Adopted 12/9/08
FACILITY USE POLICY #902
TRIO Wolf Creek Distance Learning Charter School #4095
POLICY
It is the policy of the TRIO Wolf Creek Distance Learning Charter School (TWCDLCS) to make available the use of school facilities primarily by citizens of the local community. The implementation of this policy requires both individual and community cooperation. School facilities rules and regulations under this policy shall apply to all property owned and managed by the school and shall be in effect at all times when the school property is not in use for regular educational programs.
Organizations using school facilities agree that they do not illegally
discriminate on the basis
of sex, race, color, national origin, age, religion, or disability.
There will
be no gambling, or use of alcoholic beverages, chemical substances, weapons,
or tobacco in the building or on school grounds. Rowdiness, profanity, or
abusive
language is prohibited.
ADMINISTRATION / POLICY REVIEW
The Administration shall develop and execute appropriate guidelines for the use of school facilities. All guidelines will be approved by the TWCDLCS Board of Directors.
SCHEDULING
TWCDLCS Administration will process requests for use of all facilities before and after the regular school day, as well as weekends and vacations. Groups interested in using school facilities should make such requests through the Charter School Director, who will determine the availability and appropriate usage of the facilities.
The Charter School reserves the right to cancel or postpone any activity due to conflict, disregard of policies, or other uncontrollable circumstances.
If use of a facility is requested at a time it would not be supervised, a charge for personnel (custodial) may be assessed.
APPLICATION PROCEDURE
A person
requesting use of the TWCDLCS facilities will
1. Obtain a Facility Use Request Form (Appendix A) from the charter
school
website. Forms are also available in the Charter School Director’s
office at the
charter school building.
2. Complete the Facility Use Request Form and attach a $15 non refundable permit fee payable to TWCDLCS and return it either by mail or in person. Reasonable efforts will be made to accommodate permits.
3. TWCDLCS Administration will review the form, complete the approval section and establish costs according to the Facility Use Policy. The facility use request will be reviewed to:
a) Determine availability and appropriate facility to meet the request (including personnel and equipment, if applicable).
b) Determine estimated cost of application.
4. The applicant will be informed by telephone or through the Facility Use Request Form after the form completes approval.
5.
If the request is to be denied, the requester will to be informed with
reason(s). He/She may appeal by calling, writing or meeting with the Charter
School
Director. If the Director upholds the decision, the requester can appeal to the
School Board who will review the request and make a final decision.
6. Requests for use of equipment will utilize the same procedures and applicants will complete an Equipment Loan Request Form. (Appendix B)
7. Building Capacity:
Learning Suites A and B=58 persons for classroom use (For assembly use=164 seated persons in the Learning Suites A and B)
Computer Rooms=36 person each for classroom use
Davinci Studio=16 persons for classroom use
Office areas and common areas=70 persons
Total=292 Occupants for classroom use
INDEMNIFICATION AND LIABILITY INSURANCE
All organizations (including an individual, informal groups, commercial entities, political subdivisions, and non-profit entities regardless of legal status) must agree to indemnify and hold harmless the Charter School, its officers and employees against any and all losses, claims, damages or liability to which the organization, its officers, or participants may become subject in connection with the conduct of any activity on the premises by the authorized organization. All organizations must agree to reimburse the Charter Schools, its officers and employees in connection with defending any actions relating thereto.
All commercial and nonprofit organizations that wish to use school facilities must be organized in conformance with Minnesota laws. Organizations must annually furnish the school with a certificate of insurance confirming that the organization has purchased liability insurance for personal injury and property damage in amounts not less than $1,000,000 per claimant and $2,000,000 for any number of claims arising out of a single occurrence and that TWCDLCS has been named as an additional insured on the policy. Organizations will be required to provide the School with the Certificate of Insurance prior to the actual use of any school facilities.
If insurance is not going to be carried this must be cleared with the Charter School Director and a damage deposit of $150 in the form of a check must be submitted to TWCDLCS.
GENERAL RULES AND REGULATIONS
All permits shall be revocable and shall not be considered as a lease. The Board of Education or its authorized agent may reject any applications or cancel any permit. It may be necessary, on occasion, to pre-empt usage for school requirements. Any rejection, revocation, cancellation, or pre-emption of any application/permit must have the approval of the Director with notification to the user within 48 hours or sooner if possible.
The Charter School will attempt to provide equity in the use of its facilities after regular school sponsored uses. Generally those programs or activities of the school will have first priority.
A school district employee capable of providing for the security of the school facility must be on duty whenever facilities are being used. Cost for the school district employee and other charges may be billed to the user.
Permits are non-transferable and are restricted to the stated hours and intended use of the facility as stated on the Facilities Use Request Form. The requester is responsible for notifying the Charter School Director when his/her group wants to make changes to a confirmed permit. A $5 non-refundable rescheduling fee is charged for each revision of an existing permit.
