MODESTO CITY SCHOOLS Administrative Regulation
AR 1330
COMMUNITY RELATIONS
Use of School Facilities
A. APPLICATION PROCEDURE
1. Application to use school facilities shall be made through the Facilities and Construction Office. Applications shall be filed at least 30 days in advance of use date and signed by a responsible adult who is authorized to represent the applicant.
2. The use of school premises shall not be granted when there is a possibility of damage to school property. In the event that a loss or damage does occur, the person or group signing the request for use of premises shall be fully responsible and liable and shall assume liability before being granted the use of school facilities in the future.
3. Non-profit groups must be registered with the California Secretary of State as a non-profit organization. They must also provide a copy of the state tax exemption letter and number.
4. A non-profit group must be a community-based group within the boundaries of the Modesto High School District.
5. A Certificate of Insurance showing coverage in the amounts of $100,000/$300,000 public liability and $50,000 property damage must be provided five (5) days prior to the scheduled date of use. If not, the application will be cancelled.
6. The application must list equipment, furniture arrangement or District personnel that will be needed.
AR 1330 (a)
COMMUNITY RELATIONS
Use of School Facilities
7. The requesting organization has the responsibility of making all facts known to the District to settle any questions regarding qualification for use and program content. This must be completed prior to a permit being issued.
8. The Superintendent/designee may request advance payment of the estimated rental fee at the time the building assignment is issued. If cancelled, the payment will be refunded less any expenses incurred by the District.
B. CANCELLATION PROCEDURE
1. A minimum of seven (7) working days advance notice of cancellation is required from the reserving organization. If the notice is not received in advance, the organization will be responsible for reimbursement of any expenses incurred by the District. A cancellation fee of $50.00 will be charged if notification is not received prior to seven (7) days in advance of the scheduled activity.
NOTE: “Working day” is defined as a day when the District Office is open for business.
2. Failure to notify in advance of cancellation and/or pay cancellation fee may make the organization subject to deposit requirements for subsequent building facility assignments.
3. The District will make every effort to avoid cancellation of any community event due to date conflicts. Schools may, in special circumstances, request the Superintendent/designee to cancel a community event in favor of a school-sponsored event. Such requests shall be in writing and set forth the circumstances that make the request necessary. Advertising and ticket sales by a community organization may prohibit cancellation.
4. The District reserves the right to cancel any permit if use would cause damage to facility or present a safety concern. AR 1330 (b)
COMMUNITY RELATIONS
Use of School Facilities
C. RESTRICTIONS
1. Facilities will not be available for dances unless organized, sponsored and conducted by District student body organizations, classes or campus clubs.
2. School facilities will not be available for outside use during scheduled class hours or at other times where school functions have been scheduled.
3. The District shall not assume responsibility for incoming or outgoing mail of non-school sponsored organizations. Non-school organizations shall not use school telephones without prior approval.
4. The use of tobacco products is prohibited at all times in all District buildings and on all District grounds, including indoor and outdoor athletic facilities.
5. Open flame devices are not permitted without prior written approval from the Modesto City Fire Chief. The non-profit organization sponsoring the event must have written approval from the Fire Chief on file in the Facilities Use Office prior to use of facilities.
6. Organizations using facilities must conform to all city and county ordinances and fire regulations.
7. To possess, use, or be under the influence of any controlled substance as defined in Section 11053 of the Health and Safety Code, an alcoholic beverage, or an intoxicant of any kind is prohibited on school district property.
8. No food or drink shall be consumed in any auditorium, gymnasium, or classroom without prior written approval.
AR 1330 (c)
COMMUNITY RELATIONS
Use of School Facilities
9. Animals, motorized vehicles or cycles, skateboards, roller blades, go-carts, rockets, powered airplane models, and golf practice are prohibited on school grounds unless prior written authorization has been obtained. Authorization will not be granted for use of school facilities under any circumstances if it is determined that such use presents a danger to persons or property.
