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Policy

Community Relations

Use of School Facilities and Equipment

Use of Facilities and Fee Schedule

The Board of Education recognizes that the school buildings and property are constructed and held for the benefit of the educational program within the Saunders County School District No. One. Therefore, it is the policy of the board that district programs shall have priority in the use of school facilities.

1. Priorities for Facility Use
   
   The following priorities are established for scheduling the use of School District facilities and equipment:
   
   
1. Priority 1 Uses: Building or district-wide school events, activities, and programs;
2. Priority 2 Uses: Events or activities that are designed to serve Ashland-Greenwood students or are related to any function of the school when such functions are planned and directed by Ashland-Greenwood Public Schools Foundation, approved school-community associations, school-affiliated non-profit groups;
   
   
3. Priority 3a Uses: Events or activities which serve Ashland-Greenwood area youth (i.e., a majority of participants must be from Ashland-Greenwood) that are planned and directed by non-profit youth organizations not directly affiliated with the school;
   
   
4. Priority 3b Uses: Nonprofit groups and individuals whose activities promote adult physical fitness and recreation and who do not charge membership fees, request donations or have paid staff members and whose majority of participants are residents of the Ashland-Greenwood community; or charitable fundraising events or activities;
   
   
5. Priority 4 Uses: Non-profit public civic, service, or other public groups whose purpose for the use of the facility is to promote the general welfare of the Ashland-Greenwood community;
   
   
6. Priority 5a Uses: Private non-profits and religious organizations.
   
   
7. Priority 5b Uses: Individuals or groups involved in activities not listed above.
   
   

2. Limitations on Use of School Facilities

In no event will the use of school facilities and equipment be permitted:

1. when the use would interfere with any class-related use;
2. when the use would interfere with events sponsored by the school or school groups;
3. when the use would involve illegal activity;
4. when the organization or individual(s) involved have previously engaged in (or can reasonably be expected to engage in) any form of illegal discrimination or violence, or, when such organization or individual(s) advocate (or have a reputation for advocating) violence or rebellion against the United States, the State of Nebraska, or any political subdivision thereof.
5. when the use would be of a morally objectionable nature or would be contrary to any of the District’s policies or rules, or, would be contrary to the goals and/or objectives of the District’s educational programs;
6. when the use would result in the District’s facilities or equipment being altered, modified, or changed;
7. when the use of any school facilities would take place on Sunday mornings prior to 12 Noon. Facilities will also be closed during a designated five-day period each year, which will include December 25. This period shall coincide with the five day period designated by the NSAA Board of Control in which no extra-curricular activities (practices or contests) sponsored by the NSAA can take place.
8. when the use would result in the District’s facilities being used to store the equipment of the user;
9. when, in the opinion of the administration, the use would present an unacceptable risk of damage or excessive wear and tear to the facilities or equipment;
10. when, in the opinion of the administration, the use would present a significant disruption to the effective administration of a building or district program.

District facilities will not be made available for private social functions, including but not limited to, wedding receptions; birthday or graduation parties; or other such events. Building administrators may place further limitations on uses in their buildings. Such limitations may include, but shall not be limited to: excluding the use of indoor facilities for soccer; excluding the indoor use of facilities for batting outdoor baseball or soccer balls; excluding the use of science laboratories, elementary classrooms or any elementary areas above the 1^st floor, food service kitchens, weightlifting rooms, rooms where expensive technology or equipment is stored, and/or administrative offices; and excluding the use of facilities if such would be reasonably necessary to ensure timely cleaning and maintenance. Such additional limitations by a building administrator shall be supported by a reasonable rationale, shall be consistently applied, and shall be reported to the office of the Director of Activities.

Building administrators or their designees may inspect and review any and all items brought into the building to ensure appropriate building safety and effective administration of the facilities. If, in the opinion of such administrator, any items would be unsafe, inappropriate, or undesirable in the building, he/she may prohibit such item from entering the building or require its removal from the building. In the event the building administrator’s directive is not complied with expeditiously, approval for the use of the facility shall be withdrawn immediately by the administrator.

