Edmonds School District No. 15
Lynnwood, WA 98036-5789
 

9200-R1 - COMMUNITY USE OF SCHOOL FACILITIES

Adopted
11/5/73

Revised
8/25/75
7/18/77
1/9/80
7/19/88
3/3/92

8/12/08

10/21/08

 

Facilities of Edmonds School District, including all schools, grounds, support sites, and unoccupied buildings, are public assets owned by the District and integral to the mission of the District. The District encourages use of its facilities by the community, so long as that use does not conflict or constrain the educational mission of the District.

This regulation sets forth the requirements and guidelines for the occasional use of District facilities by the community. It does not apply to activities scheduled through other public entities that have interlocal agreements with the District to schedule and manage community use of District indoor or outdoor facilities. It also does not apply to facilities leased from the District through short or long-term contracts. It is applicable to all other users of District facilities, including school District employees who wish to schedule use of facilities for activities that are not sponsored by the school or District.

A. ADMINISTRATIVE RESPONSIBILITY FOR APPROVAL/SCHEDULING

  1. Indoor Use of Operating Schools
    School Principal
  2. Unoccupied Schools and All District-Level Facilities
    Director of Facilities Operations
  3. Outdoor Fields/Facilities, including the District stadium
    District Athletic Director, in consultation with the school principal
  4. Parking Lots
    Director of Facilities Operations, in consultation with the school principal
  5. Kitchens
    Director of Food Services, in consultation with the school principal

B. FEES FOR USE OF DISTRICT FACILITIES

Fees shall be approved by the Board of Directors and implemented under the direction of the Director of Facilities Operations. User classifications for determining fees and priority of use are defined below. Current fee schedules are available on the District’s website, from any school office, and by request from the Facilities Operations Department:

  • Fees for Community Use of Indoor Facilities and Parking Lots
  • Fees for Community Use of Fields and Outdoor Facilities

C. USER CLASSIFICATIONS FOR SCHEDULING PRIORITY AND FEES

Group 0: Official programs and groups that operate under the direction and authority of the Edmonds School District No. 15 Board of Directors.

Examples include, but are not limited to: Associated Student Body (ASB) activities; staff committees; citizen advisory groups such as Citizens Planning Committee (CPC); school site councils, professional development activities for District staff planned and managed by District staff.

Group IA: Non-profit organizations formed for the sole purpose of supporting Edmonds School District's public schools

Examples include, but are not limited to:PTAs; PTSAs; PSOs; Booster Clubs; Edmonds School District employee associations/unions; Edmonds Alumni Association; Public Education Foundation (PEF)

Note: Group 0 and 1A users are subject only to custodial, site supervisor and kitchen use fees when applicable; they are not charged scheduling or room rental fees.

Group 1B: Community-based non-profit organizations formed primarily to serve district residents aged 0-18 (a minimum of 51% of participants must be residents, and participation must be open to students on a non-discriminatory basis)

Examples include, but are not limited to: YMCA/YWCA of Snohomish County; Edmonds or Alderwood Boys and Girls Clubs; Pacific Little League; Alderwood Little League; MTYAA; local troops of Girl/Boy Scouts of America; community-based special interest clubs for youth (such as Chess Cubs and Foreign Language clubs); Sno-King Youth Club; Edmonds Ski School; Clothes for Kids; church youth groups.

Note: Group 1B users will not be charged room rental fees for activities, unless they occur during weekends, holidays, or school breaks; fees are charged for participation in the events (like tournaments); or they are major fundraising events for the organization (like an auction).

Group 2: Non-profit organizations that do not fit Group IA or 1B definitions, and other public agencies that do not have reciprocal facility use agreements with the District

Examples include, but are not limited to: local cities; Snohomish County; state agencies; Rotary Clubs; Chamber of Commerce; Kiwanis; “select” athletic teams; church general services.

Group 3: For profit entities and private events

Examples include, but are not limited to: businesses, professional or semi-professional sporting and performing arts activities, professional seminars and promotional events, for profit educational institutions, commercial hobby and craft ventures (baseball card shows, rock and gem shows, etc.), wedding receptions, other activities for which public halls or commercial facilities generally are rented or owned.

NOTE: The District reserves the right to deny use of District facilities when, in the judgment of the responsible administrator, it is not in the best interest of the District.

D. APPLICATION PROCEDURE FOR THE USE OF FACILITIES

A Facility Use Permit (Form A-170) must be submitted to and approved by the responsible administrator at least 48 business hours prior to the scheduled event. This requirement applies to ALL classifications of users. If kitchen facilities are to be used, the approval of the director of food services is also required prior to issuance of the use permit. The director of food services will determine if a health permit is required; if so, it must be obtained from the Snohomish County Health Department prior to the event.

E. PAYMENT OF RENTAL FEES AND OTHER CHARGES

Payment in full, along with documentation of insurance coverage, is required at the time of permit approval unless otherwise expressly agreed to in writing by the Director of Facilities Operations. Checks shall be made payable to Edmonds School District.

