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USE OF FACILITIES AND GROUNDS The Board of Education believes that the primary use of school buildings, facilities, grounds and equipment is for the educational program. However, the board is cognizant of the large investment of the community in school buildings, grounds and equipment, and the community shall be encouraged to make use of district facilities. All arrangements shall be subject to the provisions of state school law. 1. Approval of the Board of Education must be secured before a building, grounds or facility

can be utilized. School facilities request will be routed through the principal. ALL “Use of Facilities” will be scheduled on the principal’s activity calendar for inclusion on the district master calendar. No facility may be rented at times when it will interfere with school activities or maintenance.

Priority of scheduling will be given to the following: 1. Western Heights school groups 2. Western Heights school-related groups 3. Outside groups with a “majority” of WH students/patrons as participants 4. Outside groups without a majority of WH students/patrons but with “some” WH connection 5. Public service, non-profit organizations (with base of operations within the district) 6. Profit-making organizations (with base of operations within the district) 7. All others

Use of Facility for “league” or “community” athletic teams will submit requests as follows: Girls’ basketball must be in by August 1 Wrestling must be in by September 1 Boys’ basketball must be in by October 1 Baseball/Softball must be in by February 1 The Athletic Coordinator will be responsible for scheduling & maintaining Title IX conformance. 1. An employee of the district who shall be responsible for the care and/or operation of the

facilities, grounds and equipment must be on duty during all rentals. If the rental occurs after regular working hours for employees or if the principal/Administrative Assistant feels the size of the crowd requires additional supervision and/or cleaning, the renting organization must employ district personnel for this purpose.

2. Facilities may be used by PTA and other school-related groups such as Oklahoma

Secondary Schools Activities Association, NCAA, etc. for any program dealing with school without charge, if building is normally open and custodians are on duty as long as the activity does not incur additional costs to the district such as field lighting, etc. Other schedules may be arranged with the principal and only charges for custodial and other needed personnel may be assessed.

3. Bluebirds, Brownies, Campfire Girls, Girl Scouts, Cub Scouts, Boy Scouts and/or

neighborhood associations are approved to hold their regular meetings in school facilities without charge. Neighborhood schools are available for meetings held immediately after school and concluded by 5:00 p.m. Arrangements must be made in advance with the building principal. Other time arrangements may be available if needed.

4. Approved organizations may be charged a rental fee as outlined. 5 Approved organizations that are permitted to schedule events more than two months in

advance are subject to Western Height’s events as needed.

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6. Local School regulations on the use of a particular facility will be given at the time of rental.

The Resource Center facilities are limited to two days per week, 1 hour per day. 7. Adult sponsors must supervise the activities at all times. Activities must be confined to the

area assigned. 8. The district WILL NOT allow use of facility by any group whose contact person or other

adult associated with the group who cannot profess to a clear background check in regard to felonies, sex offenses, etc. The district reserves the right to request and initiate a background checks on any adult associated with the program if necessary. An unacceptable background check would mean immediate retraction of the approved Use of Facility and/or immediate dismissal of the individual from the program.

9. No intoxicants or narcotics shall be used in or about school buildings and premises. 10. Tobacco use in school buildings is prohibited. Tobacco use is prohibited on school

grounds.

11 It is the responsibility of the organization to provide proof of liability insurance before renting/using any facility. Minimum coverage will include $300,000.00 bodily insurance and property damage per occurrence. A copy of the certificate must be provided to the Board of Education before the rental date will be confirmed. Non-profit organizations unable to show proof of liability insurance may contact the superintendent’s office for procedure to waive insurance coverage. Participation disclaimers must be completed and submitted to the Board of Education before an organization begins an activity.

12. The Board of Education shall be the final authority in matters not covered by this policy. PROCEDURE FOR USE OF FACILITIES AND GROUNDS

1. All requests should be completed and returned to the building principal at least fourteen (14) days prior to the Western Heights Board of Education meeting.

2. Using his/her best judgment, the building principal will recommend to approve or deny the request. If the recommendation is to approve, he/she will suggest costs, if any, which should be incurred by the outside organization by use of the invoice form. The request and invoice, if applicable, are then submitted to the Board of Education for review.