3. Applications for Use of School Facilities

The administration shall develop an Application for Use of School Facilities form to assist with the administration of this rule. Such form shall be completed by all non-school organizations requesting the use of school facilities or equipment. Individuals completing the form shall be at least 18 years of age and not enrolled in the Ashland-Greenwood schools. Applications normally shall be filed at least five (5) days in advance of the activity. The application shall require that all applicants:

1. agree to comply with all district policies, rules, and regulations that govern use of facilities;
2. agree to be responsible for any damages incurred to facilities, grounds, or equipment during the period of such use;
3. agree to have the Director of Activities as the final determiner as to whether repair or replacement is the appropriate remedy for any damages.
4. agree to be wholly responsible for the supervision and control of all persons and activities during such use;
5. agree to protect, indemnify, and hold the school district harmless for any and all claims, suits, actions, damages, judgments, or causes of action arising out of or in any way related to such use, and, further that, if requested, the applicant will provide, prior to the planned use of a facility, a Certificate of Liability Insurance in the amount of one million dollars, naming Ashland-Greenwood Public Schools as an additional insured. Certificate of Insurance may be required when the activity involves some risk to the participants or if requested by the school district insurance carrier.

District employees wishing to use a district facility for other than their assigned contractual duties must submit a completed Application for Use of School Facilities and shall be subject to the same rules (including fees and charges) as non-employees. This policy shall not prohibit employees from sponsoring open gyms for school age youth provided the employee sponsor the activity, takes responsibility for the facility and the supervision of the participants.

4. Cancellation of Approved Applications

A previously approved facility use may be cancelled for one or more of the following reasons:

1. failure of the applicant to pay applicable fees or charges for this use or any prior use;
2. failure to reimburse the District for damages incurred during any prior use;
3. evidence satisfactory to the District that applicant's use of the facility would violate a district policy, rule, or regulation or would be illegal;
4. any violation of the terms and conditions of the application;
5. any change in the school activities that presents a conflict with the use;
6. any snow or ice accumulation that would require additional removal costs for the District; or
7. any other event or circumstance, which, in the opinion of the administration, necessitates cancellation of the use.

In the event a previously approved facility use is cancelled, the District shall not be responsible for any damages incurred by the applicant as a result of such.

An applicant may, without penalty, cancel a previously approved facility use by giving notice of such to the District at least 48 hours prior to the scheduled use. If notice is given within 48 hours of the scheduled use, the facility use fee may not be refunded.

5. Use of Facilities Rate Schedule

A Use of Facilities Rate Schedule shall be reviewed and revised as necessary and distributed by the Superintendent’s Office. Such schedule shall include, but not necessarily be limited to, fees for facilities use, equipment use, access charges and charges for staff time.

6. Rate Schedules

The following fees and charges shall be assessed for the use of school district facilities and equipment:

1. Priority 1 Uses: No fees will be assessed.
2. Priority 2 Uses: No facility use or equipment use fee will be assessed. An access charge may be assessed for use during periods of time when building staff are not on duty.
3. Priority 3 Uses: No facility use or equipment use fee will be assessed. An access charge may be assessed for use during periods of time when building staff are not on duty. A charge may be assessed for a use that requires additional staff and/or custodial time.
4. Priority 4 Uses: A reduced facility use and/or equipment use fee will be assessed. An exception to facility use fee may be made for the use of outdoor facilities including playground, running track or grounds areas if the use involves a minimal number of individuals and the activity will not cause damage to turf, trees and shrubs, will not cause the creation of additional garbage or trash, or damage other outdoor improvements. An additional access charge may be assessed for use during periods of time when building staff are not on duty. An additional charge may also be assessed for a use that requires additional staff or custodial time.
5. Priority 5 Uses: A full facility use and/or equipment use fee will be assessed. An exception to facility use fee this may be made for the use of outdoor facilities including playground, running track or grounds areas if the use involves a minimal number of individuals and the activity will not cause damage to turf, trees and shrubs, will not cause the creation of additional garbage or trash, or damage other outdoor improvements. An additional access charge may be assessed for use during periods of time when building staff are not on duty. An additional charge may also be assessed for a use that requires additional staff time.
6. Use fees may be waived for public service meetings or presentations; adult and continuing education classes provided by a community college, college or university; and other community wide events (Stir Up, July 4^th) upon prior approval by the Superintendent of Schools.
   
