7410 R&P

CLASSIFICATION, FEE SCHEDULE, PROCEDURES AND GUIDELINES FOR FACILITY USE

7410 R&P

7410.2

A.

Facility use fees will be charged as defined in the classification and fee structure table.

B.

Fee schedules are available in the office of the Superintendent, each principal’s office, and the Community Schools office.

C.

Rates will be adjusted annually based on the cost-of-living index, fair-market value rates, and to ensure that the school system is recovering costs.  Other adjustments will be made based on findings in 13c and d.

D.

Guidelines governing fees for facility use:

1.

A non-refundable, non-transferable processing fee will be charged for each application and each revision.

2.

There is a minimum three hour charge per space.

3.

The user will be billed for:

a.

Use of the facility (set-up, rehearsal, program, take-down, and clean-up times); equipment; and personnel. If the user requests split time (i.e., 8:00 – 10:00 a.m. and 5:00 – 8:00 p.m.), the user will be charged for all hours inclusively (i.e., 8:00 a.m. – 8:00 p.m.) if Community Schools is precluded from renting the space to other groups.

b.

Additional personnel (supervisory, custodial, technical, security), building, and/or equipment time if additional time is required to properly oversee and/or service a particular event (ex: the event lasts longer or uses more space than originally requested).

c.

Use of school equipment.

d.

Damages.

e.

Damage deposits, if required. If there are no claims against the damage deposit, as indicated on the Evaluation Form, the deposit will be returned.

f.

Each false alarm violation.

g.

Late fees may be assessed if payment is not postmarked, or delivered to, the Community Schools office ten business days prior to invoice beginning date.

4.

If the presence of uniformed police, fire, and/or medical services is required by WCPSS, the sponsoring group is responsible for making the arrangements and paying for the services.

5.

All fees (facility, personnel, and equipment) and deposits are due ten business days prior to the invoice beginning date:

a.

Checks should be made payable to Wake County Public School System and mailed to Community Schools, WCPSS, PO Box 28041, Raleigh, NC  27611-8041.

b.

Written cancellation notice from user, which cancels the entire invoice, must be received in the Community Schools office fifteen business days prior to the invoice beginning date to cancel user’s payment liability.

c.

Written revision requests must be received in, and approved by, the Community Schools office fifteen business days prior to the invoice beginning date to receive a credit.

6.

Any individual or agency that fails to make payment for obligations to the Wake County Public School System will no longer be allowed to use any Wake County Public School System facility.

7.

In-kind compensation for the use of Wake County Public School System facilities must be sanctioned by Community Schools before a user may receive credit against charges for use:

a.

Organizations cannot substitute in-kind compensation for school system out-of-pocket expenses (direct costs).

b.

Credit will not be given for costs that an organization incurs to deliver the agreed-upon service(s), (i.e., mileage to the site, equipment rental, etc.).

c.

Documentation, as per the agreement, must be kept by the organization to verify services rendered.

d.

In-kind agreements will be evaluated annually at the site to determine if the agreement has been upheld. Charges will be assessed if user did not uphold the agreement.

7410.3

A.

Application procedures for facility use

1.

In accordance with G. S. 115C-524(b), non-school groups may use school property for other than school purposes as long as such use is consistent with the proper preservation and care of the property. Users must guarantee school officials that the activity is lawful, that behavior will be orderly, and that the users will pay for any damages due to their use of the premises or equipment.

2.

Facility Use Applications (Form 2900) should be completed by:

a.

All user groups which are school-system sponsored but not located at the school being requested (i.e., central office activities at a school site).

b.

All users whose activities are not school system sponsored.

3.

Upon request, user groups may receive guidelines and a current listing of available facilities from Community Schools.

4.

Applicants shall clearly and accurately specify the sponsoring organization; the purpose of the activity; the number and ages of the expected attendees and/or participants; and the name, address, and phone number of the individual/group’s designated representative on the Facility Use Application, Form 2900.

5.

The completed Facility Use Application, Form 2900, should reflect equipment needs, exact dates, times (set-up, rehearsal, program, take-down, and clean-up), and space(s) requested.

6.

A non-refundable, non-transferable processing fee is required with each Facility Use Application, Form 2900, received from a non-profit, for-profit, or commercial group.  The processing fee will be invoiced for government agencies.