10. Violation of District rules by any organization during occupancy shall be sufficient cause for denying further use of school premises to the organization.
11. A school custodian or other District employee approved by the Director of Facilities and Construction or his/her designee shall be on duty when school facilities are being used. It shall be his/her duty to see that rules and regulations are observed.
12. Concessions are the exclusive right of the Modesto City School District unless special permission has been granted to the requesting party.
13. The use of District-owned equipment is not permitted (i.e. video camera recorders, televisions, monitors, computers, projectors, musical instruments). Piano, music stands, and Public Address System may be provided if available.
14. Fireworks are not permitted to be sold on District property.
15. Non-school-sponsored garage or rummage sales are not permitted on District property.
AR 1330 (d)
COMMUNITY RELATIONS
Use of School Facilities
16. Swimming Pools
Swimming pools will be operated by the City of Modesto during the summer months. Use requests during this period shall be directed to the City of Modesto Recreation & Neighborhoods Department. All pools (except Susan Burris Pool at Sonoma) are shut down from November 1 through February 1. Anyone requesting a variance in this schedule should submit a request to Modesto City Schools.
17. Junior High School Multi-Purpose Buildings
The use of La Loma, Mark Twain, and Roosevelt junior high school multi-purpose buildings after school, weekends, holidays, and summers shall be scheduled by the City of Modesto Recreation & Neighborhoods Department. Building assignments for Hanshaw Middle School will be processed through the District’s Facilities and Construction.
18. Playgrounds
Playground use shall be permitted to other groups when not previously committed or limited by agreements between the Modesto City Schools and the City of Modesto.
19. Baseball, Football, Soccer Fields
Facility use permits are required if an organization wants to reserve a particular field at a designated time. High school football, soccer, and varsity baseball fields are to be used for scheduled games only. Practice/scrimmages are not allowed on these fields.
AR 1330 (e)
COMMUNITY RELATIONS
Use of School Facilities
20. Kitchen Use
a. A school kitchen may only be used when a member of the District Nutrition Services staff is on duty.
b. Non-school organizations shall not be permitted to use a kitchen for other than charitable or fund-raising purposes.
c. Charges for Nutrition Services staff will be billed the user by the Facilities and Construction Office.
21. Auditoriums
a. Organizations are prohibited from removing or using stage scenery, properties, lights, curtains, ceiling pieces and/or the counterweight system, unless the Auditorium Manager or his/her designee grants permission and supervises the activity.
b. In cases where the stage is used, no dressing shall be permitted except in dressing rooms connected with the auditorium and stage. Access to other buildings or rooms shall not be permitted unless specifically designated on the building facility assignment form.
D. FEE SCHEDULE
1. All rental charges shall be in conformance with the fee schedule and applied according to Board Policy 1330. These fees and charges are subject to review and may be changed as a result of increases in salaries, energy or other direct costs.
2. Organizations that fail to clear debts on prior facilities use fees within 90 days shall be required to pay deposit prior to future use.
AR 1330 (f)
COMMUNITY RELATIONS
Use of School Facilities
FEE SCHEDULE EFFECTIVE JULY 1, 2004
FACILITY SPECIAL FEE DIRECT FAIR RENTAL (Plus Actual COSTS* VALUE* Custodial Costs)
1. AUDITORIUM (per 4-hour production)
An Auditorium Technician must be present any time the stage, lighting, rigging or sound system will be used, including rehearsals. All Technician time will be billed at $25.00 per hour, in addition to any other use or rental fees.
Downey High School $ 124 $ 344 $ 360 Johansen High School 124 332 346 Modesto High School 236 684 714
*Includes 4 hours custodial time per performance production and 1 4-hour rehearsal per production.
Grand Piano $100 per day (User responsible for moving/tuning and returning piano to original location.)
2. REHEARSAL/OTHER ACTIVITIES (per hour) (Charged for time on permit unless notified in advance that time will be different.)