Permit holders are responsible for providing competent and adequate adult supervision for all activities at all times. Children will have adult supervision at all times. Failure to do so may result in a TWCDLCS employee being assigned such supervision responsibilities at the user's expense. A school employee will supervise the operation of the facilities, but not be required to supervise a group or its activities.
Furniture and equipment owned by the district shall not be moved unless authorized.
Any apparatus or other equipment moved into the building must have prior approval and must be removed promptly so as not to interfere with the school programming.
All facilities of the Charter School are tobacco-free. Alcohol and other drugs may not be consumed in/on school district properties. Abusive or obscene language will not be tolerated.
All local and state ordinances and laws of the police and fire department must be observed.
Requester will be responsible for leaving the facilities in the same condition as upon arrival (including returning furniture to original configuration). The requester will be billed for emergency cleaning personnel.
Requester should check permanent equipment at start of usage to determine any previous damage. Such damage should be documented and shown to the building supervisor immediately. Groups will be held responsible for the cost of replacement of any items damaged, lost or stolen from school facilities.
Any use of recreational, audio-visual, music or other school equipment must show item approval on the Facility Use Request Form prior to use. Competent equipment operators, approved by the administration, must be available and any charge will be assessed to the permit holder.
Use of TWCDLCS equipment must be checked out using the Equipment Loan Request Form. ( Appendix B)
The School Board reserves the right to refuse or approve the use of certain school facilities when it determines it would be in the best interest of the community to do so.
FEES
TWCDLCS philosophy is to provide use of its facilities at low cost to those interested. Student groups or staff groups that are directly related to TWCDLCS will not be charged any fees and will have first priority at all times.
Cancellation/No Show Charges
Changes, additions or cancellations should be made through the Director at least five (5) working days in advance. A $5 non-refundable rescheduling fee is charged for each revision of an existing permit.
No shows will forfeit their deposit up to the actual costs and/or $10 fee will be charged.
All charges for ‘no shows’ must be paid prior to further use of school facilities.
PAYMENT PROCEDURES
Payment for facility use Permit Fee ($15) is processed when the permit is submitted. The user will be given a receipt for all transactions.
Deposit may be required for any or all groups at the discretion of TWCDLCS Administration.
Organizations required to pay the assessed rental fee(s) must include 50% payment of the estimated fee with the rental agreement. Balance will be due within ten (10) days of receiving an invoice. Checks are to be made payable to TWCDLCS. Failure to pay may result in future permits being denied.
Rental charges for the commercial use of a facility are to be paid in advance.
SUPERVISION
Building custodians or other personnel assigned to charter school will supervise the use of facilities. Based on the size of events some events will require more than one supervisor. It is the responsibility of the renter to pay all needed supervisors accordingly. That administration will be responsible to inform the facility user of the rules and regulations specific to each facility. In addition cleaning expectations by the renter will be accessed if necessary. If excessive janitorial services are needed after any given event, the charge for these services will be the responsibility of the renter.
The charter school reserves the right to require police supervision at any event as deemed necessary by the administration. The requester will pay for police supervision.
FOOD, BEVERAGES AND SMOKING
Food and beverages must be served in the cafeteria or other approved lounges or locations within the school building. Food and beverages are permitted in designated areas only. The use of alcoholic beverages or illegal drugs in any form is prohibited. All TWCDLCS facilities are tobacco-free and alcohol-free.
EMERGENCY PROCEDURES
The charter school reserves the right to cancel facility use if weather conditions require it. Local radio stations will carry announcements of school closings, and when possible, TWCDLCS will notify the facility user.
When school is closed due to inclement weather, all facility use permits will be cancelled and no fee will be charged.
DAMAGES AND MAINTENANCE
Any person found willfully damaging or defacing property belonging to TWCDLCS shall be held responsible for the replacement or repair of such property and all costs shall be the obligation of the offender. Criminal charges may be filed against the offender.
If the individual offender is not known, the group/requester is liable for damage costs. If the group refuses to make payment, they will not be allowed to use TWCDLCS facilities again.
Photographs should be taken of any damages resulting when using the building, and notations made detailing the date, time and location and the amount of repair. The administration should be notified.
EQUIPMENT
The primary purpose of equipment in a school is education of students by Charter School staff. Requests for equipment may be made with TWCDLCS Administration at the time a facility is reserved. TWCDLCS will include equipment requests on all facility confirmations. Designated personnel will be responsible for the supervision and operation of requested equipment. The charges for equipment will be paid prior to the activity.
Property belonging to the Charter School shall not be removed from the premises without a written release from the Charter School Director and/or authorized personnel at TWCDLCS. When a usage cost is involved, the requester will pay the charge. Any loss or damage to equipment shall be the full obligation of the borrower.
