Facility Rental

Boundary County School District #101

COMMUNITY RELATIONS                                                                                                 4210

Community Use of School Facilities

School facilities are available to the community for education, civic, cultural, and other non-commercial uses consistent with the public interest, when such use does not interfere with the school program or school-sponsored activities.  Such facilities may also be used for the operation of a senior citizen center.  Use of school facilities for school purposes has precedence over all other uses.  Persons on school premises must abide by the District’s conduct rules at all times.

Student and school-related organizations shall be granted the use of school facilities at no cost. Other organizations granted the use of the facility shall pay fees and costs. The board of trustees desires to cooperate with other local agencies and community organizations by making available school facilities and certain items of equipment or services when so doing will not be in conflict with the educational program. To this end, all schedules of rental and service charges will be kept as low as possible, considering operation and maintenance costs. If building damage is incurred, users will be expected to reimburse actual costs of repairs. If equipment is damaged, user will be expected to reimburse repair expenses. If equipment is lost, misplaced or damaged beyond repair, users will be expected to reimburse replacement costs. All lease and rental payments will be directed to the school bookkeeper.

The Superintendent shall develop procedures to manage community use of school facilities, which shall be reviewed and approved by the Board. Use of school facilities requires the building administrator’s approval and is subject to the procedures.

The administration shall approve and schedule the various uses of the school facilities.  A master calendar will be kept in the office for scheduling dates to avoid conflicts during the school year. Requests for use of the school facilities must be submitted in advance of the event to the building administrator’s office.

Legal Reference:   I.C. § 33-601         Real and personal property – Acquisition, use or disposal of same.

                              I.C. § 33-602         Use of school property or buildings for senior citizen centers

Lamb’s Chapel v. Center Moriches Union Free School Dist., 113 S. Ct. 2141

Policy History:

Adopted on: FEBRUARY 17, 2005

Revised on: 7/31/2019

Boundary County School District #101

COMMUNITY RELATIONS                                                                                               4210P

Community Use of School Facilities

Boundary County School District No. 101 encourages the use of school facilities by Boundary County groups.  The district will establish rental and deposit fees to cover expenses.  The board of trustees reserves the right to reject any or all applications for the use of school facilities.

• School facilities shall not be used by any group which, in the opinion of the board of trustees, advocates the overthrow or change of our government by force. 
• Any advertising by organizations for any event scheduled in a school facility must indicate the local sponsor.

Some restrictions and/or regulations are necessary to protect the schools and school equipment which, in reality, belong to all citizens in the community.  All non-school groups using a school facility must obtain prior approval form the appropriate building administrator.  All rental fees will be collected at the appropriate building and submitted to the school district administration office.  Checks are to be made payable to Boundary County School District No. 101.  Approval for use of facilities will be authorized by each respective building principal and activity director.

Priorities for Use of Facilities:  The following priorities will apply in scheduling use of school facilities.  An attempt will be made to have the various groups desiring to use facilities adjust their schedules to avoid conflicts.  Due to the heavy demand on limited facilities in certain situations, priorities will have to be utilized to determine use of facilities.  No group can be assured of using a facility until a Facility Use Form (Exhibit "A") is properly authorized.  Once authorized, only an official school function or an emergency involving finances, health or safety will justify rescinding such authorized use.  Authorizations may be limited by school district administration discretion.  Organizations have priorities as follows:

1. Official School Functions
2. Community Education Functions
3. Youth Non-profit Organizations
4. Adult Non-profit Organizations
5. Commercial Organizations

Fees & Deposits:  The use organization is to provide the school district with proof of insurance in the form of a Certificate of Insurance which must show a minimum limit of $1,000,000 liability coverage per occurrence and must also evidence coverage for this agreement in the form of Blanket Contractual Coverage or name the school district as an Additional Insured.  A copy of the Certificate of Insurance must be attached to this agreement prior to using or occupying the premises.

