700 - BUSINESS MANAGEMENT AND SAFETY
712 COMMUNITY USE OF SCHOOL FACILITIES
Last Updated Date: 06/05/2017
The Sevier County Board of Education (“Board”) recognizes that schools are public property and should be used for activities to enhance the cultural, educational and recreational opportunities in the Sevier County community. This policy governs use of Board facilities by groups not legally and/or directly associated with the Board’s pre-k through twelfth-grade programming. The use of school facilities may be permitted in accordance with this policy at any time when the building level principal (or his/her designee) confirms said facilities are not required for school purposes. Use of facilities by outside groups or entities shall not interfere in any way with the use of those facilities for school purposes. Groups or entities receiving permission for use will be restricted to the dates and hours approved and to the facilities specified.
I. Definitions
“Contractors” should be read to include outside agencies and/or entities the Board or its students contract with to perform academic and/or extracurricular programming, including, but not limited to, Head Start, physical therapy providers, occupational therapy providers, speech therapy providers and the like.
“Facilities” should be read to include school buildings, grounds, fields or other Board properties used for purposes of providing educational and/or extracurricular programming for students. As used herein, “facilities” should not be read to include support buildings or property such as the bus garage, maintenance facility or the like.
“School purposes” should be read to mean pre-k through twelfth-grade academic and/or extracurricular programming, including, but not limited to, classes, meetings, and other school-sponsored activities.
II. Usage
The Board is not required to allow persons to engage in every type of speech or activity by creating limited public forums as to certain facilities. However, the Board shall not discriminate against speech or users on the basis of viewpoints, and any restriction must be reasonable in light of the purpose served by the forum.
School property may normally be used for a variety of non-school purposes, including, but not limited to:
- Lectures;
- Musical programs;
- Activities used by other governmental agencies;
- Recreational programs sponsored by churches or other non-profit organizations;
- Non-profit charitable fund raising;
- Programs sponsored by service clubs;
- Non-partisan political forums sponsored by a recognized non-profit community or civic group;
- Colleges, universities and other area vocational-technical governmental agencies;
- Non-profit extended day care programs as approved by the Board
The following groups and/or entities may use Board facilities without rental fees, event supervisor, or associated charges, provided their activities take place during regular custodial hours and do not interfere with those using facilities for school purposes:
- Board employees, agents or contractors for educational programs or students training;
- School support organizations, including parent-teacher organizations, booster clubs and the like;
- Local, state and federal governmental agencies/programs;
- School alumni groups or associations;
- Any group that exists solely to support the Board and/or its students.
Other groups and/or entities may also use Board facilities in compliance with this policy. Those groups and entities include:
- Community and government groups;
- Other outside groups or entities approved pursuant to the Facility Usage Process.
A group or entity using the school facility must abide by all state, local and federal laws and regulations. If the school at issue is closed for inclement weather, any and all facility use will automatically be cancelled. No group or entity may use kitchen facilities unless prior arrangements have been made with the cafeteria manager, principal, Director of Food Service, Assistant Superintendent of Schools (Facilities), and Director of Schools. Under no circumstances can kitchens be used by anyone other than school system cafeteria personnel.
III. Lease
The Board leases buildings, grounds and other facilities it determines are not being used or are not needed for school purposes (or in the support of school purposes). All such leases must be approved by the Board and must remain compliant with Board policy and Tennessee law.
IV. Rental Fees and Associated Charges
It is not the purpose of the Board to realize a profit in renting facilities for use by an outside agency. However, the Board, in allowing said use, incurs certain expenses, including, but not limited to, custodial services, heat/air, other utilities and general maintenance. The procedures used in determining the rental fee schedule for use of various facilities is as follows.
Rental Fees:
- Minimum Hourly Rate: $25.00 (Plus Clean-up)
- Half-day Rate (4 hours): $100.00 (Plus Clean-up)
- Daily Rate (8 hours): $200.00 (Plus Clean-up)
Any time over 8 hours may be charged $25.00 per hour. Extra charges may be included based on special needs, including, but not limited to, concession stands, scoreboards and time clocks, sound equipment and other materials as negotiated by the building level principal.
Additional Charges:
- Custodial Clean-up Fee: $25.00 per hour or as negotiated by building level principal;
- Event Supervisor: $25.00 per hour or as negotiated by building level principal;
- An additional fee may be assessed per team registered in tournament and competition events. All groups can be subject to clean-up fee and supervisory fee.
If an over payment occurs, a refund will be issued. If any under payment occurs, an additional bill will be sent for immediate payment. Any failure to pay will void future usage of Board facilities.
V. Restrictions
Kitchens and kitchen equipment cannot be used under any circumstances unless Board cafeteria personnel or other employees are involved in the preparation of food. No outside group or entity may be in the kitchens due to certain laws, regulations and safety issues.
Concessions may be sold only if approved in advance by the building level principal (or his/her designee). Decorations, advertisements and the like must also be pre-approved by the building level principal.
None of the following are allowed in or around Board facilities:
- Gambling;
- Alcohol;
- Tobacco;
- Pornography;
- Illegal drugs;
- Profane language;
- Other lewd or inappropriate activities (as determined by the building level principal).
All fees and other charges must be made payable to the school at issue by check or money order and received no later than five (5) working days in advance of the rental date with the following forms attached:
- Facilities Usage Agreement;
- Certificate of Insurance with the Board as an additional insured (minimum coverage $1,000,000).
