ADMINISTRATIVE GUIDELINES POLICY 2290 USE OF DISTRICT FACILITIES FACILITY SCHEDULING ADMINISTRATIVE GUIDELINES A. Rental Prioritization The following is a list of general rental priorities in descending priority order. School facilities are rented during the school year on weekends and after 6:00 or 6:30 p.m. on weekdays. School activities (within their own building). Some examples include school plays, musicals and athletic practices. PTO activities (within their own building). Scout/Club activities (within their own building). Includes Brownies, Cub Scouts, Boy Scouts, Girl Scouts, 4H Club and Adventure Guides. Blue Valley Recreation Commission (BVRC) activities. YMCA Childcare. Blue Valley Soccer Club (during soccer season only). Blue Valley Football Club (during football season only). Stilwell Baseball for Stilwell Elementary baseball fields only. Stilwell Community Organization for Stilwell Elementary only. All other activities. To facilitate the orderly scheduling of events for non-priority organizations, priority organizations must schedule their activities at least four months in advance in order to maintain their priority status for that event. Once requests have been scheduled for priority organizations, facilities will be made available to other organizations on a first-come, first-served basis. Rental requests for non-priority organizations should be submitted no earlier than three months before the first requested rental date. Anything requested outside the three month window of time will need to be resubmitted within the correct timeframe. Priority permit holders will not be able to displace other permit holders once scheduling has taken place for activities planned less than three months in advance. School functions are exempt from this rule though advanced notice benefits both the school and the permit holder. 1
B. Rental Categories 1. Free Organizations a.) Free Organizations/ Activities Any activity sponsored by the Blue Valley School District, the Blue Valley Educational Foundation or governmental agencies associated with the District (excluding recreational activities) may be held in Blue Valley School District facilities free of charge. This includes both the facility rental fee and any associated labor. b.) Partially Free Organizations/ Activities (Only Labor Fees Assessed) No facility rental fees are assessed for organizations falling in this category. However, partially free organizations are required to pay for any services rendered by custodians "after hours" at an overtime or holiday rate. The "after hours" custodial charge applies on Saturdays and Sundays. Weekdays, this charge applies for groups of over 75 people, groups requiring food or additional set-up. Custodial hours vary during winter breaks, spring breaks, and during the summer months (June through August) according to the Buildings and Grounds Department schedule. Additional charges may also apply for security officers, event supervisors and for supervisors in kitchens, Performing Arts Centers, District Activity Complexes and swimming pools. Partially free organizations include the following: PTA/PTO activities Brownies, Cub Scouts, Boy Scouts, Girl Scouts, 4H Club and Adventure Guides activities (regular meetings only*) Specific BVRC Programs: Special Olympics and Safety City Johnson County King Committee Black history event Stilwell Community Organization Stanley Alumni Group Kansas State High School Athletic Association Blue Valley Optimists MACE/MTI Conferences BV Optimists BV Rotary Kansas Court of Tax Appeals Kansas Honors Program District College Fair TAKE Foundation/Ali Kemp Special Needs Organizations 2
*Facility fees are not charged to Scouts and similar organizations for their regular youth meetings. However, fees for both facilities and labor (if required) are charged for special events. Some examples of such special events include (but are not limited to) Blue & Gold Banquets, Pinewood Derbies, Thinking Days or Father/Daughter Dances. There may be other activities that are charged for labor only based on the determination of BVSD Facility Scheduling Office management. 2. Non-Profit Organizations Non-profit organizations, the Blue Valley Recreation Commission, churches and individuals renting for a non-commercial purpose are permitted to rent Blue Valley facilities at a non-profit rate. Where appropriate, non-profit status must be verified by presentation of a Kansas Secretary of State certification or an IRS- 501(c)(3) designation. Non-profit permit holders are also required to pay for any labor charges associated with their event as described in Section B.1.b.) above. 3. For-Profit Organizations Any commercial organization (those subject to income taxation per the IRS guidelines) or individuals renting for a commercial purpose are permitted to rent BVSD facilities for a fee competitive with the private sector. For-profit permit holders are also required to pay for any labor charges associated with their event as described in Section B.1.b.) above. C. Rental Fees A fee schedule has been developed to reimburse the district for personnel, administrative, utility and other costs related to facility use by community groups and agencies. The fee is intended to cover additional costs of use and does not constitute a profit center. D. Employee Rentals Employees will be charged for any personal use of District facilities at the nonprofit rate. Employees are also required to pay for any labor charges associated with their event as described in Section B.1.b.) above. In all cases, the rental should be scheduled through the Facility Scheduling Office. Reference B.O.E. policies #4725 (Tutoring and Private Lessons) and #2290 (Use of District Facilities) for additional information. E. Churches The administrator of the facility to be rented by the church and the Facility Scheduling Supervisor must approve the rental of school facilities to churches for worship services. The rental period is not to exceed two years. The same approvals are needed for churches that wish to continue to rent past this two-year period. It is expected that facilities will be rented only to churches that are in the process of building their own facility. 3