F. USE OF DISTRICT SUPPLIES AND EQUIPMENT

Use of District-owned consumable supplies and materials, other than restroom supplies, is not permitted by users in Groups IA, 1B, 2, or 3.

Each user is responsible for making arrangements with a commercial rental company and paying for any equipment (i.e. chairs, tables, or similar equipment) needed beyond what is available in the space that has been reserved.

Use of District-owned specialized equipment or unique facility set-up arrangements must be requested and approved at the time of application for the permit. An additional fee may be charged for these arrangements.

G. DAMAGES

Users are responsible to pay the District for any damages that occur during their scheduled use of the facility, including damages to any part of the facility by participants associated with the user. Additional charges for repair and/or clean-up will be assessed and payable to the District.

H. REFUNDS

Refunds are not available for cancellations of fields or outdoor facilities scheduled for seasonal use. Fees for other events will be refunded if an event is cancelled with at least 3 business-days notice to the responsible administrator.

Refunds due to user cancellation will be processed by the District’s business office according to normal business procedures and timelines. Refunds due to cancellation by the District will be processed by the District’s business office according to normal business procedures, within two business days of notice of cancellation to the business office. Scheduling fees are not refunded when events are cancelled by the user.

I. REGULATIONS GOVERNING USE OF FACILITIES

All indoor and Outdoor Facilities

  1. All activities are subject to municipal and county ordinances as well as District and school policies.
  2. All users shall provide adequate adult supervision, as determined by the administrator responsible for the scheduling and use of the facility.
  3. The responsible administrator shall approve any decorations used. No furnishing normally present, including flags, shall be removed from the facility or moved from rooms within the building.
  4. Equipment shall not be used unless approved by the responsible administrator.
  5. Washington State law RCW 70.160.030 prohibits smoking in a public place.
  6. When a building or outdoor facility is damaged or left in an unsatisfactory condition by a user, the responsible administrator shall notify the maintenance department. The user responsible for the damage shall be billed for the cost of the repair and/or for the cleaning of the facility and shall be denied the use of any District facility until such time as payment for the damage has been made.
  7. Violation of the rules under which a permit is issued may cause the violator to be placed on probation or to have his/her permit cancelled for the remainder of the fiscal year, and/or for up to one year total. The responsible administrator shall make decisions involving probation or the cancellation of any permit and shall notify the Director of Facilities Operations of such action.
  8. No user will be allowed to store equipment or supplies in any District facility, except as expressly permitted by contract or approved by the responsible administrator.
  9. All facilities are to be left in the same or better condition than they were found.
  10. Leaders of youth groups will insist on conduct comparable to school conduct.
  11. Motor vehicles are to be parked in designated areas, not on play fields.
  12. All damage is to be reported immediately by the user of the facility to the site supervisor or responsible administrator.
  13. No pets are allowed in District facilities or on school grounds at any time.
  14. All users are responsible for compliance with Edmonds School District No. 15 Policy 9200 R1 by all attendees during use of facilities. Users agree the District and its officers, directors, employees and agents shall not be liable for any damage to person or property by reason of the negligent acts of users or their agents, employees, invitees or subcontractors. Users agree to protect, indemnify for costs, legal and other expenses, and hold harmless the District and its officers, directors, employees and agents from all claims, liabilities, or suits arising out of use of the facilities by users. These provisions shall be expressly agreed by users by signature on the Facility Use Permit (Form A-170) prior to facilities use.

Indoor Facilities

  1. Groups using a multipurpose room or gym are to wear either rubber-soled shoes or play in stocking feet.
  2. Due to security concerns, dances, other than school-related or sponsored, shall not be held in operating school facilities during the school attendance year. At the discretion of the superintendent or designee, groups may be allowed to use high school facilities during the summer for dances for high school-age students of this District. School facilities rented for dances shall be subject to such special conditions as the superintendent or designee may deem necessary.
  3. Special handling of on-site chairs, tables or other equipment is subject to additional charges.
  4. Activities that are to be held in shops or craft rooms may require District supervision, incurring additional fees.

Outdoor Fields/Facilities

  1. Any regularly scheduled school activity or community event shall have priority in the use of school fields. All contacts shall be made through the District athletic department.

