Use of Facilities

  • USE OF FACILITIES DURING NON-SCHOOL HOURS


    School facilities may be used during non-school hours in accordance with policy KG of the Gwinnett County Board of Education. The following rules and regulations will apply:

    SCHOOL SPONSORED ACTIVITIES

    School sponsored activities shall always have first priority for use of school facilities.

    The next priority for use will be given to those groups which are a logical extension of the education process and purpose of the school system. This includes booster clubs, parent teacher association, etc.

    Elementary, middle and high school athletic fields are under the supervision of the local principal. Requests for use of these fields can be made with the cluster community school director as outlined below.

    NON-SCHOOL SPONSORED ACTIVITIES (EXTENDED AND ONE TIME USE)

    All requests for facilty use will be directed to the appropriate cluster community school director.

    If the community school does not have adequate space, the non-school group will be referred to the closest community school that has space available.

    If an activity cannot be accommodated at a community school facility, the non-school group will be referred to the system Director of Community Schools for the purpose of assisting in arrangements to use the closest middle or elementary school facility.

    The system Director of Community Schools and the local middle or elementary school principal must give approval to the non-school group in order for the facility/field to be used.

    Written applications to use school facilities by non-school groups must be directed to the cluster community school director. It should include the following:

    A. The name of the group and purpose of the activity.

    B. The address and phone number of the person and organization making the request.

    C. The date, time and type of space requested.

    D. The number of people who will participate.

    6. A facility rental agreement authorizing use of the facility must be signed by the user. The facility rental agreement shall specify certain conditions that apply to all non-school groups. A facility rental agreement may not be assigned or transferred. Each facility rental agreement shall be reviewed at the end of the first 30 day period to determine if the terms of the agreement have been followed.

    7. When deemed advisable by the principal and the cluster community school director, police protection shall be specified as part of a facility rental agreement. In such cases, the contracting organization shall be responsible for furnishing the police protection to the approval of the school administration.

    8. Use of school gymnasiums by non-school groups shall be restricted to those activities which will not damage the floor.

    9. The Board of Education reserves the right to cancel a facility rental agreement for use of school facilities when such action is deemed necessary for the interest of the public schools.

    10. In case an activity for which a rental fee has been paid is cancelled, the rental fee shall be returned to the organization executing the contract.

    11. Any organization such as a church that is making a request to use facilities for an extended period of time will submit evidence of a plan for moving into a permanent facility within a reasonable period. A part of the evidence that must be presented would include title to the land in which the facility would be built, and adequate resources to build the facility or borrow the monies needed to build facilities. Such extended use shall be an annual contract and the group should show evidence of adequate progress for moving in their own facility before a new contract is negotiated.

    12. When school theaters (auditoriums) are requested by theatrical groups, the requesting group must present to the cluster community school director the following:

    A. The name and brief description of each performance planned and who is in charge.

    B. The anticipated number of people who will attend and participate in performances.

    C. A listing of all facilities and school equipment that will be needed.

    D. An explanation of the group's ability to return the facility to its original condition daily.

    E. The specific dates and times that the facility is needed.

    13. A requirement to have a school system employee present when a non-school group uses a school facility is outlined on the facility rental agreement.

    If a non-school youth group indicates that the requirement to have a school system employee present represents an undue hardship for the group, the non-school group may present to the Superintendent an appeal. The Superintendent's office will review the appeal to determine if a legitimate hardship situation exists. Criteria will include the following:

    A. Review of the operating expense and fees of the organization.

    B. Comparison of fees charged per family with other non-school groups using school facilities.

    C. Other hardship conditions.

    D. Availability of school system employees.

    After the Superintendent's review a decision will be made. If a legitimate hardship exists a suitable alternative can be arranged.

    ACCOUNTING GUIDELINES

    All collections for the use of facilities for all schools within a cluster will be deposited into the cluster's community school account.
    A. Monies from contracts with recreational groups and monies from other short-term/one-time rentals will be receipted into a community school account entitled "Facility Rental."