No school will be assigned more than one church and no church can use more than one complex. High schools are not made available for church rentals in order to keep them available for student activities. F. Gymnasium Rental The BVRC is given top priority for middle and elementary school gym rental during basketball season (Phase II - November through February), with the exception of five gyms that are reserved for other users during that time period. These additional gyms are scheduled through a lottery system for Phase II. Contact the Facility Scheduling Department for additional information. No high school gyms are available for rental during basketball season due to the large number of school activities. The BVRC must release any unscheduled middle and elementary gym basketball time to the District by an agreed-upon date in October. Any gym time released is then rented to external organizations on a first come-first served basis. Non-school groups will not be allowed to play football, baseball, softball, lacrosse, rugby, or soccer in the buildings, nor will equipment for these activities be allowed in the facility. Futsal is an acceptable activity. G. Field Rentals The BVRC has priority status for all fields (other than the Stilwell fields) during baseball season. Baseball season and soccer season overlap in the spring, at which point BVRC continues its priority over the BVSC. After the BVRC, the Blue Valley Soccer Club (BVSC) and Blue Valley Football Club (during fall season) are given priority for field rentals. BVSC should release unused time at any scheduled fields back to the District in a timely fashion. BVRC should release unused time at baseball fields back to the District in a timely fashion, as stipulated in the field usage agreement. The BVSD may hold up to three fields to schedule for other community groups and activities. The Stilwell Baseball League has top priority status for the Stilwell baseball fields during baseball season. H. Concession Stand Rentals Available only for school activities or school related activities (Project Graduation, school fundraisers, After-Prom, etc.) I. Insurance Permit holders are not required to provide liability insurance for outdoor events. However, a $1,000,000 liability insurance policy (naming the Blue Valley School 4
District USD #229 as additionally insured) must be provided for all indoor events with the exception of sit-down meetings and classes not involving food and not held in a PAC or computer lab. J. Advertising Rentals Any individual or organization wishing to rent school district property for the purpose of filming an advertisement must submit a written proposal describing exactly what will be filmed and how the advertisement will be used. District management will review this proposal and a determination will be made as to the appropriateness of the request. Filming will not be allowed if the resulting advertisement could potentially be construed as an endorsement by the District. K. Signage Signs placed within the facility or on the campus grounds must have prior written approval from the superintendent s office and the building administration. A minimum of 14 days is required to receive approval. Permit holders may place signage on the facility grounds for the duration of the event or permit. If a permit has multiple dates, the sign(s) must be removed from the premises until the next permitted date. The sign(s) must not damage the grounds, facility, or parking lots. All outdoor signs must be freestanding. Signs placed within the facility must not use any adhesive, nails, screws or hooks as their attachment. They must be freestanding or suspended from existing hardware. L. Cancellation or Change Policy A 14 day permit cancellation notice is required. If that is not provided, the organization may be charged for the rental, including both facility fees and labor. (Individual cases will be reviewed before a charge is assessed on a cancellation.) A processing fee will be assessed for any approved changes requested less than 14 days prior to the permitted date for general reservations. For PAC/Little Theater reservations a fee will be assessed for any changes upon receipt of a finalized confirmation. This fee will not apply if the cancellation or change is due to inclement weather or the district finds it necessary to cancel or change a permit. In the case of a no-show or late arrival, it is expected that Blue Valley staff scheduled to work an event will wait one hour from the start time of the event before leaving the premises. Customers will be billed for a minimum of three hours of any labor assigned to the reservation in the event of a no-show. M. Past Due Accounts If a customer has consistently been late in making facility rental payments, the Facility Scheduling Office may require that customer to pay all outstanding fees prior to renting any additional space. In addition, the customer may be required to pay for any future rentals in advance. These determinations will be based on the 5
judgment of the Facility Scheduling Office staff and supervisor. Accounts remaining unpaid will be turned over to a collection agency. The Accounts Receivable department will make three attempts at collection before turning the account over to the collection agency. N. Damages Permit holders are responsible for any damages to District property that occurs during their rental time. All damages must be documented in writing and an estimate for repair or replacement obtained. The permit holder will be billed for the repair or replacement amount. O. Inclement Weather In the event that school and/or after-school activities are canceled due to inclement weather, all permits are cancelled. If the school closing date occurs on a Friday, it is assumed that permits on Saturday will be held unless there are additional extenuating circumstances. Complete details are outlined in the Standard Operating Procedure for Facility Scheduling Inclement Weather Cancellations. P. Permit Holder Guidelines Guidelines for general facility use are listed on the Facility Usage Request form. Guidelines for PAC use are listed on the PAC Facility Usage Request form. By signing these forms, the permit holder agrees to guidelines listed therein. Q. Custodial Hours The "after hours" custodial charge applies on Saturdays and Sundays or when custodians are not on regular duty. When custodians are on duty, this charge applies for groups of over 75 people, for groups requiring food or additional set-up. Availability of custodial staff cannot be guaranteed during winter and spring break, which may restrict scheduling facility use. Custodial labor fees may be applied for rentals that occur during these weeks. Custodial hours vary during the summer months (June through August) according to the Buildings and Grounds Department schedule. Summer permits will automatically be assigned at least one custodian during times when custodians are not on regular duty. During the summer, use of the facilities on Fridays will incur an additional fee for custodial services. This labor fee also applies to any weekend use. A minimum of 2 hour facility rental is required on weekends and times in which custodians are not on duty. Labor is scheduled a minimum of ½ hour before thru ½ hour after permitted times. R. Rental Authorization Neither building principals nor District Office administrators are authorized to schedule facility rentals or negotiate related fees. All facility rentals must be scheduled through the Facility Scheduling Office. This does not apply to school activities. 6
S. Out-of-State (KC Metro Area) Groups Facilities may be available for use by organizations outside of the KC metro area; however, a deposit of 50% of the total estimated charge must be remitted before confirmation is offered to permit holder. T. Miscellaneous Permitting at new schools will generally begin on November 1st during their first year of operation. Exceptions will be made if there are outstanding construction issues or other issues that make renting unfeasible. Security is also required when the commons, gym or PAC will be used to more than 75% capacity. Other activities, such as dances, some performances, and large field events may be required to provide security as deemed necessary by the facility scheduling office. Revised January 28, 2015 7