Facility Rental
Contact: Glenette Neal Tel: 981-1150 Fax: 981-1881 Email: GNeal@rock-hill.k12.sc.us
Policy
COMMUNITY USE OF SCHOOL FACILITIES
Code
KF
Issued
1/09
Purpose: To establish the basic structure for community use of school facilities. Use of Buildings The board looks upon school property as a community asset and believes that such facilities should be fully utilized in promoting the health and welfare of the children, youth and adults in our school district. Almost invariably, however, the non-school use of school facilities involves expenditures for HVAC, lighting, custodial and other incidental expenses. Therefore, there will be fees that will incur to cover these expenditures. Requests for the use of school buildings and equipment must be referred to the principal of the school and superintendent’s designee who will be guided by the following statement of policy: School buildings and other facilities may not be used for the following purposes: 1. to compete with commercial organizations or businesses in providing services to the public; 2. to provide space for any group utilizing equipment, costuming, and the like which could cause damage to the facilities; 3. to provide a meeting place for extended and/or continuous use for more than five days by any group or organization without specific authorization of the board of trustees; It is the policy of the board to allow the use of school buildings and other facilities for the following purposes: 1. to permit the use of facilities for school related functions i.e. booster clubs, PTO’s, school sponsored athletic events and school sponsored academic activities. Such use will be without charge unless the district incurs additional expense because of this activity. 2. to permit the use of facilities for the City of Rock Hill Recreational Department, York County Government, YMCA and the Rock Hill/York County Convention & Visitors Bureau. Such use will be without charge unless the district incurs additional expense because of this activity. At the discretion of the superintendent/designee, other recognized entities may be allowed to use facilities consistent with this provision when their function is determined to be in the best interests of the district’s students. 3. to cooperate with organizations or individuals promoting nonprofit and/or charitable projects when the purpose of these projects is to raise funds used for the interest of public good and when no individual or group promoting the project receives tangible rewards or profits from activity; 4. to permit the use of facilities, including auditoriums, cafeterias, assembly rooms, or classrooms for meetings of various kinds which are clearly in the interest of public good or promotion of public welfare. 5. to permit the use of facilities for polling places for special, primary or general elections. Such use will be without charge unless the district incurs additional expense because of this activity.
Administrators employed by the school district will be required on site when buildings are open after normal school hours. In the event a kitchen is required, adequate Food Service employee(s) must be hired while the kitchen is in use. In the event special lighting and sound equipment is needed, a school district technician must be hired. Adequate custodial employee(s) will be provided for all events. Principals must approve all requests for their facilities. A damage deposit will be paid in advance. In the event damage to school facilities or equipment has incurred, the occupant will be responsible and continued use of facilities may not be permitted. If this deposit is more than the actual costs of damages, a refund will be given to the occupant. School district facilities and equipment must not be altered in any way. Any added equipment must be freestanding, causing no damage and must have prior approval. Certificate of Insurance will be required at time of request of school facilities, except for school associated organizations. Failure to comply will result in disapproval of the request. Use of school facilities by the schools and by school related organizations takes precedence over all other uses. Failure to adequately compensate the district for the use of facilities will result in disapproval of future requests for use of facilities. Use of facilities is restricted to recognized nonprofit community organizations. The school district will not rent any building or part thereof to an individual or group for private or corporate gain, except when the activity is considered to be a desired part of the school curriculum and the school does not offer the activity in its curriculum. Facilities will be made available only to organizations physically located within the Rock Hill Schools boundaries. Organizations using school facilities are responsible for the proper conduct of all persons attending the event; for providing police protection, if needed, if determined by the principal or superintendent that such protection is needed; for compliance with all state and federal laws (including rules of the board of health, police department and fire department); for immediate repair and restoration of school property in the event of any damage; and for all liabilities of all persons in attendance. The use of school grounds by non-school groups on a continuing basis will be allowed only for use by schoolage children. Agencies or groups using the school grounds must be responsible for any liability and damage to school property. Approval of such arrangements will be left to the discretion of the superintendent. The superintendent’s decision may be appealed by any group to the board.
