Community Use of District Facilities · Community Use of District Facilities Welcome to Kyrene! Kyrene boasts a wide variety of facilities located throughout Tempe, Chandler, and

Community Use of District Facilities Welcome to Kyrene! Kyrene boasts a wide variety of facilities located throughout Tempe, Chandler, and Ahwatukee to meet your organization's needs. (A map of these locations is provided in this guide.) Subject to the terms of the applicable use agreement, Kyrene facilities are open for authorized use by any person, group, or organization for any lawful purpose in the interest of the community. In order to use a district facility (e.g., fields, courts, classrooms, multi-purpose rooms, conference or training rooms), please read this Guide which outlines all details of facility use, including rates. Very simply outlined below are the steps to renting a facility: Submit a request form (sample in this guide) to the school office (of the location requested) Provide a certificate of Liability Insurance for at least $1 million listing Kyrene School District as additionally insured Sign and submit a Use Agreement (copy provided in this guide) Provide a $250 (refundable) damage deposit If applicable, submit a copy of your organization’s IRS determination letter approving its exempt status

Contact us at 480/541-1524 or

visit us on-line now at www.kyrene.org

C e l e b r a t i n g o v e r 1 2 0 y e a r s o f e x c e l l e n c e i n e d u c a t i o n

8700 S. Kyrene Road • Tempe, Arizona 85284 • web: kyrene.org • phone: 480-541-1500 • fax: 480-541-1815

http://www.kyrene.org/facilitiesuse

KF - EB

Community Use of School Facilities

School Facilities User Categories and Fees Per Governing Board Policy KF, in accordance with Arizona Revised Statutes Section15-1105, and subject to the terms of the applicable use agreement, the Kyrene School District authorizes use of school property and facilities by any person, group, or organization for any lawful purpose in the interest of the community. The fee schedule, documentation required from the organization, and benefits offered to an organization, are described in the applicable use agreement for that organization in its use of District property and facilities. To determine the fee associated with use of District property, the organization and its purpose are considered. In order to determine the User’s Category, whichever is in a higher Category, the organization or the purpose, determines the Category. (For example, if the organization is Category IA and the purpose for the facility use falls under Category IV, then the Category is IV.)

Category IA Organization

Kyrene sponsored

Community Schools programs (Community Ed)

Student-initiated groups or clubs or councils

District-sponsored staff groups or clubs or events

District-sponsored school-teams, approved camps/clinics

Teacher organizations

Professional development programs for KSD employees provided by KSD

School-sponsored activities Purpose

To meet the educational function of the district

To provide in-services or job-related training classes Examples

Community schools programs (Youth Enrichment, Kids Club, Kyrene Preschool, etc.)

KEBT

Student clubs

Staff development day offerings Benefits Provided

Open to advertise in all KSD marketing (email, brochures, surveys, etc.)

Literature distribution (through classroom and/or kiosk)

Printing (at cost)

Website links Custodial Fees

Custodial fees apply as deemed necessary by facility staff (at site being used) Documentation Required

None

Category IB Organization

Organizations directly associated with KSD

Volunteer* groups serving Kyrene (*receive no financial gain/benefit)

People conducting the activity are not paid and do not derive a financial benefit from the activity and no fees are charged to the participants who are 90% KSD students

Site councils or parent-teacher organizations Purpose


To serve KSD students Examples

PTO, PTSO, Site councils, NAPAC, boosters, PTA

KEA

KESPA,KAC

K-Link (Kyrene Legislative Information Network) Benefits Provided

Website links

Printing (at cost)


Open to advertise in all KSD marketing (email, brochures, surveys, etc.) Custodial Fees


Insurance

Use Agreement Category IC Organization

Foundation

A 501 (c ) 3 organization whose mission is to benefit the KSD Purpose


To raise funds to benefit KSD programs or people Examples

KMFA

Kyrene Community Schools Foundation Benefits Provided

Website links

Printing (at cost)


Open to advertise in all KSD marketing (email, brochures, surveys, etc.) Custodial Fees


Insurance

Use Agreement

IRS Tax-Exempt Determination Letter Category ID Organization

Elections

Maricopa County Elections Department Purpose

To hold elections Examples

Maricopa County Elections Department Benefits Provided

None Custodial Fees

Cost dictated by Maricopa County Elections Department Documentation Required

Insurance Category IIA Organization

Youth serving (directly and indirectly)

Non-profit youth organization in which people conducting the activity are not paid and do not derive a financial benefit from the activity

Groups providing educational services at the request of the district for a fee to the participants who are at least 90% KSD

Non-profit, non-school sponsored youth service organizations

Adult service organizations Purpose

To meet the educational function of KSD

To serve current Kyrene students

To provide service to the KSD community

To provide extended day resource programs as defined by ARS Section 15-1105 Examples

