COMMUNITY RELATIONS

Community use of School District Buildings, Sites & Equipment

1. Classification of Requesting Groups

Because of limitations of time and space, administrative supervision and control requirements, and restrictions imposed by the Code of Iowa 297.9, the district cannot allow the use of district facilities for all interested organizations.  Accordingly, the facilities are available only to the following groups or organizations.

Group I.  Officially organized groups that are district sponsored or students and employees of the district, community education activities, youth organizations, parent-teacher associations, band and orchestra parent clubs, vocal parent clubs, individual school’s dads clubs, and similar organizations, whose primary purpose is to initiate activities, programs or events for the benefit of the district or jointly for the benefit of the district and the community.  These school-related organizations are subject to the following restrictions:

1. When several groups desire the use of the same school building during a given week, it shall be the policy to concentrate as many of these groups as possible on the same night during the week instead of scheduling each small group on a separate night.
    
2. Employees of the district are subject to all fees charged if event is not district sponsored.  Exceptions will be handled on an individual basis.  Only the Superintendent of Schools, Chief Financial Officer has the authority to waive any fees.
    
3. Each organization shall be allowed a maximum of two money-raising activities each year.  The funds accruing from such activities are to be applied to the work of the organization.  Employees and students shall not be asked to participate in more than one such activity of each organization.  If the activity consists of entertainment given on more than one successive evening, it will count as one activity.  Rental fees will not be charged but actual expenses such as custodial overtime will be charged.

Group II.  Any group that has a reciprocal agreement on file in the office of the Chief Financial Officer, City and County and other political meetings.

Group III.  Non-school related community organizations.  Such organizations are limited to the following:

1. AAU Organizations, YMCA, non-public schools & colleges, civic clubs, charitable and character-building organizations.  A list of organizations may be obtained from the office of the Chief Financial Officer.
    
2. Fraternal organizations and others operating for the benefit of a restricted group when they contribute the net proceeds to local community or civic improvements
    
3. Religious organizations so long as the group's purpose is extrinsic to the academic functions of the school and the use of school facilities would not be for religious instruction of school-aged children.  At the district’s discretion a time limit may be established for the usage of a district facility and a usage fee may be charged

Group IV.  Co-sponsored Event:

1. The district enters into a partnership with an organization to co-sponsor an event with the express purpose of benefiting the students in the district.  A listing of the district’s contribution to the event must be attached to the request for usage.
2. When permits are granted, organizations shall pay the current district rate, per custodian, for the actual time of use and cleaning period.  The supervisor will be responsible for returning all equipment to its proper place in the condition that it was found and cleaning all areas that were used so that they are in the same condition that existed prior to the activity.  Any expense incurred by the district as a result of the group using the building will be reimbursed to the district.  Only the cost of actual overtime hours, at the current district rate custodian, will be charged for City and County Elections, caucuses, and other political meetings.

Groups II & III are referred to as "outside organizations".

2. Time, Place and Manner Restrictions

1. Facility and Building Usage

1. Group I.

The principal of each building has jurisdiction of the building and may permit the use of the building for any activity, which is considered a school or school-related activity requested by members of Group I.  If an outside organization requests use of the school facilities during school hours, the organization must request a permit from the office of the Principal and be approved through the same process that governs after-hours usage.  The principal assumes full responsibility for the conduct of these groups in the building.  The principal has the authority to refuse usage to any group at any time.

2. Group II & III & IV.

Any outside organization wishing to use a district facility must receive a permit for such use.  The administration, through the Chief Financial Officer, has charge and direction of all groups using school buildings during this time and shall supervise the issuance of all permits.  The Chief Financial Officer delegates to the principal of each school the duty of issuing permits to Groups II & III through AR 103.11.  A copy of any permit issued shall be sent immediately to the Chief Financial Officers' office for recording.  Any fee that is charged will be issued from the Chief Financial Officer’s office on the current procedures in force.

All meetings held in the evening shall terminate at or before 10:00 p.m., unless special permits are granted by the Chief Financial Officer extending the time.  An exception will be made only in extreme emergencies.  The time of the permit must be strictly enforced and the last person must be out of the building at the hour specified in the permit.

Limited use of facilities on Sundays and holidays may be granted when it can be demonstrated that such activities serve a critical need of the school or community and cannot be scheduled at a different time.

