIFICATION
MUST BE PRESENTED PRIOR Date Inspection Made: ____________
TO INSPECTION OF RECORDS (attach record)
OR RECEIPT OF ANY COPIES _____ Itemized Cost Statement Attached
(PHOTOCOPY ACCEPTABLE WITH
MAILED/FAXED REQUEST)
I am requesting access to the following records (please be specific as possible, and attach additional paper if
necessary):
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
Reasonable costs for copying, search, and computer time may assessed in connection with this request. A
current schedule of costs appears in Regulation KBA-R.
______ Check here to request an advance determination of cost.
_____________________________________ _______________
Signature Date
RETURN COMPLETED FORM TO:
RICHMOND COUNTY PUBLIC SCHOOLS
P. O. BOX 1507
WARSAW, VA 22572
RICHMOND COUNTY PUBLIC SCHOOLS
File: KBA-F2
RECORD OF INSPECTION
Date ___________________________ Time In __________ Time Out _________
Person Reviewing/Requesting Records:
___________________________________ _______________________
Name Signature
Staff Person in Attendance or Providing Copies:
___________________________________ _______________________
Name Signature
Records Reviewed (describe)
Photocopies
Item No. Pages Date Copies Made
RICHMOND COUNTY PUBLIC SCHOOLS
File: KG-R
COMMUNITY USE OF SCHOOL FACILITIES
This regulation aims toward establishing procedures and determining the conditions for the best
possible utilization of the physical facilities belonging to the citizens of the community. To achieve this
end, the use of school facilities for school and student-related activities as well as by outside organizations
and groups shall be encouraged when these activities will not interfere with the educational program in the
schools or impair the efficiency of the school.
Proper protection, safety and care of school property shall be primary considerations in the use of
school facilities. The superintendent or designee reserves the right to deny usage or terminate an existing
usage contract for good cause. Failure to pay promptly all rental charges or damages may be considered
sufficient grounds for refusal to grant further use of school property to an applicant.
Application, Approval and Cancellation
The School Board recognizes the highest priority for use of school buildings to be for
instructional programs and student activities approved by the principal. School-related groups,
such as the Parent-Teacher Associations are a second priority. The next priority is use of the
facilities by others, including youth groups, employee organizations, cultural and civic groups,
churches, government agencies, and private organizations that are home-based in Richmond
County.
In no case shall school property be leased to individuals, private parties and/or for private
financial gain.
Applications must be sponsored by reputable and established organizations that
reasonably can be held responsible for the payment of charges, compensation for damages to
property and for use of the property in conformity with regulations on the application. All organized
sporting teams must complete an application for use of school fields.
Nonprofit organizations may be required to submit proof of their status.
The superintendent or designee is authorized to approve and sign application agreements
that meet the requirements of the Board and these regulations. The completed and signed form
shall be a binding agreement between the applicant and the School Board. The school division
reserves the right to deny usage of the facility if the application is received less than five (5) days
prior to the start of the event. No rental application shall be considered prior to the current school
year, unless a special exception is made by the superintendent or his designee. Field rental may
be restricted to two (2) days per week in order that the fields are kept in good condition.
The school division reserves the right to cancel a rental contract up to ten (10) days prior to
a scheduled rental for good cause. Use of schools will automatically be canceled when schools
close due to inclement weather or emergency conditions. The superintendent or designee
reserves the right to cancel field rental/usage because of weather conditions.
RICHMOND COUNTY PUBLIC SCHOOLS
File: KG-R
(Page 2)
II. Times of Usage
The use of school facilities is generally limited to Monday - Saturday. Any event scheduled for
a Sunday must have the approval of the School Board or their designee. The School Board
discourages the use of facilities on a school night if students are participating or will be in
attendance. If the event is over before 9:00 p.m., occasional use may be granted if it is beneficial
to the youth. Limitations will be established for use on school nights.
III. Fees
Currently a rental fee of $150 is charged to cover the expenses related to the services of
the support staff. These services may include setting up for the event, custodial time to clean
afterwards, services of the cafeteria personnel and other services related to preparing the facility.
If these costs exceed $150, then an additional fee will be charged to cover the cost of these
expenses.
All fees must be paid at least four (4) days in advance, and the sponsoring organization
whose name appears on the application shall be held responsible for any and all damages to
school property and equipment stemming from their use.
The building rental fees collected will be made payable to the school. The school principal
or designee shall retain a copy of all approved application forms in school files for three years for
examination by school auditors. The principal or designee shall establish a procedure for payment
of personnel expenses. A file shall be maintained in the school office recording payments to
employees based upon service under this regulation. All such employee payments must be paid
from the fees collected therein.