Waiver of Rental Fees: Waiver of rental fees requires prior approval from the board of trustees. Rental fee waiver does not apply if no school personnel are on regular duty during the function, and a custodian must be assigned time beyond his/her normal shift for the function. The following groups have rental waiver approval as part of this policy:

1. Community Education groups;
2. Boundary County Parks and Recreation;
3. Federal, State & County Agencies for occasional use;
4. Official school functions (no custodial charge for official school groups).

Waiver of Deposit Fees: Waiver of deposit fees requires prior approval by District #101 Trustees. Deposit fees are waived for official school and Community Education functions except for the auditorium.

Deposit: Boundary County School District No. 101 Board of Trustees shall establish deposit fees for commercial or profit-making groups for each event or function. 

Auditorium Cleaning Deposit: $75.00. Refund will be made if the auditorium, music room, restrooms, and lobby are thoroughly cleaned after each rehearsal, and final event. Custodial fees will be levied against the deposit, and the user will agree to promptly pay for any damages. 

Rental Fee:  Rental agreement durations may be limited by district administration.

Facility rental fee shall be in accordance with the schedule found in policy 4215(S). The fees on the schedule represent the rental of a facility while the district custodian is on regular duty. If no school employee is on regular duty and must be called to duty for a special function, an additional charge of $20.00 per hour will be assessed.

Equipment rentals may be assessed at the discretion of the appropriate supervisor, with the completion of the Equipment Use Form.

Basic Auditorium Rental: The fee shall be in accordance with the schedule found in policy 4215(S). The fee shall include the service of someone opening and locking the facility since no keys will be issued. The fee also covers general auditorium upkeep, improvements and maintenance for the auditorium. Rehearsal time spent in preparation for the event will be included in the above rental fee so long as the event is considered by the board as a community event.

Lighting/Sound Booth: The fee shall be in accordance with the schedule found in policy 4215(S). Fee for a lighting/sound technician who must be present whenever the booth is open, lights, gels, upkeep of equipment, and the purchase of the needed additional lights and microphones. One of the school district technicians must be present even if the contracting party brings in their own lighting or sound technician.

Performance grand piano usage: $40.00:  The performance grand is available for one final rehearsal, and the performance. The fee is assessed to provide for piano tuning and upkeep. A rehearsal piano is available on the stage at no additional cost.

Other Charges:  May include additional hourly janitorial costs above $75.00 cleaning deposit, at the request of the School District to be paid by the contracting party.

All funds must be payable within five (5) business days of the conclusion of the event.

Regulations for Use of School Facilities:  Upon leaving, check all doors and windows to insure they are locked, and the building is secure.

No street shoes are to be worn while playing in the gym.

Equipment belonging to the district is not to be used or moved to other areas of the building without permission of the proper school authority.

When 200 or more persons will be present, the fire chief or police chief will be notified at least 48 hours before the event.

Any fire, smoke, electrical short, etc. will be immediately reported by phoning 911.

Policy History:

Adopted on: FEBRUARY 17, 2005

Revised on: July 10, 2012; September 15, 2015

Boundary County School District No. 101

COMMUNITY RELATIONS                                                                                                 4215

Facility Rental

Boundary County School District facilities are sometimes available for use by the community. Activities should adhere to the interests of the District and should not interfere with educational programs. First priority is always given to the education of students.

To rent a facility, contact the administrator in charge of the school site.

Review the Community Use of School Facilities for renting Boundary County School District school facilities

Facility Fee Schedule

Group 1—no charge*

The following groups may use Boundary County School District facilities, without charge for meetings, recreational activities, and fund raising activities that benefit students of the District. Charges may be made for use of equipment, custodial services, or personnel overtime. *If the sound and lighting system is used a charge of $20.00 per hour may be issued.