    B. Monies from long-term church rentals and ongoing school/college rentals will be receipted into a community school fund account entitled "Facility Rentals- Long Term." These monies, less related rental expenditures, will be remitted to the individual local school.

    2. All fees for school system employees should be paid at the time of signing the rental agreement.

    A. Salary payments will be made by the community school on a Miscellaneous Payroll Authorization and charged to an appropriate reimbursable salary code.

    B. The Financial Operations Office will invoice the community school for salaries paid. The Facility Rental account should be charged.

    3. All salary payments must be in conformity with the Fair Labor Standards Amendments. Non-exempt employees must be paid overtime when his/her total hours exceed 40 in a work week. It is the responsibility of the local community school director/and or principal to insure that guidelines are followed.

    4. One-time use. Execution of the contract will be handled by the cluster community school director.

    5. Extended use. Execution of the contract will be handled by the cluster community school director. Extended use stipulations will be included in the facility rental agreement.

    6. At the end of the fiscal year, the total receipts collected in the Facility Rental account at the cluster community school will be remitted to the Financial Operations Office as outlined in the close-out instructions for the year.

    FACILITIES RENTAL FEE SCHEDULE FOR NON-SCHOOL GROUPS

    A one-time $25 processing fee will be assessed for each contract issued to a Non-School group. The "Minimum Daily Rate" includes up to 3 hours of facility usage for the day. Daily facility usage above 3 hours will be assessed the "Hourly Rate" for each subsequent hour in addition to the "Minimum Daily Rate" (to be added to rental fee schedule).
    Non School Groups
    Minimum Daily Rate Hourly Rate Above Minimum
    Activity Building $48.00 $16.00
    Classroom $48.00 $16.00
    Wrestling Room $96.00 $32.00
    Batting Cage $138.00 $46.00
    Field $138.00 $46.00
    Track $138.00 $46.00
    Batting Cage Building $156.00 $52.00
    Lighted Field/Tennis Courts $156.00 $52.00
    Commons/Cafeteria/Media Center/Computer Labs $186.00 $62.00
    Gymnasium $186.00 $62.00
    Theatre/Atrium $186.00 $62.00
    Parking Lot $75.00 $25.00

    In addition to paying for regular custodial management, these non-school programs may be required to hire a site supervisor. It also may be necessary to pay for security for the event. All specifics regarding payments will be clearly written in the facilities rental contract.

    NOTE: Whether a school opens its athletic facilities for non-school use is a local administrative decision. Once opened, the facility is "open" to all like-groups.

    FACILITIES RENTAL FEE SCHEDULE FOR NON-SCHOOL YOUTH ASSOCIATIONS

    A one-time $25 processing fee will be assessed for each contract issued to a Non-School Youth Associations. The "Minimum Daily Rate" includes up to 3 hours of facility usage for the day. Daily facility usage above 3 hours will be assessed the "Hourly Rate" for each subsequent hour in addition to the "Minimum Daily Rate" (to be added to rental fee schedule).

    YOUTH ASSOCIATIONS
    Minimum Daily Rate Hourly Rate
    Above Minimum
    Activity Building $18.00 $6.00
    Classroom $18.00 $6.00
    Wrestling Room $36.00 $12.00
    Batting Cage $54.00 $18.00
    Field $54.00 $18.00
    Track $54.00 $18.00
    Batting Cage Building $60.00 $20.00
    Lighted Field/Tennis Courts $60.00 $20.00
    Commons/Cafeteria/Media Center/Computer Lab $72.00 $24.00
    Gymnasium $72.00 $24.00
    Theatre/ Atrium $72.00 $24.00
    Parking Lot $75.00 $25.00

    In addition to paying for regular custodial management, these non-school programs may be required to hire a site supervisor. It also may be necessary to pay for security for the event. All specifics regarding payments will be clearly written in the facilities rental contract.

    NOTE: Whether a school opens its athletic facilities for non-school use is a local administrative decision. Once opened, the facility is "open" to all like-groups.