7.

A Certificate of Liability Insurance is required for all sports, dance activities, or activities which traditionally involve greater-than-average risk of bodily injury to participants and/or observers.

8.

Facility Use Application Due Dates:

a.

For one-time, short-term use, applications are due in the principal’s office a minimum of thirty business days prior to the event.

b.

For seasonal use of fields and gymnasiums, applications are due in the Community Schools office:

1)     January 5 for Fall use

2)     September 5 for Summer use

c.

Applications for year-long use (July 1-June 30) are due in the principal’s office by November 5.

7410.4

A.

Guidelines for permitting non-site-based use of WCPSS facilities.

1.

Principals have administrative control of their respective school buildings.

2.

Any phase of public education, including the instructional day, recreational, entertainment, athletic, or any other Wake County Public School System program, shall have priority.

3.

Facilities should be scheduled to allow time for school programs and maintenance (including “rest” time for fields).

4.

Activities not sponsored by the Wake County Public School System are non-school activities as defined by G. S. 115C-524(b).

5.

Facilities shall be available for non-school system use on a year-round basis (July 1^st – June 30^th), including legal holidays, in accordance with energy management guidelines, availability of facilities, and approved individuals to supervise activities and perform custodial duties.

6.

Non-site-based use of WCPSS facilities will be coordinated through the Community Schools office via the Facility Use Application, Form 2900. Community Schools will assist school and applicant to resolve issues.

7.

Community Schools shall communicate with principals, Facilities Planning, and Maintenance and Operations to determine facility availability and any site-specific restrictions.

8.

A school system employee will be in charge and remain on duty for the entire period of activity.

9.

Buildings may be opened and closed only by assigned employees of the school system or individuals recommended by the principal and approved by Community Schools and Security.

10.

WCPSS personnel or persons contracted by WCPSS must be paid through WCPSS, not the user group.

11.

All use should be age appropriate to the facility. Adult:child ratio guidelines must be followed.

12.

No school facility shall be used by any group or individual not in compliance with the requirements of all applicable federal or state statutes, regulations, and rules prohibiting discrimination on the basis of race, religion, color, sex, national origin, disability, age, or other classification.

13.

Applicants who request facilities for activities which traditionally involve greater-than-average risk of bodily injury to participants and/or observers will be required to obtain minimum general liability insurance coverage of one million dollars ($1,000,000), with a five thousand dollar ($5,000) medical payment endorsement, or provide proof of self-insurance.

14.

WCPSS may cancel an event with less than 24-hours notice under emergency circumstances that would preclude the safe occupancy and use of the leased facility. In the event of such cancellation, WCPSS will work with user to reschedule time or adjust invoice to reflect non-use of facility.

15.

Seasonal and year-long agreements may necessitate the school canceling or rescheduling a user’s event.

a.

The school will give two-weeks’ written notice to the user and to Community Schools.

b.

If the event is canceled, Community Schools will adjust the invoice.

c.

If the event is rescheduled, the school will notify Community Schools of the rescheduled date and time.

16.

Evaluation forms (pre- and post-event checklist) shall be completed by the WCPSS facility supervisor and the organization/user before and after each use of the facility and forwarded to Community Schools by the principal.

B.

Guidelines for one-time/short-term applications:

1.

Community Schools should receive the Facility Use Application, Form 2900, with the principal’s recommendation (approved/not approved) and signature no less than 21 business days prior to the event.

2.

If the principal does not recommend approval for a specific application, the principal shall indicate “not approved” on the application, note the reason for disapproval in the principal’s comment box, and forward the application to Community Schools.

3.

Community Schools will notify the user of the application’s status.

C.

Guidelines for seasonal applications:

1.

User groups may meet to coordinate site selections and submit applications in one batch.

2.

All user applications (one application per user for each facility requested) are due to Community Schools, postmarked or hand delivered, by published deadline dates.

3.

A Certificate of Liability Insurance to cover dates requested must accompany application.

4.

Community Schools reviews applications and contacts school and/or applicant for resolution of any problems. (This could include, but is not limited to, changes in allocation of requested space.)

5.

Applications are forwarded to principal for approval/ signature.

