Facilities and Rental                       

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

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 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 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 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 rental. 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
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
7. All rental time shall be computed from the time of requested opening to closing of the 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, keys, and property shall not be loaned or removed from the
10. Gymnasiums shall be rented only where adequate protection of the gym floor and participants is assured by the Renters shall pay for any damage caused to the gym, equipment or floor.
11. Supervision: The building principal shall appoint an adult supervisor who shall be responsible for oversight of the building and facilities used during the rental 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.
12. 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.
13. Buildings may not be left without such supervision while 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.
14. The cost stage hands, light, sound technicians, police, ushers, supervisors, , shall be in addition to the basic fee.
15. Inter local government agreements shall be negotiated by the Superintendent and supersede this
16. Deposit: Principals shall require a minimum deposit of $25.00 to be returned or applied to the rental cost when facilities are left clean and In unusual situations, the deposit may be increased as the principal deems appropriate.

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 thru 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.  Free Use
   Free Use shall apply to those organizations that are organized for educational, general character, and/or welfare purposes, under the direction of South Sanpete School District or other governmental agencies serving the public interest. All meetings qualifying under these provisions shall be non-exclusive, open to the public, and free of charge. If facilities or services are required above the normal provisions, the actual cost of such facilities or services shall be charged. Free use shall apply to the units of the Parent Teacher Association and the Parent Teacher Organization.
2. Actual Cost Use
   Actual cost use shall apply to those organizations that charge admission fees or solicit contributions, the net proceeds of which are expended for the welfare of pupils of the District or for charitable purposes and other civic groups whose purposes are for the betterment of the community. The District charge will not exceed actual cost of the operation of the facility. Church or religious organizations shall be charged actual cost for any use. Actual cost shall also apply to private individuals for such things as family functions, etc.
3. Fair Market Use
   Fair market use shall apply to those individuals/organizations that charge admissions or fees to the activity which will be spent for other than charitable or welfare purposes. The minimum rental shall be equal to the fair market value charged for rental of comparable facilities in the private sector.
   These include, but are not limited to:
   • Teachers providing private instruction for a fee such as music
   • Events for which admission is charged, items sold, or paid instruction for students such as a music, art, dance, aerobics, basketball, weight

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:

1.      District and school extracurricular activities
2.      Local city or county recreational programs with signed agreements
3.      Accelerated teams
4.       Other events and programs (pitching clinics, dance company, )

Building Rental Fee Schedule:

The Rental Fee Schedule shall be established by the Board of Education. The Rental Fee Schedule is subject to annual review. Fees indicated are hourly and include Building Supervisor and cleanup. Principals may assign building supervision and cleanup by persons (typically school employees) who are willing to waive their reimbursement costs. Fees for unusual Fair Market Use Events such as concerts and competitions may be adjusted to reflect size of crowds and admission charges with District Office approval.

Type of Facility                                                  Actual Cost                                                 Fair Market

 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 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_and_Rental.pdf