Facilities and Rental                                                                                                              

Revision of Policies: (DFDA, DFDA-2, DFDA-SP) 2-12-14
Revision: 8-6-14, 2-9-21, 11-8-23, 2-11-26

PHILOSOPHY

The Board of Education of the South Sanpete School District recognizes that school facilities belong to the school community. Therefore, it is their policy to encourage the use of these facilities by groups and organizations whose purposes and objectives contribute to the development of the school program or the community.

The Board of Education also recognizes that the primary purpose of school facilities is to implement the regular instructional program and those other uses should not interfere with this program.

The Board of Education further recognizes that there are costs involved in non-school use of facilities and that charges should be made so that tax money will not be used in support of non-school activities. Recognizing these costs, the Board charges the superintendent and business administrator with the responsibility of developing a fee schedule and administrative rules for the implementation of this policy.

PURPOSE

To provide opportunities for citizens to participate in educational and recreational activities through the establishment of a building and facilities rental fee schedule and procedures.

POLICY

All District buildings are by law civic centers and may be used by District residents for supervised recreational activities and meetings. 53G-7-209

1. Use of District property for civic center purposes shall not interfere with any school function or purpose. 53G-7-209
2. Any group, team, business, individual, etc. must fill out a facility user agreement regardless of whether they have pay to rent the facility and regardless of whether they have to provide proof of insurance.
3. The lessee is subject to adherence to the standards of behavior of the school and Utah State Law. Tobacco, alcohol, and drugs will not be permitted on school property. Violation of any of these standards is grounds for termination of the rental agreement and the immediate removal of those individuals associated with the Violation may result in the forfeiting of all deposits and additional charges may be assessed.
4. Principals or building managers shall charge for the use of the facilities as outlined in the Rental Fee Schedules.
5. A principal or building manager may refuse the use of District
6. Collection for rental is the responsibility of the principal or building manager and shall be made in advance.
7. All rental time shall be computed from the time of requested opening to closing of the doors. Persons lingering in the building shall be the responsibility of the lessee and closing time shall be the time when all persons associated with the rental have left the building. The fee will be adjusted for additional time.
8. The principal or building manager shall establish additional charges for school equipment (tech equipment or other) and supplies used by the
9. Equipment, and property shall not be loaned or removed from the
10. Gymnasiums shall be rented only where adequate protection of the gym floor and
11. participants is assured by the lessee. Renters shall pay for any damage caused to the gym, equipment or floor.
12. Supervision: The building principal shall appoint an adult supervisor who shall be responsible for oversight of the building and facilities used during the rental period. Supervision may also include a custodian when the building principal deems that immediate access to a custodian may be in the best interest of the District.
13. If kitchen facilities are going to be used, an employee of that kitchen must be in attendance to supervise and will be paid their regular hourly This cost will be in addition to the building rental fee.
14. Buildings may not be left without such supervision while occupied. In addition to the building supervision provided by the school, all rental groups must provide supervision to maintain order and prevent damage or loss of school property.
15. The cost of stage hands, light, sound technicians, police, ushers, supervisors, , shall be in addition to the basic fee.Interlocal government agreements shall be negotiated by the Superintendent or Business Administrator and supersede this policy.
16. Deposit: Principals shall require a minimum deposit of $50.00 In unusual situations, the deposit may be increased as the principal deems

Liability Insurance

Insurance: All commercial enterprises, i.e. for-profit groups wishing to use any of the South Sanpete School District facilities will be required to have liability insurance naming the South Sanpete School District as an additional insured with minimum limits of $1M/$3M. The insurance certificate should also give the District the right of advance notice of cancellation. The amount of the required notice should be at least ten days but preferably thirty days. The insurer or user group is required to send proof of insurance to the District. These same requirements also apply to City Recreation Programs, Traveling Club Teams, and others who use the facilities on a regular basis. Accelerated teams may NOT use the school name or be affiliated with the school or district.

Non-Commercial Users: (including individuals and community groups) The use of school buildings and grounds is granted pursuant to the Utah Civic Center Status at UCA 53G-7-209. Approval under this policy is a Permit under the Civic Center statues and grants the District full legal immunity under the Governmental Immunity Act of Utah Pursuant to 63G-7-2-201. Based upon availability and principal's permission, District/school facilities may be rented Monday through Saturday. Any rental on a Sunday is highly discouraged; however, any such use would need to be pre-approved by the building principal and the superintendent on a case-by-case basis for an occasional or extenuating circumstance and meet all of the requirements of this Policy.

CLASSIFICATION OF USE

1. School Employees
   District employees may use district facilities without charge for one-time non-profit events, but must remain present the entire time to supervise the event, ensure the facility is cleaned up, and secure the building during and after the event.
2. Non-Profit and Educational Related
   These are events that are organized for educational, general character, and/or welfare purposes, under the direction of the District or other governmental agencies serving the public interest. Examples: Class Reunions, Political Caucus Meetings, PTA, PTO, or Fundraisers (where proceeds go to the school or District).
3. Non-Sponsored Developmental Programs
   Non-sponsored programs that are in direct support of and build/strengthen high school programs, involves only participants that are enrolled in the District’s schools and are ran by non-paid volunteers. The Permittee and/or other involved parties cannot use funds for personal gain. Examples: Accelerated Sports Teams and other similar parent led clubs.
4. Municipalities
   Municipalities in the District may use district facilities for one-time non-profit events, but a city/county representative must remain present the entire time to supervise the event, ensure the facility is cleaned up, and secure the building.  If custodial or technology services are needed, they will be provided by the District and billed to the municipality in addition to any fee.
5. Civic and Community Organizations
   Civic and community groups my use District facilities for one-time non-profit events. If custodial or technology services are needed, they will be provided by the District and billed to the organization in addition to any fee.  Examples: Family Groups, Civic Groups, State Tax Supported Organizations, Non-District Schools, Parent led practices that do not fit the definition of #2.
6. For Profit Organizations
   For profit organizations are individuals or groups that charge a fee, sale items or products, and any other group that does not qualify in one of the above classifications. If custodial or technology services are needed, they will be provided by the District and billed to the organization in addition to any fee.  Examples: Fall Festival, Mistletoe Mall, Music Recitals, Dance Reviews, Private Lessons, Private Athletic Camps, etc.

 Use of Gymnasiums and Scheduling

South Sanpete School District may allow the use of gymnasium facilities to non-district entities, including city or county recreation programs, accelerated programs, other events/programs, etc. Due to the demand for the use of gym facilities, building administration will work with outside entities to the best of their abilities. Still, it may not be able to accommodate all requests. The following outlines South Sanpete School District priority in scheduling:

Building Rental Fee Schedule:

The Rental Fee Schedule shall be established by the Superintendent/Business Administrator and approved by the Board of Education. The Rental Fee Schedule is subject to annual review. Fees indicated are hourly. Fees for unusual Events may be adjusted to reflect size of crowds and admission charges with District Office approval.

In addition to any of the above rates, the school administration reserves the right to increase charges for the purposes of air- conditioning, lighting, security guards, additional custodial requirements, and/or school district administration requirements which are not within the policy rates but are necessary for the protection of school property and those in attendance.

Non-Public School Students

"Non-public school students shall not be allowed to attend or participate in school-sponsored field trips/activities, to be on school property, or to play on school equipment during the school day unless they are an official member of that school or a class sponsored by the school."

Policy_DD_Facilities_Rental.pdf