OUTSIDE AREAS
The use of outside areas (parking lots and garden areas) will require the regular Facility Use Request Form to be completed. The same request process and timeline for scheduling and confirming use of outside areas, such as other areas will be followed.
Organizations using outside areas will be expected to clean up all trash and anything littering the grounds, gardens or parking areas. Organizations not providing the clean-up will be charged for groundskeeper/custodian wages as indicated on the fee schedule.
All outside facilities of TWCDLCS are tobacco-free. Alcohol and other drugs may not be consumed in/on school district properties. Abusive and obscene language will not be tolerated.
TWCDLCS may require users to allow a minimum of one-half hour between the end of school activities and the beginning of events.
FACILITY USE CHARGES (Per hour)
TWCDLCS Building, which includes all the following areas:
Student Kitchen and/or Staff Kitchen, Great Room, Outdoor Areas, Restrooms, Learning Suites
The rental fee for the facility will be $150.00 for 1-3 hours. Plus the cost of a supervisor at $30.00 an hour.
Minimum charge=$240.00 ( $150 + 30 + 30 + 30= $240.00)
For time over three (3) hours a few of $50.00 per hour will be charged.
No additional charge for the supervisor will be charged over at the three (3) hour mark.
Wolf Creek staff can be their own supervisor and avoid that cost.
Equipment/Room Charges for In-House Rental
Internet Access/Computer Labs $50/use per room
Davinci Studio $10/use
Copy Machine use 10 cents per copy
Equipment Charges for Out-of-House Rental (See Appendix B: Equipment Loan Request Form)
TV & VCR $10/use
LCD Projector $25/use
Folding chair $1 per chair
Folding tables $5 per table
Podium $10/use
Revenue from equipment rental will be deposited into the account as directed by the Director of Business Services.
Other charges for facilities not identified in this policy shall be determined when the request for facility use is made. Extra charges for air-conditioning or other special services may be added to these charges. Other Equipment charges not identified in this policy shall be determined when the request for equipment is made.
At the discretion of the Charter School Director a minimal number of events per year will be allowed in the building waiving the fees listed above based on the participants donating a reasonable donation to the TWCDLCS student alumni scholarship fund or other TWCDLCS project in need of funding.
APPENDICES:
Appendix A - Facility Use Request Form
Appendix B - Equipment Loan Request Form
Appendix A
FACILITY USE FORM
TRIO Wolf Creek Distance Learning Charter #4095
651-213-2095 (Phone)
651-257-0576 (Fax)
Date Form is being completed_______________________________________________________
Group________________________________________________________________
Contact Person_________________________________________________________
Phone ___________________________________Cell phone________________________
Address___________________________________________________________________
Email_____________________________________________________________________
Date for use_____________________________________________________________________
Time in (30 minutes before start time)_______________________________________
Time out (30 minutes after end time) __________________________________________
Rooms requested;
TWC Building (common areas)____________________
Internet Access/computer labs ___________
Davinci Studio _________________
Activity/Purpose__________________________________________________________
Number of persons in attendance___________________
Number of person under the age of 18 in attendance________________________
Is food being served? YES NO
Equipment or set up needed (Please complete the equipment loan request form)
Please note that all groups are required to assist in set up and clean up by custodial staff.
Please return to the TRIO Wolf Creek Charter School Director at tquarnstrom@chisagolakes.k12.mn.us or fax this form to 651-257-0576.
For office use only
Approved _____________________________
Not Approved_____________________________ Rationale___________________________________
Fees _________________________________________________________________________
Supervision fees___________________________________________________________
Additional fees_____________________________________________________________
Deposit check received ________________________________________#_________________________
Equipment use form completed YES NO
( if YES form is attached)
Appendix B
Equipment Use Request Form
TRIO Wolf Creek Distance Learning Charter #4095
651-213-2095 (Phone)
651-257-0576 (Fax)
Organization/individual requesting equipment _________________________________________________________________________
Phone contact numbers_____________________________________________________
Email____________________________________________________________________
Activity________________________________________________________________
Location where equipment will be used______________________________________
In TWC building________________ Outside of TWC building______________________
Time equipment needed for check out _______________________Date__________
Time equipment will be checked back in_______________________Date_____
Equipment requested___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
Signature that indicates that this individual is taking responsibility for safe return of all equipment checked out from Wolf Creek. In the event of damage or loss this individual will be responsible for replacement costs of the equipment.
Signature___________________________________________Date__________________
TO BE COMPLETED BY CHARTER SCHOOL DIRECTOR
Cost _______________________
Funds Received________________________
Approved_______________________Not Approved________________________
Copies to_____________________________________________________