KG - Use of District Facilities
Policy KG
Code: KG
Revised/Readopted: 12/11/17
Adopted: 6/01/15
Orig. Code(s): KG
The district believes that schools are at the heart of our community and active community engagement is a critical factor in the success of all students. The district supports strengthening our community and providing enhancements to our own programs through the responsible use of district facilities.
While the primary use of district facilities is for the delivery of public education programs, community engagement and effective use of taxpayers’ capital investments are also important.
District facilities and grounds may be approved annually for use. District facilities shall not be open for rental during the hours when school is in session.
Community use of district facilities must be appropriate to the available space and shall not interfere with the normal operations of schools or jeopardize student safety. Users shall be held responsible for any property damage or loss caused by the user and so must have proper insurance coverage to use district facilities.
Charges for facility-use shall be assessed consistently; charges are designed to recover any operation and staff costs associated with the specific use.
The superintendent will develop administrative regulations to implement this policy and will ensure that the public has access to a schedule of charges and availability of district facilities. The district shall process applications for facility use in a non-discriminatory and timely fashion.
END OF POLICY
Legal Reference(s):
ORS Chapter 244
ORS 260.432
ORS 332.107
ORS 332.172
Cross Reference(s):
EDC/KGF - Authorized Use of District Equipment and Materials
KGF/EDC - Authorized Use of District Equipment and Materials
KG-AR
Code: KG-AR
Revised/Readopted: 6/13/16
Adopted: 10/12/00
Orig. Code(s): 1000-1, 1000-3
COMMUNITY USE OF DISTRICT FACILITIES AND EQUIPMENT
General
The District supports strengthening our community and providing enhancements to our own programs through the responsible use of District facilities. District buildings will be available for use by organizations and individual users subject to appropriate charges, if any, related to the operating costs associated with the specific use
Procedure
An online application for the use of any school or other District facility is required for all individuals or groups. This electronic process is managed centrally by the District via an online portal linked to the District’s website. First-time users will create an account by which they can reference all facility use applications.
Upon logging in, users will select an available space/facility for use and submit the request. Supporting documents such as certificates of insurance may be required at this stage. The request will be submitted to the District for approval by building administrator, facilities, maintenance, and risk management personnel. Applicants will receive an email confirming that the use has been approved and the fees associated with the use, if any. Users will be required to accept the Facility Use Agreement and submit payment, including a non-refundable application fee, in order to secure their use of the space/facility.
Prohibited Uses
Community use of District facilities is prohibited when that use interferes with instructional programs. In addition, community use of District facilities shall be limited during business hours. The use of schools and other facilities by any organization operated for private gain or any purpose involving private gain shall be permitted only when a worthy educational, civic or charitable purpose will be served and the potential for direct competition with local business organizations is considered and reasonably resolved.
The buildings shall not be used for promotion of political activities of any nature during the hours when school is usually and regularly in session.
The following are not permitted in district facilities or on school grounds:
Community use of District facilities is prohibited when that use interferes with instructional programs. In addition, community use of District facilities shall be limited during business hours. The use of schools and other facilities by any organization operated for private gain or any purpose involving private gain shall be permitted only when a worthy educational, civic or charitable purpose will be served and the potential for direct competition with local business organizations is considered and reasonably resolved.
The buildings shall not be used for promotion of political activities of any nature during the hours when school is usually and regularly in session.
The following are not permitted in district facilities or on school grounds:
- Alcohol, drugs, tobacco, gambling and weapons;
- Food and beverages are not allowed in auditoriums or computer labs;
Guidelines for Long-Term Use of School Facilities
Long-term use of a school will be discouraged because of the wear and tear on the facility and the impact on custodial staff. Regular rental, such as a specific time each week of the year, on a continuing long-term basis may not exceed twelve months.
An organization or group may not use one District facility for the maximum period and then request use of a different District facility. Auditorium usage is not available on a long-term basis.
Supervision
The building administrator is responsible for his/her building at all times and shall ensure that a custodian or building monitor is assigned when a building is in use. A Nutrition Services staff member must be present when kitchen equipment is in use. The availability of a custodian or Nutrition Services staff member will be determined prior to approving a request.