3. The appropriate personnel will then contact the sponsor to discuss proposed invoice and to sign the proposed rental agreement, if applicable. All paperwork will then be forwarded to the Superintendent for placement on Board agenda. If the recommendation is “to deny”, the request will be forwarded to the Superintendent for placement on the Board agenda.

4. The Board grants the Superintendent the authority to approve OSSAA, NCAA, NAIA events wishing to use the facilities without costs recovered without the item being on Board agenda.

5. If approved by the Board, any required disclaimers and proofs of insurance will be submitted to the Board Clerk before the organization can begin the activity. At that time, the contact person for the organization will be required to sign an affidavit professing “clear” background with regard to felonies, sex offenses, etc. A list of all coaches/other supervisors for the organization is to be provided to the Board of Education. Only those people listed by the contact person are allowed access to the facilities.

6. The Board of Education reserves the right to waive the cost of facilities but the hourly wage schedule for personnel will still be paid.

7. The Board of Education reserves the right to approve or not approve any request as the final decision authority.

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RENTAL AND SERVICE CHARGES Stated amounts are for non-profit organizations. Rates are double for profit organizations. **Western Heights school groups using any facility for the purpose of fundraising will be charged

$5 per hr. or $10 per hr. (if AC or outside lighting is used) for the actual time period of the event if the facility is not already in use.

Auditorium: $750 per hour (min. 2 hrs. from door open to door losed) Cafeteria: $50 per hour (min. 2 hrs.) Commons: $50 per hour (min. 2 hrs.) Professional Dev. Ctr. $750 per hour (min. 2 hours) $100 per hour for an Administrator (min. 2 hours) Sports Complexes A. Stadium/track/ $5,000 per event field $150 per hour extra for lights B. Main baseball/ $150 per hour Softball fields C. Prac. Baseball/ $50 per hr. (#2 fields) $25 per hr. (elem.) Softball fields D. Main gyms $200 per hour (minimum 2 hrs.) (HS/MS and Bridgestone) E. Prac. Gyms $75 per hour (minimum 2 hrs.) LABOR (TIME AND COST) Security /Police $40 per hour (min. 2 hrs.) Custodian $30 per hour (mi. 2 hrs) Auditorium Mgr. $40 per hour (min. 2 hrs.) Assistant Mgr. $35 per hour (min. 2 hrs.) Administrator $45 per hour (min. 2 hrs.) Cooks $30 per hour (min. 2 hrs) Concession workers Supervisor $30 per hour (min. 2 hrs.) In-kind services as a method of payment may be arranged with the Board of Education.

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Facilities Rental of the Carl Hildebrand Auditorium, Little Theater, and Commons Area General Rules: 1. Groups using the building must be personally supervised by a sufficient number of adults to

insure orderly use of the building. 2. No food or drink allowed anywhere in the MAIN SEATING AREAS. THIS RULE APPLIES

TO ALL PERSONNEL. The person in charge of the non-school group shall be responsible for this and other rules pertaining to the use of these facilities. If a group would like to provide meals for their organization, they are to see the Auditorium Manager to make those arrangements.

3. TOBACCO USE IS NOT ALLOWED...NO EXCEPTIONS! 4. All preparation of the facilities will be handled by the Auditorium Manager or assistants.

Example: Moving and adjusting lights, curtains, securing lighting/sound effects or equipment.

5. ONLY WESTERN HEIGHTS PERSONNEL WILL BE ALLOWED TO RUN THE LIGHTING

AND SOUND SYSTEMS. NO EXCEPTIONS! 6. No nails or screws may be placed in the facility by anyone other than the Auditorium

Manager or assistants. 7. All properties not belonging to the school system are to be removed immediately after the

last performance. If not removed, they will be discarded or become the property of Western Heights.

8. The renting group will provide all materials used for the show. No extension cords, tape,

gloves, paint, flashlights, building materials, props, hand tools, power tools, saws, fabric, covers, etc., will be loaned to your group. Western Heights agrees to provide all materials required to make our equipment work, not yours.

9. If your group is in the facility all day and takes no breaks for meals for the working

personnel, you will be expected to provide a meal(s) as they work. 10. If your group is in the facility and your group takes a break between rehearsals and the

show, the facility will be closed and locked. If a break is taken, ALL PERSONNEL OF THE RENTING GROUP MUST ALSO LEAVE THE FACILITY TO ALLOW THE AUDITORIUM MANAGER TO TAKE A BREAK AS WELL.