Adopted 11/27/89; Revised 2/24/92, 04/25/05, 5/22/06, 1/26/09
Organizations using the facilities are responsible for (a) the buildings and grounds, as well as the conduct of all persons attending the function for which the request is made, and (b) payment of costs for any damages incurred to school property while the facilities are being used. A school employee will be available to unlock and lock the facilities and to be present during the time the facilities are being used for emergencies or matters needing attention that outside agencies or individuals cannot handle; however, this does not include janitorial services. Persons using the facilities are responsible for leaving the buildings and grounds in the same manner as they were provided to them, i.e., clean and free from trash and debris. There is to be NO SMOKING in any area of the building. The consumption of ALCOHOLIC BEVERAGES is PROHIBITED on the grounds and within the buildings. The sale or serving of food or beverages is prohibited except within the cafeteria when the use of this area is included in the request. School-sponsored affairs have precedent, up to one month, over other use of facilities; consequently, reservations are not guaranteed, should there be a conflict. General Rules for Use of Auditoriums: 1. No food or drink will be allowed in the auditorium. 2. No banners or other materials will be fastened to the curtains or walls. 3. Nothing may be nailed or fastened to the stage floor. Care must be taken when moving props not to scratch or damage the stage floor. 4. Only persons authorized by the principal will be allowed to operate lights, sound equipment, heat and air-conditioning. 5. There will be no smoking in the auditorium or the building in which it is housed or on school grounds. 6. Users of the auditorium are expected to use trash receptacles and to leave the entire area of use neat an orderly. Schedule of Rates for Rental of School Facilities Regular Classroom: Charges: $50 user fee, $50 damage deposit, $20 per hour plus event workers fee as noted in fee schedule. Cafeteria (No cooking, kitchen locked, must be serving catered meal or using cafeteria for meeting room): Charges: $75 user fee, $50 damage deposit, $25 per hour plus event workers fee as noted in fee schedule. Cafeteria/Kitchen: Charges: $100 user fee, $100 damage deposit, $30 per hour plus event workers fee as noted in fee schedule. Gymnasium / Auditorium: Charges: $200 user fee, $200 damage deposit, $50 per hour plus event workers fee as noted in fee schedule. Stadium: Charges: $500 user fee, $500 damage deposit, $100 per hour plus event workers fee as noted in fee schedule. Soccer Field/ Football Field: Charges: $200 user fee, $75 damage deposit, $25 service fee and $30 per hour for lights if used. Baseball Field / Softball Field / Tennis Courts: Charges: $100 user fee, $75 damage deposit, $25 service fee and $30 per hour for lights if used. FEES School district employees’ overtime fees for working community use of facilities or contractual custodial workers per hour (including overtime) when appropriate: Administrator on duty Custodial Workers Cafeteria/Kitchen Workers Maintenance Worker 0-4 hours: $100 4+ hours: $200
$25 per person per hour $35 per person per hour $30 per person per hour
The principal and appropriate district staff will determine the number of workers needed for each event. This will allow for the reasonable use of employees and work load necessary to cover the event and having the school area used ready for school activities the following day. By signing this agreement, the organization using the facility releases the school district of personal liability and, thereby, assumes this responsibility. The person signing this request has received and understands the district policy and will be held responsible for any non-compliance. _______________________________ Signature
REQUEST FORM Rock Hill Schools Request for Use of School Facilities
Date _______________ Name of Organization: _______________________________ Certificate of Liability Insurance information: Insurance agency: ___________________________________ Policy: _______________ Exp. Date: ______________
Name of school: ___________________________________ Area(s) of building desired __________________________ If requesting an auditorium, indicate if special equipment is needed for: Lighting ______yes _______no Sound _______yes _______no Date(s) requesting: ____________________________________________________ Hour facilities are to be Open: __________________ Closed: ___________________ Estimated attendance ___________ if cafeteria is requested, will a meal be served? __________
Purpose for which facilities are to be used (describe fully, use separate page if necessary): _______________________________________________________________________________________________ _______________________________________________________________________________________________ Signature ________________________________________ Address_________________________________________ Print name: ___________________________________ Telephone_____________________________________
Approved____________________ Date ____________ (Superintendent’s Office) Administrator assigned to event: __________________ Charges: __________ Damage Deposit __________ User Fee __________ Hourly Fee __________ Service Fee __________ Hourly Fee for lights __________ Administrator Fee
Approved______________________ Date ___________ (Principal of School)
Certificate of Liability Insurance must be submitted with request. All fees must be paid in full prior to rental.
__________ Custodial/ Cafeteria/ Maintenance Worker