• Community Education Groups
• Parks and Rec Youth Basketball and AAU events
• Federal, State and County Agencies for occasional use
• Official School Functions
• Community Orchestra (No donations or gate Receipts)
• Community Choir (No donations or gate Receipts)

Group 2—see Facility Rental Fee Schedule 4215(S)

• Community Organizations with 501c3 status
• Colleges
• Clubs with 501(c)(3) status
• Associations with 501(c)(3) status
• Governmental Agencies—when no fees are charged or used for community meetings
• Senior Citizens
• Community Theater
• Community Orchestra (in which donations are taken)
• Community Choir (in which donations are taken)

Group 3— see Facility Rental Fee Schedule 4215(S)

• Businesses
• Business Organizations
• Business Recreation Leagues
• Religious Organizations
• Professional Productions

Policy History

Revision: 5/9/16; 7/31/1

FACILITIES USE AGREEMENT

Name and Address of Organization or Individual Requesting Facility Use:____________________________

_______________________________________________________________________________________

Exact Facility Requested:  __________________________________________________________________

A statement of the nature of the function to be held (civic interest, education, non-sectarian):_____________ _______________________________________________________________________________________

_______________________________________________________________________________________

Is admission to be charged? ___________  Is a free will offering to be taken?___________

Is the function open or restricted to the public?_________________________________

Date and Hours of Requested Use to include time necessary to set up equipment or staging and to restore facility to normal use:

            Dates                           Times              Special Equipment Needs (check items Needed)

_____________          _____________          Public Address System_______   Projector_______________

_____________          _____________          Number of Chairs___________    Number of Tables_______

_____________          _____________          Lighting___________________

_____________          _____________          Other____________________________________________

_____________          _____________          _________________________________________________

_____________          _____________          _________________________________________________

Premises and Conditions

1. Conditions of Facilities Use - Use of District facilities is conditioned upon the following covenants:
   1. That no alcoholic beverages, tobacco or other drugs are sold or consumed on the premises by the requesting organization or individual or any of its employees, patrons, agents, or members.
   2. No illegal games of chance or lotteries will be permitted.
   3. That no functional alteration of the premises or functional changes in the use of such premises shall be made without specific written consent of the District.
   4. That adequate supervision is provided by the requesting organization or individual to ensure proper care and use of District facilities.

Rent and Deposit

The requesting organization or individual agrees to pay the District, as rent for the premises and as payment for special services (if any) provided by the District, the sum of $_________, and this shall be due _____ days in advance.  The requesting organization or individual shall be responsible for all actual damages, including costs, disbursements, and expenses, resulting while it has use of the premises.

Insurance and Indemnification

The requesting organization or individual, by signature below, hereby guarantees that the organization shall indemnify, defend and hold harmless the District and any of it’s employees or agents from any liability, expenses, costs (including attorney’s fees) damages and/or losses arising out injuries or death to any person or persons or damage to any property of any kind in connection with the organization or individual’s use of the District facility which are not the result of fraud, willful injury to a person or property or the willful or negligent violation of a law. 

The requesting organization or individual shall provide the District with a certificate of insurance prior to the use of the facility.  The certificate shall show coverage for comprehensive general liability insurance in an amount not less than $1,000,000 for injuries to or death of any person or damage to or loss of property arising out of or in any way resulting from the described use of the facility.

Non-Discrimination

The requesting organization or individual agrees to abide non-discrimination clauses as contained in the Idaho Human Rights laws and federal anti-discrimination laws. 

Indemnify and Hold Harmless

I, _________________________________________, for myself, my heirs, executors, and assigns do, by this document, agree, on behalf of myself and the organization which I represent, to indemnify and hold harmless any employee, officer, servant, or agent of the school district, including elected or appointed officials, and persons acting on behalf of the school district in any official capacity, temporarily or permanently in the service of the school district, whether with or without compensation, from any and all manner of action or actions, cause or causes of action, suits, injuries, or any other claim or demands arising out of the use of any facility or equipment of Boundary County School District No. 101, and that I hereby agree to be responsible for the repair or safe return of such facilities and/or equipment in the same condition as when used, and that the school district is in no way involved in the proposed personal use.  I also warrant that I have the authority to enter into said agreement