11. If tables and chairs are needed in the lobby of the auditorium or Little Theater,

arrangements need to be made one (1) week in advance of arrival. 12. Your group must provide their own backstage passes or monitors to help control access to

this area. Western Heights does not provide this service. 13. The person responsible for scheduling the use of the auditorium will determine concession

rights.

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14. NO INTOXICANTS, NARCOTICS OR TOBACCO SHALL BE USED IN OR ABOUT SCHOOL OR SCHOOL BUILDINGS AND PREMISES. This especially applies to any stars/performers/groupies/family members/personnel associated with the renting group.

****If this specific policy is violated, your group could be asked to stop your rehearsal/show and leave immediately. Your group will be billed for the time in the facility.

Insurance The Lessee will be liable for all damages and must purchase a certificate of liability according to Western Heights School Board Policy Guidelines. A copy of the certificate must be on file before the rental date will be confirmed. Auditorium Manager The Auditorium Manager is adult personnel that will be on duty at all performances and rehearsals. Minimum time is two hours. Whenever you ask for the facility to be open at a certain time, they will be on duty thirty (30) minutes prior to your arrival and will be on duty thirty (30) minutes following your departure. PLEASE NOTE: No one from the renting group is allowed into the facility until the pre-assigned time or when the Auditorium Manager opens the doors to the facility. It is the duty of the Auditorium to see that the building and equipment are properly used and your needs are met. The rate of pay is $35.00 per hour from the time they arrive until they leave. Assistants to the Auditorium Manager The Auditorium Manager may deem it necessary to secure additional adult and/or student personnel to be on duty to help with the event. The additional adult will be paid $30 per hour. The duty times would be determined by the Auditorium Manager with a minimum of two (2) hours. Assistants to run the lighting and sound systems as technicians will be students from Western Heights High School. Police There will be sufficient police/security on duty at all programs. The need for more police will be determined by the Auditorium Manager and the Principal. Policemen are required to arrive thirty (30) minutes prior to the event and remain until the Auditorium Manager releases them. The minimum time is four (4) hours and the rate of pay is $40 per hour. Custodial Services Most events require custodial services. The Auditorium Manager, Local Head Custodian, and Principal will determine the amount of personnel needed to clean the facility. Their rate of pay will be $30 per hour with a minimum of 2 hours. Major Rentals/Performers...EXTRA SPECIAL NEEDS Whenever a major performance will be occurring in the facilities, you will need to discuss your extensive needs two (2) weeks prior to the arrival of the group on campus. Please allow enough setup time in your rehearsal schedule for the lighting and sound technicians to perform their duties. It usually works best for the Auditorium Manager to talk to the touring company director personally 1-2 weeks prior to arrival. Additional Rooms & Equipment/Tables, Chairs

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Any additional rooms to be used for dressing areas or receptions must be contracted at least one (1) week prior to the rental. Arrangement for the use of tables/chairs and specific room layout is required at least one (1) week prior to the rental. Deposits On major rentals of the facilities, a deposit of 3/4 of the estimated facility rental charges MAY BE required three (3) weeks prior to the rental. A major rental is defined as one that involves six (6) hours or more of use. Payment Procedures Final payment is to be made the day prior to the event with check payable to Western Heights Public Schools for invoice total. Payment to personnel will be done via Form 5 and time sheet with check issued from the school. Future Rentals will be based on care of facilities, compliance to rules and payment of rental.

REQUEST FOR USE OF FACILITY WESTERN HEIGHT PUBLIC SCHOOLS 

Must be Submitted to Administration Building (5) Five Days Prior to Board Meeting 

 

Organization ____________________________________________________________________________________ 

Name of Team or Group ____________________________ Contact Person _________________________________ 

Address _____________________________________ City ________________________ Zip ___________________ 

Phone (Home) _____________________________  (Work) ________________________________ 

School Site to be Used _____________________________ Facility to be Used _______________________________ 

Reason for Use __________________________________________________________________________________ 

Equipment Needed or Special Arrangements __________________________________________________________ 

 

 

 

 

 

 

Total Participants ______ Will Admission be Charged? _____ If Yes, Who is the Benefactor:___________ 

How Many Expected Participants Live in the Western Heights School District: _____________________ 

_________________________ understand that we are to assume all costs related to damages to facilities, disappearance of 

(Name/organization)                   equipment, and costs of unauthorized usage. 