6.

Principal returns applications to Community Schools for invoicing within ten (10) days of receipt of application and required documentation.

7.

Community Schools will notify the user of the application’s status.

D.

Guidelines for year-long applications:

1.

Applications are due in the principal’s office by November 5.

2.

Community Schools should receive the Facility Use Application, Form 2900, with the principal’s recommendation (approved/not approved) and signature by November 20.

3.

If the principal does not recommend approval for a specific application, the principal shall indicate “not approved” on the application, note the reason for disapproval in the principal’s comment box, and forward the application to Community Schools.

4.

Community Schools will notify the user of the application’s status.

E.

Guidelines governing community use of school system equipment:

1.

Equipment must be requested on the Facility Use Application, Form 2900, at the time of submittal.

2.

All specialized equipment shall be operated by WCPSS staff members or persons contracted by WCPSS.

3.

Principals will indicate whether equipment is available and whether school employees are required for operation.

4.

User(s) operating school equipment must have school approval and will be responsible for damages to equipment.

5.

Community Schools will assess user equipment fees at the established rates, and fees will be included on invoice for use of facility.

6.

Payment for use of equipment is due in the Community Schools office ten business days prior to the invoice beginning date.

7.

Upon receipt of payment, Community Schools will deposit equipment fees into school’s account.

F.

Guidelines governing kitchen use:

1.

The senior director of Child Nutrition Services (CNS) must approve all kitchen use. A written copy of CNS guidelines for kitchen use will be provided to applicant upon receipt of application.

2.

The use of kitchen equipment such as dishwashers, freezers, serving lines, stoves, ovens, refrigerators, or mixers is prohibited except under supervision of an approved Child Nutrition Services employee.

G.

Guidelines governing mechanical equipment:

1.

The use of Wake County Public School System mechanical equipment by non-system personnel is prohibited.

2.

Equipment malfunction at the school will not automatically result in any refunds to the user.

H.

Guidelines for facility users:

1.

School system employees shall be treated with respect at all times.

2.

Individuals/agencies may not rent, sublet, transfer, assign their interest in, or umbrella the use of school facilities.

3.

Evaluation forms (pre- and post-event checklist) shall be completed by the WCPSS facility supervisor and the user before and after each use of the facility and forwarded to Community Schools by the principal.

4.

The sponsoring organization is responsible for seeing that vehicles use prescribed parking areas only.  In the event of damages to buildings, turf, track, athletic or other equipment, the sponsoring organization shall be held liable and will be billed for repair and/or replacement.

5.

Firearms and facsimiles thereof are prohibited on school property per state and federal statute.

6.

Games of chance and other forms of gambling shall not be permitted on school premises.

7.

Alcoholic beverages, narcotics, controlled substances, and drug paraphernalia shall not be permitted on school premises.

8.

Open fire or flames are not permitted inside any facility unless permitted by fire regulations.

9.

Smoking, or use of any tobacco product, shall be prohibited in any Wake County School Public School System facility at all times.  If a school is declared a “tobacco-free zone,” tobacco products are not permitted on campus

10.

School system facilities will not be structurally or cosmetically altered for the user without the express permission of the principal, Facility Planning and Construction, and Community Schools.

11.

Any misrepresentation by an organization or individual and/or abuse of any school system employee or property may result in immediate termination of the contract, including immediately vacating the premises and denial of that user’s request for future use.

12.

The user will be held responsible for one hundred percent (100%) of any damages to board property and/or equipment that occurs in connection with the applicant’s use of the facility.

13.

Any user who abuses the privilege shall have the privilege revoked.

I.

Guidelines governing advertising, publicity, and signage:

1.

Users must have obtained their approved Facility Use Application, Form 2900, prior to advertising.

2.

All publicity must carry the name of the individual or group sponsoring the event.

3.

Wake County Public School System cannot be listed as a sponsoring agency on any materials.

4.

Signage may be placed on school property during the  organization’s approved time of use.

5.

Signage displayed must be temporary in nature and must be in compliance with all local regulations.

J.

Guidelines governing facility use security issues:

1.

Principals have administrative control of their respective school buildings.

2.

Only municipal parks and recreation departments may request security clearance and a personnel waiver.

