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KG Use of School  Facilities by Non-School Groups KG

The Board may allow use of school buildings and school grounds at reasonable times and reasonable rates to recognized community organizations whose activities are of general interest to the community and whose use of the school facility is for a community purpose.  Use of any school facility or school grounds, however, shall not interfere with daily school use or any school­ sponsored activity.  Usage is subject to limited access and availability.  School activities shall have first priority for facility use.  No group or organization shall be allowed to use school facilities for private profit-making purposes.   School-related organizations, such as parent-teacher associations, shall have priority over non-school related organizations.   Shawnee Heights Optimist Basketball Programs shall have priority over other non-school related organizations. The Board delegates to the Superintendent  and  administrative  staff,  the  authority  and  duty  to  consider  and  approve  or disapprove requests for use of school facilities for non-school use according to this policy and applicable law.

Fees and Rental Charges

The Board shall establish reasonable fees and/or lease/rental charges for the use of any school facility or school grounds; fees and/or lease/rental charges will cover costs of wages of school personnel involved and utilities.  The fee and/or lease/rental charges shall be approved by the Board and shall be reviewed annually.

Lease Arrangements

The Board of Education has authority to consider and approve or disapprove lease arrangements.  Lease arrangements are considered for clubs and organizations who request the use of  building more than  ten  (10)  times  year  and  who  do  not  meet  the  50%  patron  usage requirement.   The lessee shall obtain and pay for general liability insurance coverage, including personal injury and property damage, for all persons who use or attend activities in this facility under an agreement.  U.S.D. #450 Shawnee Heights shall be named as an additional insured under this policy.   A valid certificate of insurance form shall be sent to the U.S.D. #450 Shawnee Heights district office prior to the scheduled use of the facility.

Supervision ofNon-School Groups

Whenever any school facility is used by non-school groups or individuals, a school employee shall be on duty to see that the building and equipment are properly used.  Youth and children's groups using school facilities must be supervised by an adequate number of adult sponsors to assure proper care and use of school property.

A custodian may not be required to be on duty when, in the principal's opinion, it is not necessary.  In this case, the sponsors and the principal accept full responsibility for the building's use.

Insurance and/or Bonds

The Board, through its duly authorized agent, reserves the right to require bonds (cash or otherwise), insurance, or other damage deposits, acceptable to the Board before allowing usage of the schools' facilities.

Termination Clause

The district has the authority to terminate the use/rental/lease agreement for the violation of any provision in the use/lease/rental agreement, or for unforeseen circumstances.

Approved: August 21, 1989

Revised & Approved: November 6, 1995

Revised & Approved: August 21, 2000

Revised & Approved: October 3, 2005

Revised & Approved: July 20, 2015

A. The buildings and grounds of Unified School District No. 450 are available for use by tax-supported, non-profit, and community interest groups not school related, at a nominal charge based on the cost of operation of the facilities to be used. The group using the facility should consist of at least 50 percent patrons of U.S.D. No. 450.   Violations of this regulation will result in forfeiture of all remaining scheduled usage, all fees paid, and may prohibit any future scheduling of gymnasiums by the party who signed the contract.   All facility rentals are divided into three groups.

1.Those of a recreational, civic or educational nature:

  1. All meetings conducted as a part of the official activities ofthe  school district (including PTO and site councils), will be allowed the use of school buildings without charge.   All regularly scheduled meetings conducted as a part of the activities of scout groups, 4-H clubs, Shawnee County Parks and Recreation Department, Camp Fire Boys and Girls, and the Y.M.C.A. Primetime, not sponsored by the district, will also be allowed the use of the school buildings free.
  2. All other facility rentals falling within the first group above, whether an admission fee is charged or not, provided there is a reasonable assurance that the proceeds, when a fee is charged, will be used for the promotion, improvement, or betterment of the community, will be allowed the use of the school building upon payment of certain charges, which are composed essentially of the costs of janitorial services and utilities. 

2. Those of a religious nature:

  1. The use of school facilities for non-school related religious groups will be allowed on the same basis as other community groups mentioned in #1(b) above. However, churches requesting gym rentals must follow the 50% patron participation guidelines.

3. Those of a political nature:

  1. No use of school facilities for political purposes will be allowed. Exception: Facilities may be used for election polls and non-partisan community information and election activities.

Approved: August 21, 1989
Revised & Approved: October 5, 1992
Revised & Approved: October 18, 1993
Revised & Approved: September 6, 1994
Revised & Approved: November 6, 1995
Revised & Approved: August 21, 2000
Revised & Approved: October 3, 2005
Revised & Approved July 20, 2015

GENERAL REGULATIONS FOR BUILDING USE/RENT/LEASE

Under Kansas law, the Board of Education has authority to allow public school buildings to be used by recognized  community  organizations whose activities are of general interest to the community and  whose  use of  the school  facility  is for a community  purpose.   Reasonable  charges to cover custodial and utility costs may be levied.