Downey H.S. Auditorium $ 24 $ 24 $ 76 Johansen H.S. Theater 21 21 73 Modesto H.S. Auditorium 37 37 148
3. LITTLE THEATER (per hour)
Beyer High School $ 14 $ 22 $ 44 Davis High School 14 22 44
AR 1330 (g)
COMMUNITY RELATIONS
Use of School Facilities
4. SCHOOL CAFETERIAS (per hour)
No Furniture Rearrangement a. Elementary $ 17 $ 23 $ 38 b. Junior High School 21 30 60 c. High School 25 33 69
FACILITY SPECIAL FEE DIRECT FAIR RENTAL (Plus Actual COSTS VALUE Custodial Costs)
5. KITCHENS (per hour)
a. Elementary $ 30 $ 40 $ 70 b. High School 40 50 115
6. CLASSROOMS ( per hour) $ 7 $ 12 $ 24
7. GYMNASIUM (per 2-hour usage)
Beyer H.S. (large) $ 15 $ 82 $ 103 Beyer H.S. (small) 10 72 91 Davis H.S. (one-half) 15 72 91 Davis H.S. (whole) 19 86 100 Downey H.S. (large) 10 82 103 Downey H.S. (small) 10 72 91 Hanshaw Middle School 10 60 75 Johansen High School 25 100 120 Modesto H. S. (small) 10 72 91 Modesto H. S. (large) 10 82 103
AR 1330 (h)
COMMUNITY RELATIONS
Use of School Facilities
8. STADIUMS (May be used during football season only--one use per field per week will be permitted.)
Downey/Johansen H. S. (per 4-hour usage) $ 686 $ 731 Downey/Johansen H. S. (with lights--add per hour) 35 35
FACILITY SPECIAL FEE DIRECT FAIR RENTAL (Plus Actual COSTS VALUE Custodial Costs)
9. SWIMMING POOLS
Johansen $20/Hour* $80/Hour $1,264 (2-hour min.) (2-hour min.) (per day)
Beyer/Davis/Downey/Modesto $20/Hour* $45/Hour $703 (2-hour min.) (2-hour min.) (per day)
* $16 per hour (2-hour minimum) when pool is being heated for school use.
* $24 per hour (2-hour minimum) plus actual utility costs during periods when pool(s) are not heated for school use.
Timing System (Touch Pads & Results Board) $50 (Johansen Only) (per day)
10. BASEBALL/FOOTBALL/SOCCER FIELDS (No custodian required) (Local Youth Groups Excluded)
Per two (2) Hours $ 17 $ 29 $ 40 Line and Drag 30 59 79
11. Furniture delivery from the warehouse will be billed at $1.00 per mile plus approximately $28.50 per hour per person for labor. AR 1330 (i)
COMMUNITY RELATIONS
Use of School Facilities
NOTE: The fees (in numbers 2-9) do not include the cost for a custodian to open, set-up, clean, close, etc. Custodial charges will be billed to the user at 1-1/2 times the custodial rate for actual time if during the regular workweek. Custodial charges will be billed to the user at 1-1/2 times the custodial rate for actual time or a 2-hour minimum, whichever is greater, if the activity is on a non-school day. At Modesto, Downey, and Johansen high schools, the High School Auditorium Manager/designee will assume the responsibility of opening and closing the auditoriums.
1. Kitchen equipment will be used only under the supervision of cafeteria personnel at a fee based on the current salary schedule. There will be a two-hour minimum with time and a half charged after an eight-hour day. Applicant should contact the school cafeteria manager to make arrangements.
2. All fees include use of restroom facilities.
3. The applicant will be responsible for any extraordinary cleanup caused by the organization’s activity (i.e. furniture not replaced in its original configuration; debris and material strewn about; and shower and locker rooms left in an untidy condition).
4. Organizations will be billed for actual cleanup time.
REVIEWED: August 4, 1997 October 2, 2000 March 19, 2001 May 6, 2002 May 12, 2003 October 6, 2003 June 7, 2004 September 15, 2008