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Austin Public Schools

Policy 902 - Use of School District Facilities and Equipment

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I. PURPOSE

The purpose of this policy is to provide guidelines for community use of school facilities and equipment.

II. GENERAL STATEMENT OF POLICY

The school board encourages maximum use of school facilities and equipment for community purposes if, in its judgment, that use will not interfere with use for school purposes.

III. SCHEDULED COMMUNITY EDUCATION CLASSES AND ACTIVITIES

  • The school district administration shall be charged with the process of scheduling rooms and special areas for community education classes and activities planned to be offered during each session.
  • Procedures for providing publicity, registration, and collection of fees shall be the responsibility of the school district administration.
  • Registration fees may be structured to include a pro-rata portion of costs for custodial services that may be needed.

IV. GENERAL COMMUNITY USE OF SCHOOL FACILITIES

  • The school board may authorize the use of school facilities by community groups or individuals. It may impose reasonable regulations and conditions upon the use of school facilities as it deems appropriate.
  • Requests for use of school facilities by community groups or individuals shall be made through the school district administrative office. The administration will present recommended procedures for the processing and review of requests to the school board. Upon approval by the school board, such procedures shall be an addendum to this policy.
  • The school board may require a rental fee for the use of school facilities. Such fee may include the cost of custodial and supervisory service if deemed necessary. It may also require a deposit or surety bond for the proper use and repair of damage to school facilities. A rental fee schedule, deposit or surety bond schedule, and payment procedure shall be presented for review and approval by the school board.
  • When emergencies or unusual circumstances arise that necessitate rescheduling the use of school facilities, every effort will be made to find acceptable alternative meeting space.

V. USE OF SCHOOL EQUIPMENT

The administration will present a procedure to the school board for review and approval regarding the type of equipment that is available for community use, the extent to which it may be utilized, and the manner by which it may be scheduled for use and any charges to be made relating thereto. Upon approval of the school board, such procedure shall be an addendum to this policy.

VI. RULES FOR USE OF FACILITIES AND EQUIPMENT

The school board expects members of the community who use facilities and equipment to do so with respect for school district property and an understanding of proper use. Individuals and groups shall be responsible for damage to facilities and equipment. A certificate of insurance may be required by the school district to ensure payment for these damages and any liability for injuries.


Legal References:

  • Minn. Stat. § 123B.51 (Schoolhouses and Sites; Access for Noncurricular Purposes)
  • Cross References: MSBA/MASA Model Policy 801 (Equal Access to School Facilities)
  • MSBA/MASA Model Policy 901 (Community Education)

Policy Adopted: 10/11/04
Policy Reviewed: 04/08/13
Policy Revised: 11/10/14
Policy Updated: 01/08/17
Policy Reviewed: 07/08/19

PROCEDURES 902

  • The Austin School Board recognizes that the use of school facilities by community organizations for the development and enrichment of both school and civic life in Independent School District No. 492 is very worthwhile.
  • The coordinator for facilitating this policy is the Director of Buildings and Grounds. The Director of Finance and Operations should be consulted as necessary.
  • Community organizations are defined as any organized group having a formal organizational structure either public or private.
  • Written application for a permit to use school facilities shall be made with the coordinator of this policy.
  • Organizations granted the use of school facilities must provide sufficient adult supervision and the amount of adequate supervision will be agreed upon at the time the authorization is issued.
  • A designated supervisor must be in a facility at all times when a building is being occupied under the terms of this policy. The cost of this custodial/ engineer may be paid directly by the authorized user if pre-arranged through the policy coordinator.
  • Alcoholic beverages will not be permitted in school facilities or on school district property at any time and use of tobacco will not be allowed in accordance with the smoke-free policy.
  • The Austin School Board reserves the right to restrict the use of its facilities at any time and to cancel any further use by an organization if the property is misused or the rules of this policy are not adhered to.
  • All applicants for use of school district facilities shall hold Independent School District No. 492 free and without harm, from any loss or damage, liability, or expense that may arise during or be caused in any way by such use or occupancy of district facilities. Also in the event that property loss or damage is incurred during such use or occupancy of school district facilities, the amount of damage shall be decided by the policy coordinator and approved by the board and a bill for damages will be presented to the group using or occupying the facilities during the time the loss or damage was sustained.
  • Any and all use of the school district facilities shall be totally free from activities of a disruptive nature.
  • Should a religious organization wish to use school facilities for a not-for-profit activity of a religious nature, it will be treated as any other civic or community organization. Athletic groups organized by a specific church group will not be permitted. Such activities must be coordinated through the local YMCA or the Austin Park and Recreation Department.
  • Classes of rentals:
    • Class A: School or student groups and tax supported agencies (free of charge)
      • School sponsored or curriculum related activities
      • Community services activities
      • School related groups, such as parent/ teacher organizations, etc.
      • Open meetings of tax supported agencies or institutions for which nonparticipation fee is charged, i.e., elections, public hearings, precinct caucus, county extension programs
      • Non-profit youth groups serving Independent School District No. 492, i.e., scouts, Brownies, 4-H clubs, youth sports, Austin Park and Recreation Department programs
    • Class B: All other groups which are not included in Class A
  • The schedule of Class B rates [minimum per hour charges] is as follows:
    • Classroom [or similar space] $25
    • Austin High School:
      • Richard Knowlton Auditorium $75 (Rehearsal fee is $50 per hour]
      • Ove Berven/Packer/Hastings Gymnasiums $65
      • Student Cafeteria $50
      • Christgau Hall $65
      • Annex Auditorium $65
      • Annex Gymnasium $50
    • Ellis Middle School:
      • Swimming Pool $75
      • Commons Area $50
      • Gymnasiums $65
      • Auditorium $75
    • Elementary Schools:
      • Student Cafeteria $50
      • Auditoriums $50
      • Gymnasiums $50
    • Wescott Athletic Complex*
      • Hass Field - Not available for rental
      • Track Infield $100 - Not available for rental during MN League fall and spring seasons
      • Water Tower Field $100 - Not available for rental during MN League fall season
      • Track $200
      • Locker Rooms only $100 per locker room
      • Tennis Courts $75 (post-season play only)
      • *Wescott Athletic Complex charges are based on a flat fee per event.