  1. All provisions of board policy KG/KG-RUse of School Facilities by Non-School Groups and the General Regulations for Building Use/Rent/Lease must be followed. Failure to do so by an individual or group using the building will result in forfeiture of the right of further occupancy. No tolerance for infractions of the contract provisions or board policy will be allowed.
  2. All gymnasium rental agreements are made at the Shawnee Heights Central Services Facility located at 4401 S.E. Shawnee Heights Road.
  3. Building rental contracts must be properly executed on or before 4:00 P.M. two days before the facilities will be used and the fee, if any, must be paid at the time the contract is issued. Those wishing to contract for more than one date must pay for all the dates at the time arrangements are made. Persons wishing to cancel their reservation for a school facility must do so one (1) week prior to the day the facility is to be used if they wish to be reimbursed the rental fee.
  4. A copy of the contract shall be presented to the building custodian at the time admittance to the building is requested. Custodians have been instructed to grant admittance only to groups having previously made arrangements through the Central Services Facility.
  5. Applicants who lease building facilities must agree to indemnify the district for any damages to the school's property arising out of their use. The lessee shall obtain and pay for $1,000,000. of general liability coverage, including personal injury and property damage for all persons who use or attend activities in the facility under this agreement.
  6. The building area(s) used by the renter will be cleaned and put back in order prior to the renter leaving at the end of each day's activities. An additional charge will be made for noncompliance. No tolerance for infractions of the contract provisions will be allowed.
  7. Youth or children's groups must be supervised by an adequate number of adult sponsors to assure proper care and use of school property. Supervisors of groups are required to remain in the building until all members of the group have left or been picked up.
  8. At least one (1) of the three (3) adult patrons who signed the contract must be in attendance at the facility for the duration of the rental period. In emergency situations requiring a change of sponsorship, contact must be made with the building principal of the rental facility prior to 4:00P.M. the day of the rental.
  9. All persons attending the activity shall confine themselves to the room(s) and corridors assigned for their use, not bring drinks into the gymnasium, stay of the stage and equipment not in use for the activity, and depart the building at the prescribed time.
  10. Tobacco, weapons (as defined by statute), unprescribed controlled substances and intoxicating liquors, including beer and wine, shall not be used in the building or on school property either by individuals, the group, other participants, or others in attendance.
  11. Use of equipment, supplies and apparatus belonging to the school district shall not be used by groups renting buildings or grounds, unless specified in the contract. No school furniture or equipment will be rented or loaned to be moved from the building in which it is located.
  12. Non-school groups of the district may use school kitchens only when they can find no suitable facility elsewhere. In such cases, the user must pay for a school cook to supervise the use, in addition to rental fee. The user will reimburse the district one and one-half time the cook's regular salary for any ovetiime worked as a result of facility rental.
  13. A school facility is available for rental only when a staff member is on duty. The staff member shall be instructed to see the building and equipment are properly used.
  14. At least 50% of the group using the facility shall consist ofU.S.D. #450 patrons.
  15. The district reserves the right to cancel reservations because of unforeseen circumstances. Rental fees will be refunded for such cancellations.
  16. The person, persons, or groups making application for school facilities use shall agree to reimburse the district for any property damage done to school facilities or prope1iy by persons of the pmiicipating group. Any damages occurring during usage will be billed to the individual and/or organization renting the facility. Further, the renter shall hold harmless and reimburse the district from any and all expense arising because of any claim which may hereafter be presented by anyone for loss and damages or personal injury as a result of the use of the school facility by the renter.

AUDITORIUM RENTAL

Patrons  requesting  and  using the district  auditorium shall  be subject  to the above  list of general regulations and the following fees.

  In-District Patron Non Patron
Auditorium; Manditory $200 per hr. $500 per hr.
Custodian; Manditory $30 per hr. $35 per hr.
Security; Optional $30 per hr. $35 per hr.
Administrator $50 per hr.  $60 per hr.

 


ELEMENTARY  GYMNASIUM RENTAL REGULATIONS

Patrons requesting  and using the elementary school  gymnasiums shall be subject to the above  list of general  regulations and the following supplemental regulations.