_________________________ assumes full liability for the care and use of the facility and agree not to hold the school 

(Name/organization)                   district liable for anything arising out of our (my) use of Western Heights Public Schools     

               facilities. 

_________________________ further agrees to indemnify and save harmless the school district and board of education 

(Name/organization)                   from and against any and all claims and demands whether for injuries to persons or loss of    

               life, or damage to property, occurring within the Western Heights school facilities and 

               arising out of the use and occupancy of said facilities by us (me), our employees, guests, 

               members, participants, and invitees. 

Signature _________________________________ Title _____________________________ Date _____________________ 

Site Principal’s Approval ____________________________  Date ______________________________ 

Special Notes: _________________________________________________________________________________________ 

Approved _____________ Disapproved __________Date __________     _________________________________________                     Superintendent of Schools, on behalf of the  

    Western Heights Board of Education   

Copy – Superintendent  Principal   Originator  Security 

Calendar Date(s) Needed:  

Month ______________ to Month ____________Date(s)________________Year ____________ 

Day of Week to be Used: _________________ Hours: From ____________ to ____________ 

Day of Week to be Used: _________________ Hours: From ____________ to ____________ 

Day of Week to be Used: _________________ Hours: From ____________ to ____________ 

BE VERY SPECIFIC ON THESE ITEMS 

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PROPOSED

RENTAL AGREEMENT WESTERN HEIGHTS FACILITIES

We (I) understand that we are to assume all damages to facilities, disappearance of equipment, and costs of unauthorized usage. We (I) assume full liability for the care and use of the facility and agree not to hold the school district liable for anything arising out of our (my) use of Western Heights Public School facilities. We (I) further agree to indemnify and save harmless the school district and Board of Education from and against any and all claims and demands whether for injuries to persons or loss of life, or damage to property, occurring within the Western Heights Public School facilities by us (me), our (my) employees, guests, members, participants, and invitees. We (I) agree to supply a certificate of insurance for $300,000 liability and participation disclaimers with this request. We (I) agree to pay before the activity date the predetermined charges. Further, we (I) agree to pay for charges that were unforeseen as a result of time extension or extra staff or custodial needs. Date Signature Title Special Notes Approved Disapproved Date Administrative Asst. for Operations

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CRIMINAL BACKGROUND STATEMENT In accordance with state law regarding prohibition of felony and sex offenders on school premises, Western Heights Public Schools reserves the right to allow only persons with clear backgrounds with regard to felonies, sex offenses, violent offenses, etc. the privilege of using school facilities. A request to use school facilities is done by submitting the Use of Facility form for Board approval. The contact person on the Use of Facility form is held to the following: Having no conviction in this state or any other state for:

1) any sex offense or, 2) any felony offense.

Making assurance to the district that any persons working within his/her organization have no convictions in this state or any other state for any sex offense or any felony offense.

Western Heights reserves the right to do background checks if necessary. The undersigned is familiar with the requirements stated above and agrees that these requirements will be observed by signing below. Group requesting Use of Facility_________________________ Contact person (printed name)___________________________ Contact person’s signature______________________________ Contact person’s social security number____________________

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Roster of People Over 18 Involved In Event

_____________________________________ ________________________________ _____________________________________ ________________________________ _____________________________________ ________________________________ _____________________________________ ________________________________ _____________________________________ ________________________________ _____________________________________ ________________________________ ___________________________________ ________________________________ ___________________________________ ________________________________

Roster of People Under 18 Involved In Event

_____________________________________ ________________________________ _____________________________________ ________________________________ _____________________________________ ________________________________ _____________________________________ ________________________________ _____________________________________ ________________________________ _____________________________________ ________________________________ ___________________________________ ________________________________ ___________________________________ ________________________________

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Use another sheet of paper if necessary. Revised: 06-07-01 Revised: 10-08-01 Revised: 07-08-02 Revised: 08-12-02 Revised: 08-13-12 Revised: 03-09-15