Scout troops

ASU, NAU

Ahwatukee Foothills Concert Band

ASA

First Things First

AZ ORFF

Maricopa County Superintendent’s Office

Arizona Business and Education Coalition

CHIC (ASDB) Benefits Provided

Literature distribution at kiosk as approved Custodial Fees

Custodial fees apply as deemed necessary by facility staff & on school closure days and hours Documentation Required

IRS Tax-Exempt Determination Letter

Use Agreement

Insurance Category IIB Organization

Youth serving

Non-profit childcare that meets the educational function of KSD (as determined by evaluation) Purpose

To provide childcare Examples

Ahwatukee and Tempe YMCA

Kid Zone

PAC Benefits Provided


Reduced custodial fees apply for school closure days/hours & as deemed necessary by facility staff

Documentation Required

Insurance

Use Agreement


Childcare Program Evaluation Category IIC Organization

Childcare that does not meet the educational function of KSD (as determined by evaluation) Purpose

To provide childcare

Does not meet the educational function of KSD Examples Benefits Provided


Custodial fees apply for school closure days/hours & as deemed necessary by facility staff Documentation Required

Insurance

Use Agreement


Childcare Program Evaluation Category IID

Organization

Youth serving

Non-profit youth organizations not meeting the volunteer group criteria in IIA

National or State Educational organizations providing services for instructional purposes (in collaboration with KSD)

Youth-serving organizations

Public agency, parks/recreation, governmental agency

Sports groups Purpose

To provide youth programs

Athletic practices

Does not meet the educational function of KSD Examples

Little Leagues (ALL, AFPL/MPPL, SEV), AYSO, NYS

Sport camps, clubs, instruction, theatre or music groups Benefits Provided


Custodial fees apply for school closure days/hours & as deemed necessary by facility staff Documentation Required

Insurance

Use Agreement

IRS Tax-Exempt Determination Letter Category III Organization

Adult serving

City/Town or non-profit providing adult programs

People conducting the activity are paid or derive a financial benefit from the activity

National or State Educational organizations or institutions of higher learning (not requested by KSD)

Political organizations, individuals, or groups

Organizations that are normally housed in their own facilities Purpose

To provide adult programs

Any group meeting for political activities or to influence the outcome of an election

Conducting official or community business for political gain Examples

HOA Rotary, Kiwanis

Churches

ASU, NAU

NEA, AEA Benefits Provided


Custodial fees apply for every hour of use Documentation Required

Insurance

Use Agreement


Category IV Organization

Profit-making

Any organization not falling into other categories

Commercial organizations or individuals

Charter schools

Any profit-making entity Purpose

To make money

To raise funds

To host a for-profit tournament

Any reason not outlined in other categories Examples

Chess Emporium, US Gymnastics, Marathon Coaching Consultants Benefits Provided

None Custodial Fees

Custodial fees apply for every hour of use Documentation Required

Use Agreement

Insurance

Exhibit KF - ED

Board Approved Criteria for Determining if a

Childcare Provider Meets the Educational Function of the District Criteria 1: The program complies with the regulations outlined by the Arizona Department of Health Services’ Childcare Licensure.

Indicators:

Participants in the program are engaged in age-appropriate activities.

The staff to child ratio meets state mandated ratios (1:20 for school-age children).

The program implements a staffing plan that covers staff absences and ensures that said ratios are consistently maintained.

At any time, program participants’ location is known and documented (i.e., rosters).

Staff protect the safety of children (including activity choices presented, and interactions between staff and children).

Criteria 2: The program is familiar with and implements the emergency, safety, and operating procedures of the school and all of the policies/procedures set forth in the school’s student handbook

Indicators:

The program’s staff follow the sign in/out procedures of the school.

The program adapts the school’s emergency plans and procedures to operate after school hours.

Criteria 3: The program engages in annual program evaluation with input from the school’s administration.

Indicators:

The program works with the school’s administration to determine what data will be collected and/or what questions will be asked.

The program will share the evaluation data with the school’s administration to collaboratively determine the appropriate responses for areas for improvement identified in the evaluation.

The program works with the school’s administration to implement the administrator’s input/direction in the program’s activities.

o The administrator’s input may include providing activities that support the School Improvement Plan and academic enhancement programs/activities, and childcare staff participating in school meetings and trainings.

o School Administrators will provide, in writing, to the childcare program specific indicators of improvement as well as a window of time within which the program should demonstrate those improvements (e.g., 30 days). If improvements are not made within the timeframe given, Kyrene reserves the right to terminate the rental contract with the childcare provider and/or to move the organization into Category IIC.

Criteria 4: The program enforces staff and student behavior expectations that are consistent with the school day.

Indicators:

The program implements the school’s identified character program(s).

These consistent behavior expectations and consequences are communicated clearly and in writing to all program stakeholders and include all expectations set forth in the student handbook (e.g., dress code).