2. Application for Permits

All requests for school facilities should be submitted one week in advance of the requested date.  Whenever more than one group desires the use of the same facilities, the school principal shall arrange an equitable distribution of the facilities in demand.  The school principal has prior rights to use of the building at all times.  However, when requests of non-school groups have been approved as scheduled, such approval will not be withdrawn in order to allow use by school groups, except by mutual agreement of the groups involved.  Variations in procedures outlined will be allowed in case of extreme emergency.

If it becomes necessary to cancel or make any changes in permit requirements, the school principal must be notified in ample time to allow for proper notification of the custodian and to change the records.  The school will notify the Chief Financial Officer’s office of any changes made. Groups that have been granted permits must give at least three days' notice of desire to cancel in order to secure refunds.

3. Use of Equipment

Use of school equipment & apparatus shall be approved and/or limited by school.  No audio-visual equipment or any other apparatus shall be brought into the school building except by permission of the school principal.

3. Fees

The fees for the use of the property are fixed and determined by cost of light, heat and overtime custodial service.  All fees for use of the building must be paid directly to the Finance Office.   Only the Superintendent of Schools, Chief Financial Officer has the authority to waive a fee.

Under no circumstances is a fee to be paid to the custodian or any other school representative.  Checks and money orders shall be made payable to Davenport Community School District.  All groups will be billed for the building usage after the usage has taken place.

The need for custodians to be on duty shall be determined by a conference between the principal of the building and the custodian.  The need for security will be determined at this time.

Except as otherwise noted, the following schedule of fees shall be applicable to requesting groups:

Group I.  Officially organized groups that are district sponsored or students and employees of the district, community education activities, youth organizations, parent-teacher associations, band and orchestra parent clubs, vocal parent clubs, individual school’s dads clubs, and similar organizations, whose primary purpose is to initiate activities, programs or events for the benefit of the district or jointly for the benefit of the district and the community.

1. No charge for student activities and regular monthly business meetings or regular weekly sessions of youth organizations.  Money raising activities will not be charged rental fees but will be charged actual expenses such as custodial overtime.
    
2. If permits are granted for non-student groups to use the building during the hours when a custodian is not normally on duty, the organization shall pay for the actual custodial hours worked at the rate of the current district rate or the supervisor of the activity will be given the authority by the Principal of the building to open, supervise and secure the building.  The supervisor will be responsible for returning all equipment to its proper place in the condition that it was found and cleaning all areas that were used so that they are in the same condition that existed prior to the activity.
    
3. Whenever use of the building requires the return of the custodian the following day, not a regular work day, or before the regularly scheduled working hour of a regular work day, to clean up the building, an additional charge will be made at the rate of the current district rate in addition to item "b".
    
4. The use of tobacco or intoxicating beverages shall not be permitted in the school buildings or on sites.  School property shall not be used in such a way as to interfere with the comfort and health of the pupils or endanger the property of the district.

Group II.  Any group that has a reciprocal agreement on file in the office of the Chief Financial Officer.

When permits are granted to the groups with reciprocal agreements to use a building, they shall pay the current district rate, per custodian, for the actual time of use and cleaning period.  The supervisor will be responsible for returning all equipment to its proper place in the condition that it was found and cleaning all areas that were used so that they are in the same condition that existed prior to the activity.  Any expense incurred by the district as a result of the group using the building will be reimbursed to the district.  Only the cost of actual overtime hours, at the current district rate custodian, will be charged for City and County Elections, caucuses, and other political meetings.

Group III.  Organizations placed in Groups II & III & IV shall be subject to the following fees:

