GUIDELINES FOR USE OF SCHOOL FACILITIES
3280 Community Use of School Facilities
The Board of Education will consider requests that align to Policy 3280.
Process for Obtaining a Permit for Use of School Facilities
Any group that would like to utilize district facilities shall create a user account on ML Schedules.
When creating a user account, all outside groups must use their name as the user. School team or activity group names are not permitted to be used when requesting facilities outside of the season or scope of the school day.
The request by an outside group or agency shall include the following:
A. A completed request through ML Schedules
B. A Certificate of Insurance with a minimum of $1,000,000 liability coverage, naming the district and additional insured.
C. Approval by the Building Principal and/or Department Director.
Requests that are complete shall be forwarded to the review. A Use of Facilities request requires approval by the Board of Education.
Outside groups must abide by all Board of Education policies when utilizing the district’s facilities.
All requests must be submitted on ML Schedules no later than four (4) weeks prior to the scheduled event for Board of Education approval.
When a request is submitted, the Superintendent, Building Principal, Director of Athletics or Board of Education may request additional information regarding said group and activity.
If a person and/or group uses district facilities without approval, said person or group may be barred from future use of district facilities and subject to legal action if deemed necessary and appropriate.
Additional Rules Regarding Use of Facilities:
The activity shall not extend beyond the hours approved in the request.
The activity shall be restricted to the area approved in the request.
The supervisor in charge of the activity shall be present before the activity begins and remain with the group until all attendees have left the facilities being used.
The group using the facilities shall be responsible for getting its equipment in and out the building/on and off the fields.
Where rearrangement of district furniture and equipment is necessary, the group shall get prior approval from the district.
All areas requested and equipment will be left in the condition it was found.
All programs planned and approved shall have no impact on the instructional or extra-curricular programs in the district.
Rates for use of facilities are outlined in Exhibit 3280-E. Additional charges for use of facilities as outlined by Exhibit 3280-E may be adjusted for any custodial overtime, auditorium or technology technicians, security personnel and other site personnel and services as required.
An invoice will be created once a request is approved by the Board of Education.
Additional charges will be billed within 30 days of the completion of the event. Such billings must be paid within 30 days. If not paid, the group will not be permitted future authorization of facility use.
Charges for any facility or equipment that is damaged will be charged at the actual cost of the damage repair or replacement cost. Damaged property due to neglect or lack of supervision will result in revoking already approved requests or impact future use of facility requests.
Community Use of School Facilities
Westhill Building Use Fees
Gymnasium rental: $50/hour plus custodial fees
Auditorium rental: $125/hour plus custodial fees
Site Coordinator: $100/hour
Sound Operator : $65/hour
Lighting Operator :$65/hour
Equipment use fee [piano/risers/stands only]: $100/event
Security: $50/hour per person
Custodial: $60/hour for building use on a weekday per room used
Custodial: $75/hour for building use on a weekend per room used
Athletic Complex and Facility Use Fees
Complete rental fee $1200 [includes site coordinator, scoreboard operator, custodial service for a maximum of 5 hours]
Field Rental Only $150/hour
Site Coordinator $100/hour
Ticket Seller $45/hour
Custodians $60 per hour weekday/$75 per hour weekend per person
Security $75/hour per person
Scoreboard $70/per event
Scoreboard Operator $40/hour
PA System $70/per event
Creating an account
Submitting a Facility Use Request
- Log in using your account information
- Choose the request by one of the four categories [by specific time and date, by specific space, as a recurring event, multiple spaces]
- Complete all information fields and submit
- Please DO NOT consider your event approved until you receive an automated e-mail from ML Schedules indicating that your request was approved.