1004.1 - Community Use of School District Facilities/Sites/Equipment

The Linn-Mar Community School District facilities are owned, maintained, and supported by the public. The Board of Education actively seeks to respond to the educational, recreational, and cultural needs of its community through the total resources of the community schools. The use of school facilities as centers for community participation should be encouraged whenever those activities are beneficial to the community at large. However, all school facilities have been primarily erected and maintained for the use of the students of the Linn-Mar Community School District and shall not be used for any other purpose that will conflict with that use.

The facilities of the school district may be made available for use by certain local, social, civic, or service organizations when the use does not conflict with the education program or school-related activities, with due consideration given to the conservation of energy and district expenses. Users of district facilities must comply with all federal, state, and municipal equal opportunity laws, regulations prohibiting discrimination, and school board policies. The board reserves the right to deny use of district facilities to any group. The use of school facilities for religious services is intended only as a temporary rental service. Approval for building use shall be for one year in length maximum, with annual application. Only indoor sports will be provided indoor facility space for practices. Facilities may not be used for private parties, social events, celebrations, or similar exclusive use. Activities in the school facilities shall be supervised by an employee of the district or an adult group representative unless prior arrangements are made with the superintendent [or designee]. Activities may begin as early as 6:00 AM and must end no later than 10:00 PM. It shall be within the discretion of the superintendent to allow use of district facilities on Sundays.

Organizations, individuals, and other entities who wish to use school district facilities must apply through the district website. It shall be the responsibility of the chief financial/operating officer [or designee] to determine whether the school district facility requested is available and whether the request for use meets board policy and administrative regulations. It shall be the responsibility of the chief financial/operating officer [or designee] to approve request forms, obtain proof of insurance, and prepare the contract for use of school district property.

The Linn-Mar Booster Club will have the first right of concessions at any non-school sponsored event open to the public.

It shall be the responsibility of the superintendent [or designee] to develop a fee schedule for the board’s approval and to develop administrative regulations regarding this policy.

Adopted: 4/71
Reviewed: 1/11; 4/14; 6/15; 7/22
Revised: 1/11; 3/13; 7/19
Related Policy: 1004.1-R1; 1004.1-R2; 1004.4
Legal Reference (Code of Iowa): §§ 276; 278.1(4); 279.8; 297.9-11; 123.46

1004.1-R1 - Community Use of School Facilities Manual

CLICK HERE TO DOWLOAD THE FACILITIES USE MANUAL

Table of Contents

Overview Page 1
Scheduling of Facilities Page 2
Facilities Request Process Pages 3-4
Facility Use Guidelines Pages 5-8
User Classifications & Fee Schedules Pages 9-13
Stadium/Aquatic Center Fee Schedules Page 14
Additional Fees Page 15

Adopted 6/70
Reviewed: 2/18; 6/05; 10/08
Revised: 3/00; 1/11; 3/13; 4/14; 6/15; 11/18; 5/19
Related Policy: 1004.1; 1004.1-R2; 1004.4

1004.1-R2 - Regulations Regarding Insurance for Employee-Sponsored Activities

When employees wish to sponsor classes, camps, clinics, leagues, or other activities that involve Linn-Mar students or patrons as a majority of the participants that are complementary to the district's curricular offerings, co/extra-curricular offerings, or philosophy, and are requesting to use Linn-Mar facilities or equipment without rental costs the following process shall be followed:

  1. The sponsors are to submit a completed facilities request form and obtain approval from the office of the chief financial/operating officer at least two weeks preceding solicitation of participant registration for the event.
     
  2. If the event is a fundraiser, all administrative regulations of Policy 1005.4 must be followed.
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  3. A preliminary report must be filed by the sponsors with and approved by the chief financial/operating officer at least two weeks preceding issuance of registration forms for the event. The chief financial/operations officer may require adjustments in the report prior to approval. The report shall include:
    1. A statement of the purpose of the event;
    2. An outline of activities planned;
    3. A list of Linn-Mar facilities/equipment to be used;
    4. Anticipated enrollment;
    5. Participant fees to be charged;
    6. Anticipated other income and donations;
    7. Expected expenses, and
    8. A list of staff to be employed and their compensation.
       
  4. When items #1 and #2 (refer above) are completed, the chief financial/operating officer will notify the local representative of the district's insurance carrier that the district has sanctioned the activity and request that the sponsors and participants be included under the protection of the district's insurance coverage.
     
  5. If participants are charged a fee by the sponsors, $1.00/participant may be charged to the sponsors by the district to partially offset district expenses. There will be no fee charged by the district if no fee is charged to participants. Payment is due with the filing of the final report.
     
  6. An accurate final report showing all pertinent information will be filed with the chief financial/operating officer within two weeks of the completion of the event. Failure to file a report within this timeline may result in loss of rent-free access to Linn-Mar facilities/equipment for future events. The report will include a list of participants, a list of employees, total fee income, donation income (cash/goods/services), a list of expenses, a list of compensation, and any other information requested.

Adopted: 4/91
Reviewed: 3/13; 6/15; 7/22
Revised: 1/11; 4/14; 7/19
Related Policy: 1004.1; 1004.1-R1; 1004.4