Additional Obligations or Terms

__________________________________________________________________________

__________________________________________________________________________

__________________________________________________________________________

______________________________________________________________

______________________________________________________________

______________________________________________________________

Equipment Used (Description, Model & Serial Number)

______________________________________________________________

______________________________________________________________

______________________________________________________________

______________________________________________________________

______________________________________________________________

I ACKNOWLEDGE THAT I HAVE READ THIS DOCUMENT CAREFULLY.  BY SIGNING THIS AGREEMENT, I, IN INDIVIDUALY, OR ON BEHALF OF MY ORGANIZATION OR GROUP, REALIZE THAT I/WE HAVE GIVEN UP CERTAIN RIGHTS AND ASSUME CERTAIN RESPONSIBILITIES

DATED this _____ day of _______________, 20__.

Requesting Organization/Individual            

By_____________________________________________________

Title____________________________________________________

Address _________________________________________________

Phone ___________________________________________________

Boundary County School District No. 101:            

By ____________________________________________________

Boundary County School District No. 101

COMMUNITY RELATIONS                                                                                          4210F(2)

PERSONAL PROPERTY LICENSE

For the payment of $__________________ per _____________________________ (paid in advance) and in consideration of allowing ___________________________________ to use (description of equipment) __________________________________________________________________________________________

the undersigned do(es) hereby promise to be responsible and immediately pay to School District No. 101, Boundary County, Idaho any and all damages to the instrument arising from that possession, regardless of cause.

_________________________________________      _________________________

Signature                                      Date

_________________________________________      _________________________

Witness                                                                           Date

Date of Return of Personal Property____________________________________

_________________________________________      _________________________

Witness to Return of Personal Property in                     Date

Good Condition

Boundary County School District No. 101

COMMUNITY RELATIONS                                                                                          4210F(3)

Community Use of School Facilities

Interactive Compressed Telecommunications Studio - Host Institution:                      Bonners Ferry High School

1. The requesting party shall abide by policies, rules and regulations of the Boundary County School District No. 101, state and federal laws regarding the use of facilities and conduct of persons involved in the use.
    
2. The use of property shall not interfere with regular or emergency school operations.  All school operations shall have priority use of said facilities and may supersede the granted use of the facility.
    
3. No requesting party postings shall be allowed in the facility.
    
4. Upon end of each meeting, the facilities will be vacated by the requesting party and the building left in good condition as when use began.
    
5. Use of District facilities is conditioned upon the following covenants:

   a.   That no alcoholic beverages, tobacco or other drugs are sold or consumed on the premises by the requesting organization or individual or any of its employees, patrons, agents, or members.

   1. No illegal games of chance or lotteries will be permitted.
   2. That no functional alteration of the premises or functional changes in the use of such premises shall be made without specific written consent of the District.
   3. That adequate supervision is provided by the requesting organization or individual to ensure proper care and use of District facilities.
       
6. The requesting party (and the undersigned representative, thereof individually, jointly, and severally with the party) or individual, agrees to a) pay for any loss or damages to person or property or claims therefore resulting to or arising from said use; b) reimburse or hold harmless the school district and its employees from any such loss, damage or claims; and, c) pay any attorney's fees and costs paid or incurred by the school district as a result of said granting of facilities use.
    
7. The requesting party shall provide a Certificate of Liability Insurance in the amount of $1,000,000.00 in public liability insurance for personal injury and/or property damage as specified.  Boundary County School District No. 101 shall be named as the first insured.  Certificate to be presented to the school district prior to use; and, b)a non-refundable administrative fee of $100.00 or purchase order for same.

I have read the terms and conditions of facility use for the Interactive Compressed Telecommunications Studio at Bonners Ferry High School.

_______________________________________________  _________________________

Printed Name & Signature                                                                              Date

___________________________________________________________________________

Administrative Action:           ___YES          ___NO

___________________________________________________________________________

Signature for Boundary County School District No. 101                  Date

______________________________________________________________________

Signature for Requesting Party                                                           Date

A Boundary County School District No. 101 representative shall fax this document to North Idaho College: 208-769-3242