Community Use of School Facilities

FILE:  KG-R

COMMUNITY USE OF SCHOOL FACILITIES

The facilities of the New Franklin R-I School District are provided to serve the educational needs of the school-age children of New Franklin. It  is recognized, however, that the cost of constructing, operating, and maintaining these school facilities constitutes a significant community investment and that the fullest possible use should be made of this investment .

The New Franklin Board of Education wishes to encourage the use of the New Franklin R-I School District facilities by community organizations and groups. The office of the superintendent shall be responsible for administering the use of school facilities by community groups according to the following operational policies:

General Guidelines

The school administration shall maintain an annual school district calendar of educational and activity events and provide an orderly procedure for scheduling the use of school facilities to meet all educational and community requirements.

School functions will take priority over previously scheduled events.

Security and Supervision of Buildings

School principals, teachers, custodians, other school employees, or those authorized per the following paragraph are the only persons allowed keys to the buildings. Any person authorize to use a building key is responsible for the security of the building. Indiscriminate use of keys may be cause for termination of employment.

No building may be used without an administrator, teacher, custodian or other employee designated by the building principal present, unless authorized otherwise by the superintendent of schools or his/her designee.

Each non-school group and/or organization must be accompanied by at least one district patron who is 21 years of age or older and who is responsible for the actions of the group or organization. The adult supervisor will be required to arrive prior to the gathering of persons and will remain until all persons leave the building. At the time the application is made for the use of the facilities, the person to be present and to be in charge must be named and will be expected to assume complete responsibility.

Procedure to Apply for Use of Buildings and Grounds

All requests for use of the buildings and grounds must be in writing on the forms provided in Lile office of the superintendent. The forms consist of an application for use and a hold-harmless agreement. These must be completed, with the necessary signature(s), prior to the date requested for the use of the building or property, unless authorized otherwise by the superintendent or his/her designee. Upon approval by the district, the original will be retained in the office of the superintendent and a  copy will be provided to the applicant. Arrangements will be made to open and close the facilities. If a key is  provided, it is to be returned to the office of the superintendent before noon the next school day.

The signing of an application form for use of a district facility shall be interpreted as a guarantee to the district that the group or organization will be responsible for the proper use of the facilities, for proper adult  supervision, for orderly conduct of the event held under its control and for prompt payment to the district to cover  any damage to district property which was a result of the group/organization's use of the facility.

The district reserves the right to require a district-appointed site monitor be present during any or all activities. 

The person whose signature appears on the application will be held responsible for fulfilling the terms of the application. This person must be at least 21 years of age and a resident of the New Franklin R-I School District.

Compensation for Damage or Loss

Any cost to repair or to replace damage or loss to equipment, grounds or buildings shall be paid by the person or group responsible for the damage or loss. If extra custodial services are needed to clean the facilities as a result of the usage by a group, additional fees will be charged.

Disciplinary Authority

Any administrator, school district employee or appointed site monitor in attendance or in charge of the building is authorized to stop any inappropriate behaviors and will expect the adult in charge to cooperate.

Designation of Area for Use

The administrator, school employee or site monitor in charge will ensure that only the areas listed on the application form be used by the group or organization and will expect cooperation of the adult in charge of the group.

Guidelines for Use of School Buildings

All requests for use of school buildings by groups/organizations must be in writing and may be approved under the following guidelines:

1. Space must be available, and use by non-school group must not interfere with the normal operation of the school.

2. The use must be of a temporary nature and may not extend beyond the terms of the approved application.

3. Payment for use of the facility, if applicable, should be made in advance to the office of the superintendent during the completion of the required forms.

4. The superintendent and/or designee is authorized to approve such requests.

5. Any appeal of the superintendent's/designee's decision may be made, in writing, to the New Franklin R-1Board of Education.

Proof of Insurance and/or Hold Harmless Agreement

The group or organization must furnish a certificate of liability insurance and/or sign a Hold Harmless agreement prior to any function occurring in the district facilities. It shall be understood that the Board of Education, its individual members and employees of the New Franklin R-1School District shall bear no liability for injuries which may occur.

Restrictive  Regulations

School facilities cannot be used by an individual, group or organization for aJ?.Y activity that is intended to overthrow the government by force, violence or other unlawful means. Activities in conflict with local, state and federal laws are not permitted. School facilities may not be used for any activity or program that reflects on, or discriminates against, persons of any race, color, gender, creed or national origin. All persons are prohibited from using tobacco products or derivatives on any school property.  The use of alcohol and/or illicit drugs is also prohibited.

School Closings

When the superintendent has declared the schools  "closed" due to inclement weather, the buildings will be closed and all in-district  building activities will be canceled. If weather conditions improve during the day, the superintendent has the authority to determine whether building activities will be held as scheduled. The district reserves the right to cancel activities on weekends due to inclement weather. If fees have been paid and the facilities have been closed, the fees will be refunded in full.

Use of Facilities and Rental Charges

The district establishes the following priority for the use of district facilities:

1. School curricular and extra-curricular activities, athletics and adult education (no charge).

2. School-related organizations that serve district employees and students (no charge).

3. Non-school related organizations

   • Class A Group - Non-profit governmental units,  community  and  youth organizations that serve district patrons, athletic teams comprised of members and coaches residing in the district, and other individuals or groups of individuals as authorized by the superintendent or his/her designee, except as described in Class B Group (no charge).

   • Class B Group -             Commercial enterprises and athletic teams having members and/or coaches who do not reside in the district (a fee of $20.00 per practice).

Limits on Usage

Practices and use of the gym will be limited to one two-hour usage per week, unless authorized by the superintendent or his/her designee, and is subject to availability.

Policy Violations

Violations of any portion of these policies will result in the withholding of the privilege of the facility use by the offending group/organization for the remainder of the school year.

Adopted:          April 19, 2005

Legal Refs:      Section  177.031, RSMo.

New Franklin R-I School District, New Franklin, Missouri