	Elementary Schools		2006-07	2007-08
		Classroom	$ 27.50	$ 30.00
		All other rooms	$ 49.50	$ 52.00
	Intermediate Schools
		Classroom	$ 27.50	$ 30.00
		All other rooms	$ 49.50	$ 52.00
	Senior High Schools
		Classroom	$ 27.50	$ 30.00
		Auditoriums - Recognized Non Profit
		Rehearsals - Central/North/West	$165.00	$173.00
		Programs - Central/North/West	$550.00	$578.00
		Auditoriums - Private
		Rehearsals - Central/North/West	$330.00	$347.00
		Programs - Central/North/West	$1100.00	$1155.00
		Central, North, West Cafeterias	$ 82.50	$ 100.00
		North & West Tracks	$ 220.00	$ 231.00
		Central/North/West Baseball/Softball Diamonds	$ 165.00	$ 173.00
		(Additional Cost to Line)	$ 55.00	$ 58.00
		Lights  (per hour charge)	$ 11.00	$ 12.00
		Field North of Brady Stadium	$ 33.00	$ 35.00
		Central, North & West Gyms	$ 220.00	$ 231.00
		Tennis Courts	$ 55.00	$ 58.00
	Brady Stadium
		Astroturf Field – Practice (plus lights/maintenance time)	$275.00	$289.00
		Astroturf Field – Game (plus lights/maintenance time - district reserves rights to concessions)	$1,650.00	$1,733.00
		Astroturf Field – General Purpose Recognized Non-profit (plus lights/maintenance time – district reserves rights to concessions)	$1,650.00	$1,733.00
		Astroturf Field – General Purpose Private (plus lights/maintenancc time – district reserves rights to concessions)	$1,650.00 $1,733.00	$1,733.00 - $3,465.00
		Track – Meet  (plus lights/maintenance time)	$330.00	$347.00
		Parking Lot  (approved application and clean up required)	No charge	No charge
		(a charge may be applied if district has to clean up)
		Lights (per hour)	$5.50	$5.78
	Kimberly Center Alternative/Education
		Classrooms	$ 27.50	$ 30.00
		Other rooms	$ 49.50	$ 52.00
	Administrative Service Center
		Board Room	$ 55.00	$ 58.00
		Conference Rooms	$ 27.50	$ 30.00
	Other
		High School Gym for week (Clinic/Camp)	$ 165.00	$ 173.00
		Tennis Tournament	$ 55.00	$ 58.00
		AAU Organizations	$ 48.50	$ 52.00

4. Pools (Central, West , North and Truman Schools)

1. Policy relative to use of pools.

Use of pools will be scheduled by the Assistant Principal or Principal of each school.  The swimming pool facilities will be made available to non-school groups consistent with the present rules and regulations of the Davenport Community School District governing use of school facilities.

The swimming pool facilities may be used for non-school activities as long as they do not interfere in any way with physical education, athletics, intramurals, adult education, summer school and/or other school activities.

1. The use of the pool shall not be granted to any group unless a certified lifeguard & certified school district personnel is present and in charge of the pool.  The certificate must be posted on site.
   
    
2. During the school year, outside groups may use the pool from 7:00 p.m. to 9:00 p.m., and at times designated by school officials during vacation periods except as indicated above.
    
3. The maximum number to use the pool at Central or West shall be limited to sixty persons.  The maximum number to use the pool at Truman shall be limited to twenty persons.

2. Fees

Schedule of fees for use of the Central, North, West and Truman pools will be as follows:

Group I.  Officially organized groups that are district sponsored or students or employees of the district, community education activities, youth organizations, parent-teacher associations, band and orchestra parent clubs, vocal parent clubs,individual school’s dads clubs, and similar organizations, whose primary purpose is to initiate activities, programs or events for the benefit of the district or for the benefit of the district and the community.	No Charge	No Charge
Group II.  Any group that has a reciprocal agreement on file in the office of the Chief Financial Officer	$ 33.00	$ 50.00
Group III.  Non-school related community organizations	$ 82.50	$ 100.00
Group IV.  Any group that is having a co-sponsored event with the express purpose of benefiting the students of Davenport Community Schools	$ 33.00	$ 50.00

5. Insurance

Organizations in Groups II and III & IV shall provide evidence of sufficient liability insurance for protection against accidental personal injury and property damage.  School-related groups may be required to provide such insurance coverage if deemed necessary by the administration.  The Davenport Community School District can require a $75.00 deposit in lieu of proof of insurance for property damage only.  This deposit will be made in the office of the Chief Financial Officer only.  No deposit should be taken at the school.

6. Community Emergency Use

All school district facilities will be made available for emergency use by the American National Red Cross officials and/or Civil Defense officials in case of disaster or community type emergencies.  Staff members will cooperate with those officials while retaining responsibility for all school district resources.  All arrangements should be made through the Superintendent of Schools/ office of the Chief Financial Officer /Director of Support Services.

 

• Revised 5/96, 10/97, 8/98, 6/99, 2/01, 7/02, 6/06, 3/07