J. GUIDELINES FOR SCHEDULING THE USE OF FACILITIES

  1. Facilities are approved by the responsible administrator on a Facility Use Permit (Form A-170).
  2. Priority for facility use is by Group Classification, with highest priority for Group 0, followed in order by Group 1A, 1B, 2, and finally 3.
  3. An organization which has used a facility in prior consecutive years should ordinarily be given priority of use within Group category, while new users will be accommodated as feasible.
  4. An organization which has continuous use of a building space during the school year and whose activities would be seriously handicapped by exclusion during the summer months may petition in advance for the first summer date for those activities requiring indoor facilities.
  5. Additional priorities in scheduling time of use: a)Activities for students should be scheduled for early evening hours. Adults should be scheduled for later evening hours. b)Traditional indoor sports have priority over outdoor sports when scheduling an indoor facility.
  6. Fields at both elementary and secondary schools are scheduled by the District athletic office. The school principal should notify the District athletic office of any dates and times when the staff of a school does not wish their outdoor facilities to be scheduled.
  7. Use of a school kitchen is scheduled by the Food Services Department. Use of a Central Production (middle or high school) Kitchen may require District food service supervision. Fees for supervision will be paid by the group using the facility.
  8. The responsible administrator shall provide each user with a copy of the Facility Use Permit. All users are responsible for safeguarding the facility and for the conduct of participants and spectators arising from the use of the facility.
  9. The District and the responsible administrator reserve the right to alter the schedule of a community user as necessary to accommodate school or district programs or additional scheduling requests.
  10. If it becomes necessary for the responsible administrator to cancel the use of a facility, he/she shall inform the user as far in advane as possible so that the organization may reschedule its activities.
  11. A user must notify the responsible administrator if use of a facility is terminated earlier than scheduled.
  12. When a facility is closed because of inclement weather or other emergency, all community use activities are cancelled during the closure period. Each user is responsible for providing notification of such closure to its invitees.

K. INSURANCE

All applicants are required to provide a valid Certificate of Insurance in the amount and with the coverage specified on the current fee schedules. In addition, all applicants must provide an Additional Insured Endorsement form naming Edmonds School District #15 as primary, non-contributing additional insured on their insurance policy. The District also reserves the right to modify insurance requirements for exceptional situations, as determined by our department of risk management.

L. FACILITY USE COMMITTEE

At the discretion of the superintendent/designee or School Board, a facility use committee may be convened from time to time to review these procedures and the schedule of fees associated with community use of facilities. The facility use committee may include representatives from facilities operations, the business office, maintenance, food services, custodial services, athletics, risk management, and school administrators. Other ad hoc members may be added at the discretion of the superintendent or designee. 

QUESTIONS AND ANSWERS REGARDING FACILITY USE

  1. Why is a Certificate of Insurance and an Additional Insured Endorsement required?

    2. Community use of school and District facilities is not insured through the District’s insurance policy. These documents provide evidence that the user is providing insurance coverage for any liability that occurs during their use of the facility.

  2. Who is required to provide an additional insured endorsement?

    3. All users, except Group 0.

  3. Do we need to fill out a Facility Use Permit if we are a Group 0 user (a program of the District -- like a school soccer team) and we want to use a building in the evening or on a weekend for a banquet?

    4. Yes, a use permit must be filled out because it secures the room, notifies the custodian that the room will be in use, alerts the user of what is expected of them and gives the District and user a record of the event. There is no fee or insurance certificate required. There must be an employee of the District present at all times during the function to supervise the activity, and if applicable, to make sure the facility is locked after use. If the activity requires additional custodial time, a fee will be charged. All facilities used are to be left in the same or better condition than they were found.

  4. Are District employees required to submit a Facility Use Permit, pay applicable fees and provide insurance documents for a non-District sponsored activity?

    5. Yes, District employees who use a facility for non-District sponsored activities are required to comply with these Community Use of Facilities Regulations. Examples include, but are not limited to, employees that want to use a gym for any non-school sport practice, game or exercise, weight rooms, or classrooms.

  5. Can a full time employee of the District work as a site supervisor?

    Full time classified employees who are eligible for overtime (i.e. custodians, para-educators, office personnel, or any other “non-exempt” employees) may not work as a site supervisor. Our standard hourly rate for a site supervisor is inadequate to pay overtime rates for regular District employees. If a site supervisor is not available and the group is willing to pay more to cover the full costs of overtime pay, this restriction may be waived on a case-by-case basis by the Director of Facilities Operations, after consultation with the Human Resources department.

6. How are the fees that are collected used by the District?

~Scheduling Fee - deposited in the school building or property management budget (depending on whether a school or district facility was rented) to help reimburse the cost of staff time required to process facility use requests.

~Custodial Fee - deposited in the budget that pays the cost of custodial overtime related to facility use.

~Site Supervisor Fee - deposited in the budget that pays the cost of a site supervisor, to pay for a person focused on protecting the building and contents during facility use; responsible for building security and trained to handle facility-related emergencies.

~Room Rental Fee - deposited in the budgets that pay the costs of utilities and custodial supplies, to help reimburse the cost of utilities (electricity, water, garbage, natural gas, sewer) and supplies (toilet paper, paper towels, hand soap, cleaning supplies) related to facility use.

~Kitchen Use Fee - deposited in the Food Service budget to help reimburse the cost of returning the kitchen to the stringent health and safety standards mandated for school meal preparation and service.

 

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