Facility Use Tiers
The District encourages the community's use of its buildings for civic and educational purposes. Charges for facility-use shall be assessed consistently; charges are designed to recover any operation costs associated with the specific use. To assist in the assessment of fees and priority of use, the following tier system has been developed.
Tier A: BSD Sponsored Activities
Sponsored, as used in this section, means an activity that the district directly and completely coordinates, funds, plans, and directs, and is staffed by district employees who are or may be paid for their time. With respect to athletics, the event, activity, or contest must occur during the OSAA or corresponding governing body’s sanctioned season.
Groups in Tier A will not be charged any rental fees and will not be required to provide insurance as the District’s self-insurance covers the activities. The school principal or designee is responsible for assuring building supervision is present during these usages.
Tier B
Organizations and individual users offering activities or events that are free and enrollment or participation is open to the public. Tier B also includes fundraising activities in which the majority of the profits collected go to the school approved PTO or booster organization. Parent groups are defined as those with charters and by-laws and are commonly referred to as PTAs, PTOs, PTCs and booster clubs.
Groups in Tier B will not be charged any rental fees. Proof of insurance will be required prior to use. Fees may be charged for extra personnel such as custodial staff, security, technology, or equipment usage.
Tier C
Organizations and individual users offering activities or events that charge for admission/participation, collect an offering or donation, or sell merchandise. Groups in Tier C will be charged a rental fee. Proof of insurance will be required prior to use. Fees may be charged for extra personnel such as custodial staff, security, technology, or equipment usage.
Tier D
From time to time it may be necessary and appropriate for the District to negotiate a long term rental/lease agreement that will incorporate appropriate fees and costs associated with the long-term usage. Similarly, the District may enter into inter-governmental and cooperative arrangements related to facility use. The terms and conditions of use by Tier D users will be determined by contractual agreement.
Tier E
Governmental, city, county, and state agency usage. Groups in Tier E will not be charged any rental fees. Proof of insurance will be required prior to use. Fees may be charged for extra personnel such as custodial staff, security, technology, or equipment usage.
Cancellation of Use
Use of schools by organizations shall be canceled when schools are closed due to inclement weather or other emergency conditions. Users will be required to notify their members/participants of any weather or emergency closure.
The District reserves the right to cancel or deny any use when the District deems it to be in the best interest of Beaverton School District. The building principal or his/her designee may stop any activity if in his/her judgment the use violates District policies or procedures, and/or federal, state, or municipal law, or if he/she deems the activity to be hazardous to persons or the facility.
Additional Guidelines
Custodial/Building Monitor
A custodian or District building monitor must be on paid duty at all times when the building is being use.
Custodial costs are assessed for time worked outside of the custodian’s normal work
routine. When custodial time is required, as overtime for extra work, or when a
custodian comes into the building when school is normally closed, the custodian fee
is charged. A minimum two-hour fee will be assessed. In addition, custodial fees
will be charged for other custodial services that are requested or required.
-
Nutrition Services
If kitchen equipment will be used, a Nutrition Services staff member must be present to supervise during times when kitchen equipment is in use.
If kitchen equipment will be used, a Nutrition Services staff member must be present
to supervise during times when kitchen equipment is in use.
to supervise during times when kitchen equipment is in use.
If kitchen equipment will be used, a Nutrition Services staff member must be present to supervise during times when kitchen equipment is in use.
- Theater Technician
Users requesting the use of stage lighting, sound systems, or other auditorium/theater equipment must pay for a staff/student technician. Only experienced technicians, familiar with the equipment in the school, may operate lighting and sound systems. Building Administrators shall designate technicians approved to operate the equipment at their building.
The District reserves the right to assign a security monitor or supervisor to an event at a cost to the applicant.
If a parent group uses an outside vendor for any services performed in/on District facilities in connection with a parent group activity, the parent group must obtain from the vendor, prior to signing a contract, a certificate of insurance. At least 30 days prior to the event, this certificate of insurance from the vendor shall be provided to the Risk Management Office. The Risk Management Office shall review the certificate of insurance and shall have the right to disapprove the vendor if the insurance coverage of the vendor is found to be unsatisfactory.
Under no circumstances shall a District employee be directly paid by a group using District facilities, nor shall any employee accept payment directly from a user.
- Use of Computers
All use of District computers and printers is strictly prohibited and not included in any facility use application.