        Custodial and kitchen expenses are in addition to the rental rates. The fee schedule establishes rates which are intended to take into consideration varying sizes of the facilities, but encourage the use of school district facilities for appropriate purposes, yet with reasonable restrictions.
    • "Multiple Use" Class B Rental Fees
      **See PDF Below**
    • The fee charged for the use of indoor or outdoor facilities for the purpose of instructional
      camps shall be $1 per person, per day, with a minimum charge of $40 per day. The sponsor of the camp is required to provide a certificate of insurance, showing adequate and proper liability coverage, prior to the start of the camp. All camps must operate under the auspices of, and meet all the criteria established by, the Minnesota State High School
      League, or other supervising organization.
    • The policy coordinator shall be given the flexibility to negotiate fees for any multi-use
      activity.
    • This policy applies to all off-season sporting activities for high school students who participate in Varsity, Jr. Varsity, and B-squad programs.

      Category 1 – Camps, clinics, and instructional classes
      Category 2 – Tournaments and leagues

      All category 1 activities will be accessed one dollar per participant per day with a minimum of $40 charge each day. This does not include custodial coverage if required.

      All category 2 activities will be accessed one dollar per average participant per day with a
      minimum of $40 charge each day. This does not include custodial coverage if required.

      School programs always have priority over off-season events. There may be additional
      equipment charges at the Activities Director’s discretion.
    • The school district encourages the use of school facilities by the Austin Symphony
      Orchestra. Such use will be granted only at such times as the facilities required are not
      being used for school district curricular and extracurricular activities.
      • The president or the business manager of the Board of Directors for the Austin
        Symphony Orchestra will make arrangements annually with the Director of
        Building and Grounds for its requirements for the school year.
      • Facilities used and charges made:
        The use of the Austin High School Annex, band room, will be permitted on Monday evenings by special arrangement for rehearsals. Charges of $5 per hour will apply.

        The use of the Austin High School auditorium for public concerts will be permitted.
        The rental fee described above will apply.

        In addition, the symphony orchestra will be permitted the use of the Austin High
        School auditorium on the Monday morning following the public concert to present
        a concert for pupils from grades kindergarten through grade 12, from any of the
        public or non-public schools in the area. Because these are intended as educational
        experiences for pupils, no charge will be made.
      • The school district may permit the use of school-owned percussion equipment,
        string basses, and such music literature from the high school department which is
        usable for symphony orchestra performances.
      • All business matters pertaining to the Austin Symphony Orchestra will be carried
        on with the Board of Directors or the business manager of the orchestra and not
        with individual members of the music staff of the Austin Public Schools.
      • The Austin Symphony Orchestra shall hold Independent School District No. 492
        free and without harm, from any loss or damage, liability, or expense, that may
        arise during, or be caused in any way by, such use or occupancy of district facilities
        or equipment.

        Also, in the event that property loss or damage is incurred during such use of
        occupancy of district facilities or equipment, the amount of damage shall be
        decided by the Director of Building and Grounds and a bill for damages will be
        presented to the Austin Symphony Orchestra.
      • A fee of $50 per group/per year shall be established for the use of school district
        music department equipment.
    • The use of the Ellis swimming pool will be available to the Austin Park and Recreation
      Department. In time scheduled by the Austin Park and Recreation Department, the
      department will assume the responsibility of supervision, or providing safety instructors,
      lifeguards, and other personnel to assure the safety of all persons who are involved in its
      swimming programs. The Austin Park and Recreation Department will also assume
      responsibility for any damage to school facilities. The public schools will assume no
      responsibility or liability for accidents or injuries occurring during events or activities
      scheduled by the Austin Park and Recreation Department.

The School Board delegates final discretion of all facility usage and rates to the Superintendent of
Schools.

Procedures Reviewed: 11/10/14
Procedures Reviewed: 01/08/17
Policy Reviewed: 07/08/19

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