In all cases the Board and/or its administrators reserve the right to charge for services that extend beyond those normally provided.
Board facilities leased or rented under a Facilities Usage Agreement may not be subleased to any individual, group, entity or organization. No rights under a Facilities Usage Agreement may be sold or in any way assigned to another party.
The use of computer labs or other technology equipment will not be authorized unless specifically provided for in the Facilities Usage Agreement.
Board facilities will not be made available to individuals or groups for individual or family affairs such as birthday parties, family reunions, and weddings the like.
Private tutoring may be conducted at Board facilities only when requested by the school and approved in advance of the start of tutorial activities. All persons conducting private tutoring with students on Board property must have a TAPS background check performed by the Tennessee Bureau of Investigation submitted to the school system. If tutorial activities are not requested by the school, a certificate of liability insurance must be presented.
Because of technical and replacement cost associated with sound and lighting systems in auditoriums, only school personnel familiar with the use and operation of such specialized equipment can operate said equipment. The cost of these services will be paid by users.
No group or entity under any circumstances may tamper with electrical, heating or cooling controls. Nothing may be constructed inside or around the facility which will impact or damage said facility.
IV. Procedure
A completed written request form for the use school facilities shall be made to the building level principal at least two weeks prior to, but not more than 45 days prior to, the date of the desired use. All forms must be signed by the building level principal where the activity is being held and submitted to the Board of Education for final approval.
- Facilities Usage Agreement;
- Certificate of Insurance with the Board as an additional insured (minimum coverage $1,000.000).
The approval process will take place in the following order:
- Building Level Principal (or his/her Designee);
- Secretary to Board of Education;
- Board of Education
Once usage is approved, the Director of Schools or his/her designee can sign the Facilities Usage Agreement on behalf of the Board. Such a designee could include an Assistant Superintendent or the building level principal of the facility at issue.
Should an objection be lodged against a specific approval or denial of use of facilities by any group or entity, such objection is only valid if it is made in writing to the Director of Schools and bears the signature of the individual, group or entity lodging the objection. Such an objection must be received by the Director of Schools within five days of the approval or denial at issue. The Director of Schools shall review the objection and shall respond in writing within 30 days of receipt.
VII. Insurance
All outside groups or entities will be required to provide a certificate of liability insurance with the Board as an additional insured and an effective date(s) covering the period of use, except where insurance coverage is already provided for activities sponsored by the Board. For athletic activities, the certificate must contain the following statements: “No athletic participants, coaches, fans or the like are excluded under this policy. Said policy remains the primary and sole coverage available as the activity at issue is not being sponsored by the Sevier County Board of Education.” No reservation will be made until all documentation is provided. A certificate of liability insurance must be issued for not less than $1,000,000.
VII. Attendance
All activities must be attended by a Board agent or employee. This individual will be known as the “Event Supervisor.” The Event Supervisor must remain at the activity at all times. The Event Supervisor shall not leave the premises at any time during the activity. In case of an emergency, the Event Supervisor shall attempt to have another Board agent or employee take his/her place. Upon completion of the activity, the Event Supervisor is to verify the facility is secure. In some instances, the building level principal may require the Event Supervisor to attend a short orientation to become familiar with the expectations of the Board, the school and any policies governing facilities usage.
The Event Supervisor’s primary duty is to protect the Board facility, not manage, direct or supervise the activity. The duties of an Event Supervisor include, but are not limited to, the following:
- Stay the entire time a Board facility is being used by an outside group or entity;
- Obtain a key(s) for the facility and find out what areas are to be open or off-limits;
- Tour the facility regularly at least every 15-20 minutes, making your presence apparent;
- If someone should not be there and/or refuses to leave, immediately call law enforcement;
- Allow no one to wander through or explore off-limits areas of the facility;
- Following the activity, secure the facility, make sure everyone leaves and lock all doors.
If an injury occurs during the activity, the Event Supervisor shall not admit any responsibility on behalf of the school system. Sevier County Central Office handles accident information and related reporting. As soon as possible, the Event Supervisor will complete an incident or accident report with any relevant names and telephone numbers as well as a short description of what occurred. The Event Supervisor will then submit said report to the Central Office (Attention Assistant Superintendent - Administration), while also keeping a copy for the school’s records.
If property damage, theft or any other non-dangerous crime occurs during the activity, the Event Supervisor will call law enforcement and file an appropriate report. The Event Supervisor will make a copy of said report and later submit it to the Central Office (Attention Assistant Superintendent - Administration).
For after-hours/weekends/ holiday activities, Event Supervisors may call the emergency number at: (865) _____-________. The Event Supervisor must leave a phone number where he/she can be reached and the location of the emergency. Good judgment is an important factor when determining whether or not a situation should be considered an emergency. For example, any natural disaster, utility malfunction, or equipment failure that presents imminent danger to life, limb or property is an emergency. Other emergencies may include, but are not limited to:
- Fatality;
- Injury requiring emergency medical personnel/transportation;
- Complete heating failure;
- Total power outage;
- Vandalism;
- Break-in;
- Sudden roof damage/collapse;
- Fire sprinkler leak;
- Water infiltration to the facility causing damage;
- Inability to secure the facility;
- Major plumbing issues resulting in flooding;
- Structural building damage that occurred suddenly.
View or download the Facilities Usage Agreement using the link below.
Facilities Usage Agreement
Policy References
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