  1. All gymnasium rental agreements are made at the Shawnee Heights Central  Services Facility located at 4401 S.E. Shawnee  Heights  Road. An annually  established date for the beginning of gymnasium rental requests will be set each year by the Assistant to the Superintendent for Business Affairs. This date will be published in the district newsletter.
  2. Patrons applying for gymnasium rental must furnish the following information:
    1. Date, time, type of usage, and name of the facility requested.
    2. Name of the organization and the patron's name, address, and telephone number.

3.  A patron will be limited to ten (10) rentals per school year, with no more than one (1) rental scheduled per week.  However, the patron may exceed ten (10) rentals only by renting gyms which have not been scheduled within two (2) days prior to the day of the gym usage.  A patron may only apply for his/her own rental.

4.  Patrons applying for gymnasium rentals in person are required to pay for the rentals at that time. Patrons applying for gymnasium rentals by telephone are required to pay for the rentals within one (1) week after the phone call or the dates may be forfeited.

5.  The gymnasium rental agreement (contract) must be properly executed on or before 4:00

P.M. two days before the facility will be used.  A rental agreement will not be considered complete until payment is received, the contract is signed by both parties, and the original is returned to the Central Services Facility.

6.  A FACILITIES USE Form must be completed and presented with the contract listing the name, address and telephone number of each member of the group using the facility.  AT LEAST FIFTY PERCENT (50%) OF THE GROUP SHALL CONSIST OF PATRONS OF U.S.D. #450.   This form will be provided with the copy of the contract.  Violation of this regulation will result in forfeiture of all remaining scheduled usage, all fees paid, and may prohibit any future scheduling of gymnasiums by the party which signed the contract.

By administrative approval, on an annual basis, an exception to the 50% rule will be granted to Capital City Youth Basketball League and Topeka Youth Basketball Association and  other  associations  in  compliance  with  the  Kansas  State  High  School  Activities Association regulation limiting the number of players per school district to compete on a team.  The coach of each team contracting for use of the facility must be a patron of U.S.D. #450, unless the coach represents a team using the facility under a lease agreement.

7.   Gymnasium rental for volleyball and basketball will be assigned as follows:

Volleyball

September - November

December - March

Tecumseh South - Tuesdays and Thursdays

Tecumseh South & Tecumseh North­ Tuesdays and Thursdays

Basketball

September- May All elementary buildings - Mondays, Wednesdays

Friday activities will be scheduled at all buildings based on a first come, first served basis for either volleyball or basketball.

The gym activity schedule may be adjusted by administration depending on need.

8.  Elementary school gymnasiums will be available for rental at the following evening time periods only on days when a member of the custodial staff is available:

5:00-6:30 P.M. 6:30-8:00 P.M. 8:00-9:30 P.M.

9.  All 6:30- 8:00 P.M. time periods are reserved for use by grade Pre-K-12 students of the district.  If the gymnasium is not rented 2 weeks prior to a given use date, it will be available to rent by adults other than students of the district.

10. The Middle School, High School and Senior High School gymnasiums are only rented with

Board of Education approval.

Approved: August 21, 1989
Revised & Approved: October 5, 1992
Revised & Approved: October 18, 1993
Revised & Approved: September 6, 1994
Revised & Approved: November 6, 1995
Revised & Approved: August 21, 2000
Revised & Approved: October 3, 2005

I certify that I have been given a copy of the General Regulations for Building Use/Rent/Lease and understand that I am responsible for reading the information and agree to abide by all provisions of the regulations. I also understand that one of the individuals whose signature appears below must be in attendance during the time the building is rented. 

Signature of Adult:________________________ Sponsor Phone Number:________________________

Signature of Adult:________________________ Sponsor Phone Number:________________________

Signature of Adult:________________________ Sponsor Phone Number:________________________


FACILITY RENTAL FEES AND CHARGES ON FILE WITH THE CLERK OF THE BOARD OF EDUCATION

A. Elementary Gymnasium Rental Fee Per Time Period:

1. Adults and mixed age groups - $40.00

2. School age groups- $20.00

3. Shawnee Heights Optimist teams- No Charge

B. In addition to a custodial fee of $30 P.er hour, (set up, take down and clean up), a two hour rental for use of the school facilities (except elementary school gymnasiums) will be as follows. These facilities are seldom available due to school activities and require considerable pre-planning for their use.

1. Middle School auditorium, High School Sub Varsity Football Field, Track and Practice

Fields- $50 per hour with Board of Education Approval

2. Elementary School Auditoriums- $25.00 per hour with Board of Education Approval

3. Cafeterias:

  • Dining room and Kitchens - $20.00. User will be expected to leave kitchen and equipment clean and in order and will follow the same guidelines as established in Policy Regulation KG-R, Section B, No. 10.
  • Dining room only- $10.00
  • Dining room with food or refreshment served - $15.00