IV. Fund-Raising Activities
Nonprofit groups may sell merchandise in school facilities only to support or benefit local
programs. Further, where the purpose of nonprofit groups is to sell merchandise, the application for
facilities use may be approved only if the group owns title to the goods sold and will be the primary
beneficiary of the revenues.
School organizations and school supportive groups having fund-raising activities are also
allowed to authorize the selling of merchandise by third parties. The principal may require special
conditions, however, including additional registration fees and/or minimum payments to the sponsoring
organization.
V. Protection of School Property
For use of indoor facilities, an administrator or an approved designee shall be on
RICHMOND COUNTY PUBLIC SCHOOLS
File: KG-R
(Page 3)
duty at the school property at times when the facilities are in use. No equipment or furnishings may be
used or moved without the consent of the employee in charge if such usage is not in conformity with the
contracted agreement. Documentation of a group's nonprofit status and liability insurance coverage shall
be required. The group's insurance documentation shall include:
Name of policy holder and insurance company
Policy number
Effective date
A certificate of insurance designating the Richmond County School Board as the
Additional Insured
Minimum liability coverage of $1,000,000 per occurrence
The sponsoring organization shall be responsible for crowd control measures, including the
employment of police protection when required. Such control shall be arranged in advance when deemed
necessary by the superintendent or designee.
The sale or consumption of food and/or beverages will be limited to the cafeteria area only.
Use of alcoholic beverages and tobacco shall be prohibited on school property.
VI. Informal Usage of Outdoor School Property
The School Board endorses the concept that the outdoor facilities at the schools serve a function for
the community. It is understood that, in general, these facilities shall be available by groups on a scheduled
basis in according with the requirements for use of the indoor facilities. The School Board or its designee may
adjust the fee structure for the outdoor school property.
Approved by School Board: March 12, 1997
Revised: July 14, 1999
RICHMOND COUNTY PUBLIC SCHOOLS
File: KG-F
APPLICATION FOR USE OF SCHOOL FACILITIES
Name of Organization ______________________________________________________________________________________
Authorized Agent: _________________________________________ Contact Person: _________________________________
Address: ________________________________________________________________________________________________
Contact's Phone #: Work __________________________________ Home ___________________________
School or site: ____________________________________________________________________________________________
Space to be used: _________________________________________________________________________________________
Dates to be used: _____________________ Alternate date: ______________ Total hours: ________________
Beginning time: __________ Ending time: _____________ With air conditioning: ____________ With heating: _________
Capacity expected, approximately? _______________________________Will there be a charge for admission? _______
Specify the purpose of activity/performance for use of space: _______________________________________________________
________________________________________________________________________________________________________
________________________________________________________________________________________________________
Equipment or facility needs (specify): __________________________________________________________________________
________________________________________________________________________________________________________
Meeting held with school principal? _______ yes ________ no Is organization nonprofit? __________
Insurance Company _______________________________________ Name of Policy Holder _____________________________
Policy #: __________________ Effective Date: ______________ Liability limits: _________________
Certificate of Insurance designating Richmond County School Board as Additional Insured: __________________
APPLICANT AGREEMENT:
1) We will be responsible for payment of the rental fee four (4) days in advance;
2) This permit may be canceled by the School Board at its discretion;
3) That we become responsible for any and all damage to the site, building, and/or equipment, for the duration of the time(s)
and date(s) listed on the application and understand that we will not be permitted to use the school property again if we
fail to undertake these measures;
4) That we agree to indemnify and hold harmless the School Board, and all of its officers, employees, and agents from any
and all claims demands, suits causes of action, or judgments any person had, now has or may have in the future against
the event which is the subject of this agreement;
5) The School Board is not liable for anything we do or sponsor while using these facilities;
6) This organization has an open membership policy and does not discriminate on the basis of race or sex;
7) We understand that smoking and alcohol use are prohibited on school property;
8) We will restrict usage to assigned areas and observe contracted time limits;
9) We will obtain prior approval before any signs, placards, or banners are erected on school property;
10) We agree to follow all requirements set forth in Regulation KG-R.
_______________________________________________________ _______________________________________________
Signature of Authorized Agent Signature of Contact Person Supervising Activity
__________________________________________________________________ __________________________________
Signature of School Principal Date
RICHMOND COUNTY PUBLIC SCHOOLS
Application is:
____ Approved
____ Denied __________________________________________________________
Superintendent/Designee
____ Notified of decision ________________________________________________
Date
IRS Nonprofit Letter Submitted? Yes _______ No _______
Liability Insurance Policy? Yes _______ No _______
Rental Fee $ ______________________
Date Paid _________________________________ Check # ____________________________
RICHMOND COUNTY PUBLIC SCHOOLS
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