   
6. Equipment Requirements

Approval for the use of a facility shall not include the use of school equipment unless specifically requested and approved on the application form.

8. Access Charges

An hourly access charge shall be assessed to compensate the District for expenses incurred in providing building access including paying staff to unlock and lock the facility, turn lights on and off and to disarm and arm the security system. Such charge may be waived if an employee volunteers his or her time on his or her own free will to take responsibility for opening and closing the facility.

If a user desires to have a custodian assigned exclusively to assist with the use, or if the school administration determines that a custodian is necessary due to the nature of the activity (i.e. food being served or concessions being sold) an additional charge for such service shall be assessed.

In some instances, a facility rental fee will also be charged. The reduced facility rental fee shall be primarily for paying for the costs of utilities (heating, lighting, air conditioning, water, etc.). The full facility rental fee established shall also take into consideration the maintenance and upkeep of the facility as well as the depreciation of the facility.

In situations where no advanced cancellation notice has been received by the District and the user does not appear at the scheduled time, the staff assigned shall remain available at the facility for one hour before securing the building and departing. An access fee will be assessed to the scheduled user for such time.

9. Special Staff Requirements

The building administrator may, due to the nature of the activity assign special staff for an event such as security and supervisory staff or maintenance personnel. Arrangements for any additional staff shall be made by the building administrator or his/her designee. The cost of additional staff shall be borne by the applicant.

If the approved use involves employees other than those specifically required by the District, the user may contract directly with the employee.

10. Religious Organizations

Religious organizations may make application to use a district facility for a period not to exceed one year. This shall not apply to youth religious organizations and clubs formed and operating in accordance with Equal Access Act.

11. Use of Open Areas

School playgrounds, practice fields, and other open areas which are not being used for school activities shall be available to the general public on a first-come, first-served basis from one hour before sunrise to one hour after sunset each day. Thereafter, such areas shall be closed to public use. The only organizations that may submit an application to reserve the use of such areas shall be non-profit organizations serving Ashland-Greenwood youth. Any groups using such facilities shall be responsible for any damage occurring as a result of such use and shall be responsible for clearing the grounds of litter after such use. Members of the public that use such open areas, use them at their own risk.

12. Snow Removal

In the event of significant snowfall(or accumulation of ice) prior to a use of district facilities, the District’s operations and maintenance supervisors shall make a determination as to whether or not snow (or ice) removal is required. If such is required and if snow (or ice) removal is not necessary for other school-related activities, the scheduled use shall be canceled or, if mutually agreed to by the District and the user, the snow (or ice) will be removed by district personnel or contractors and an additional charge for such will be assessed to the user.

All snow (and ice) removal on school district property must be made by school district personnel or by properly insured independent contractors approved by and working for the District. Users will not be permitted to engage in snow (or ice) removal activities nor will they be permitted to hold activities on school property without proper snow (or ice) removal.

In the event that school classes are cancelled due to snowfall or the accumulation of ice, all public use of the school facilities will be cancelled as well.

13. Vehicle Parking

Vehicles may properly park in school district parking areas when attending school activities, when conducting school related business, or when in attendance at any approved use of school facilities. Vehicles must park in designated parking areas. The school district grounds may not be used for parking vehicles. Any vehicles, which are not permitted by this rule to be parked on school property, shall be subject to towing from school grounds at the owner's expense. Similarly, vehicles that are improperly parked shall also be subject to towing from school grounds at the owner’s expense. Improper parking shall include, but not be limited to, parking in driveways or throughways, parking over painted stall lines, and parking on grassed areas.

Legal Reference: Nebraska R.R.S § 79-501. School Board; property; maintenance; hiring of superintendent; teachers and personnel.

Adopted: June 2, 2008