3.

Security Clearance and Personnel Waiver Request procedure:

a.

The parks and recreation director will submit a Security Clearance and Personnel Waiver Request Form to the principal if the director desires consideration for school personnel to not be on duty when organization uses a Wake County Public School System facility.

b.

All Security Clearance and Personnel Waiver Requests require a lead time of 90 days.

c.

A processing fee will be charged for each Security Clearance and Personnel Waiver Request.

d.

The principal will forward each Security Clearance and Personnel Waiver Request with his/her recommendations and comments to Community Schools for review.

e.

Community Schools will review and forward the requests with any recommendations and comments to Security.

f.

Security shall be responsible for obtaining the background checks.

g.

Security will review the Security Clearance and Personnel Waiver Requests and background checks and respond to Community Schools.

h.

Security has final say in determining who shall be granted security clearance.

i.

Community Schools will notify the principal and the director of parks and recreation.

j.

Names of individuals with security clearance will be on file with the building principal, Community Schools, and Security.

k.

Keys, pass cards, and security codes will be distributed by Security upon receipt of the deposit, annual fee, and proof of insurance.

4.

Guidelines for parks and recreation departments with security clearance:

a.

The director shall obtain and submit to Community Schools a Certificate of Liability Insurance indicating a minimum of one million dollars ($1,000,000) in property insurance, with the Wake County Public School System named as an additional insured, to cover any property damage arising from the organization’s use of the facility.

b.

A security deposit is required for each facility for which the parks and recreation department has been granted security clearance. The deposit will be held and returned upon termination of the security clearance, less any charges due.

c.

For each Security Clearance and Personnel Waiver Request granted, an annual fee will be paid to WCPSS. The deposit will be forfeited if use is terminated for cause.

d.

The parks and recreation department assumes all liability for loss and/or damage to WCPSS facilities and/or equipment.

e.

Approved individuals will have, and be responsible for, such keys, pass cards, and security codes as determined by WCPSS Security. Keys, pass-cards, and/or security clearance approvals are non-transferable.

f.

If the park and recreation department’s employee leaves the department, his/her keys and pass-cards must be relinquished to the school principal.

g.

Security clearance approvals are valid through June 30^th of the year issued or upon the employee’s severance from the parks and recreation department.

h.

Renewal request(s) shall be submitted to the school principal by April 1^st.

i.

Use of keys, pass-cards, and/or security codes by unauthorized personnel will be cause for immediate termination of the parks and recreation department’s security clearance(s).

j.

A fine will be assessed for unauthorized use of keys, pass-cards, and/or security codes.

k.

A fine will be assessed for each false alarm violation.

l.

Three alarm violations will result in a review of the parks and recreation department’s right to use WCPSS facilities. Security will make recommendations regarding future use.

m.

Duplication of keys is expressly prohibited.

n.

A charge will be assessed for each lost key or pass-card.  Unauthorized duplication of keys will result in loss of privileges.

o.

If a facility is re-keyed because of unauthorized use or excessive loss of keys, the parks and recreation department will be assessed the cost of re-keying the facility.

p.

The parks and recreation department may lose its right to access any WCPSS facility for repeated alarm/security violations.

q.

Clean-up and maintenance costs, as determined by building principal, Maintenance and Operations, and Community Schools, will be levied to the organization holding security clearance if the parks and recreation department does not maintain the facility in a satisfactory manner.

r.

If a parks and recreation department abuses the privilege, principals may require school system personnel to supervise the parks and recreation department’s activities.

s.

The parks and recreation department will be responsible for one hundred percent (100%) of any damage or loss that occurs in connection with their use of the facility.

t.

Community Schools invoices, memorandums of understanding, and joint-use agreements are subject to such statute which states in part, “No liability shall attach to any Board of Education, individually or collectively, for personal injury suffered by reason of the use of such school property pursuant to such agreements.”

K.

Guidelines for review and resolution of user’s Facility Use Application, Form 2900:

Any unresolved question or dispute concerning an application shall be referred to and resolved by the review process as outlined in the Community Schools Administrative Handbook.

L.

Guidelines for the Community Use of Facilities Advisory Committee are contained in the Community Schools Administrative Handbook.

Issued:  June 5, 2000