Facilities Use Request

Conditions for Facilities Use Request

The TCSD School Board considers District facilities at all public schools community centers and wish to make them available to individuals, associations, public agencies and organizations under the following conditions:

1. Request / Use: The applicant must complete the Facilities Use Request at least two weeks in advance of use.
2. Use: Such use shall in no way be inconsistent with the use of the grounds for school purposes, or interfere with the regular conduct of school work. (Ed. Code 38130)
3. Supervision: All activities must be properly supervised by one or more adults in charge.
4. Fees:
   1. Youth/Non‐Profit Organizations – Applicants shall be granted without rental charge the use of identified school facilities under its control (see Chart Category A; i.e., Girl Scouts, Boy Scouts, sports teams, Parent‐Teacher Organization, and School‐Community Advisory Councils). A standard utilities fee may be charged to all organizations. Custodial fees may be charged if necessary.
   2. Other Groups – Applicants requesting the use of school facilities shall be charged a fair rental value at least equal to the District's direct costs (see Chart Category B). Use of facilities by non‐school groups shall be under the auspices of the sponsoring organization which may arrange to have access to the school facilities for this purpose. In case of entertainments, meetings where admission fees are charged or contributions are solicited and the net receipts are not expended or are not beneficial to the youth or public school activities of the District as determined by the Governing Board, a minimum, fair rental fee be charged which is at least sufficient to pay the cost to the District of supplies, utilities and salaries paid school District employees necessitated by such use of school‐houses, property and grounds of the District. (Ed. Code 38134(a)‐(g)
5. Damages: If the use of facilities by any group results in property or equipment loss, damage or excessive cost to the District, a charge to defray total costs will be assessed. The use of school facilities is not encouraged to private, informal and other groups not listed in #4. If damage or loss of equipment occurs, further use of facilities may be denied. Such groups will be charged a minimum, fair rental fee commensurate with the rental costs of facilities. District approved security services may be required.
6. Responsibility: The renter expressly agrees to assume sole responsibility for any and all claims for loss, damage, injury or liability resulting from said use occupancy, holding the District, its officers, agents and employees harmless from any such claims. A current certificate of insurance in the amount of one million dollars is required, with TCSD named as “additional insured”.
7. Prohibited Items: No weapon of any kind, tobacco, smoking, alcoholic beverages, inhalants or unlawful drugs are allowed infacilities or on grounds.
8. Set‐Up: Standard set‐up includes normal heating, lighting, air conditioning, usual cleaning, room set‐up, routine maintenance by DISTRICT. The facility will be set‐up as requested by CLIENT and CLIENT will discuss set‐up with the DISTRICT at the time this Agreement is approved by DISTRICT. Full details outlining facilities, equipment, services required, all stage requirements, chair set‐up and such other information as may be requested by the DISTRICT concerning this event shall be discussed with the DISTRICT. Approval of final set‐up will be accomplished, at DISTRICT’S option, by a pre‐event walk‐through with the appropriate DISTRICT personnel, outside vendors, and CLIENT representative at least one (1) day before the event date.
9. Signs: CLIENT will not cause to be affixed by any means to any portions of the building any banners, signs, posters or any other materials without specific prior authorization by the DISTRICT.
10. Interruption: Should facilities be destroyed or damaged to such an extent that such damage will substantially interfere with the use of the facility by CLIENT, or should a strike, public emergency or other unforeseen occurrence beyond the control of the DISTRICT prevent CLIENT from using said facilities, then DISTRICT shall have the right to terminate this Agreement and CLIENT shall only be liable for charges due at the time of such occurrence. Should the agreement be terminated for any such cause, the DISTRICT waives any claim for damages or compensation. Further, DISTRICT retains the right to cause the interruption of any event in the interests of public safety, and to likewise cause the termination of the event when, in the sole judgment of DISTRICT, to do so is necessary in the interest of public safety. CLIENT waives any and all claims for damages or compensation from DISTRICT in the event of said interruptions or termination.
11. Entry: The DISTRICT, its officers, employees or agents, shall have the right to enter into and upon the facilities at all times and to protect any and all rights of the DISTRICT.
12. Assignment: CLIENT shall not assign, mortgage, sublet or otherwise transfer any interest in this Agreement to any person, firm, corporation or private or public agency without the prior written consent of DISTRICT.

Employee Fees:

• If an activity must be supervised by a District employee, the employee will be paid at the rate of time and one-half and the individual or group sponsoring the activity will be charged by the District for such cost.

Custodial Fees:

• If custodial fees are utilized, the user will be charged the custodian’s hourly rate of pay. If the use of the facility is outside the normal work hours of the custodian or other assigned employee, the employee will be paid at the rate of time and one-half and the individual or group sponsoring the activity will be charged by the District for such cost.
• If the custodian is called in to work on a day when the employee is not scheduled to work, he/she shall be compensated a minimum of two hours of pay.
• Any employee called back to work after completion of his/her regular workday shall be compensated for at least two hours of work at the overtime rate, regardless of the actual time less than that required to be worked.