The program collaborates with school personnel and parents to obtain, as appropriate, prior interventions and data collected over time and problem solve/implement new behavioral interventions, proactive strategies, accommodations, and/or environmental changes for students with disabilities. (The childcare provider is not required to provide FAPE (Fair Appropriate Public Education); however, the program is expected to provide as much consistency, continuity and support to students with special needs as is reasonably possible.)

Criteria 5: The program offers activities that aim to enhance the academic performance of its participants.

Indicators:

The daily schedule includes time (every child participates for a minimum of 20 minutes per day) and space for homework and/or quiet reading time in each day’s schedule.

Homework and/or quiet reading are always an available activity choice for every student during the entire program.

Board approved procedures for monitoring and ensuring that each provider is accountable for meeting the criteria:

The childcare provider is responsible for demonstrating to the school’s Administration (on at least an annual basis) how the program meets the criteria.

Based on evidence provided by the program, the school Administrator will determine whether or not the program satisfactorily meets the criteria.

If the school Administrator determines that the childcare program does not meet the criteria, the Administrator makes a recommendation (in writing) of improvements to be made by the childcare provider and the timeframe within which those improvements will be demonstrable.

Should the childcare provider not demonstrate compliance with the recommendations of the Administrator in the timeframe assigned, then the Administrator will recommend to the Use of Facilities designee that either (1) the rental contract be terminated, or (2) the childcare provider no longer be in Category IIB as related to fees.

Board approved benefits to be offered to those childcare providers who are determined to meet the educational function of the District:

Receive priority choice of space to be used.

Participate in appropriate District professional development offerings.

Date of Conference:______________________ Individuals Present:_______________________________________________________________

The childcare provider is responsible for demonstrating to the school’s administrator (at least annually) how the program meets the criteria.

Based on evidence provided by the program, the administrator will determine whether the program meets the criteria.

Met

Not

met Notes of Evidence Presented, Comments:

Criteria 1: The program complies with the regulations outlined by the Arizona Department of Health Services Childcare Licensure.

1A - Participants in the program are engaged in age-appropriate

activities.

1B - The staff to child ratio meets state mandated ratios (1:20 for school-

age children).

1C - The program implements a staffing plan that covers staff absences and

ensures that said ratios are consistently maintained.

1D - At any time, program participants’ location is known and

documented (i.e., rosters).

1E - Staff protect the safety of children (including activity choices

presented, and interactions between staff and children).

Criteria 2: The program is familiar with and implements the emergency, safety, and operating procedures of the school and all of the poli cies/procedures set

forth in the school’s student handbook

2A - The program’s staff follow the sign in/out procedures of the school.

2B - The program adapts the school’s emergency plans and procedures to

operate after school hours.

Criteria 3: The program engages in annual program evaluation with input from the school’s administration.

3A - The program works with the school’s administration to determine what

data will be collected and/or what questions will be asked.

3B - The program will share the evaluation data with the school’s

administration to collaboratively determine the appropriate

responses for areas for improvement identified in the evaluation.

3C - The program works with the school’s administration to implement the

administrator’s input/direction in the program’s activities. (The administrator’s

input may include providing activities that support the School Improvement Plan

and academic enhancement programs or activities, and childcare staff

participating in school meetings and trainings.)

Criteria 4: The program enforces staff and student behavior expectations that are consistent with the school day.

4A - The program implements the school’s identified character

program(s).

4B - Consistent behavior expectations and consequences are

communicated clearly and in writing to all program

stakeholders and include all expectations set forth in the school’s student

handbook (e.g., dress code).

4C - The program collaborates with school personnel and parents to obtain,

as appropriate, prior interventions and data collected over time and problem

solve/implement new behavioral interventions, proactive strategies,

accommodations, and/or environmental changes for

students with disabilities. (The program is expected to provide as much

consistency, continuity and support to students with special needs as is

reasonably possible.)

Criteria 5: The program offers activities that aim to enhance the academic performance of its participants.

5A - The daily schedule includes time (every child participates for a

minimum of 20 minutes per day) and space for homework and/or quiet reading

time in each day’s schedule.

5B - Homework and/or quiet reading are always an available activity choice

for every student during the entire program.

If the school Administrator determines that the childcare program does not meet the criteria, the Administrator makes a recommendation (in writing) of improvements

to be made by the childcare provider and the timeframe within which those improvements must be demonstrable (use Childcare Improvement Notification & Plan

form). Should the childcare provider not demonstrate compliance with the recommendations of the Administrator in the timeframe assigned, then the Administrator

will recommend to the Use of Facilities designee that either (1) the rental contract be terminated, or (2) the childcare provider no longer be charged the “meets the

educational function of the District” rental fees. If the school Administrator determines that the childcare program does meet the criteria, the childcare program will

receive priority choice of space at the school and may participate in appropriate District professional development.

Childcare Program ___ meets ___ does not meet the standards.

Kyrene Administrator signature: _____________________Date:________ Childcare Representative signature: ___________________Date:________

White=School Yellow=D.O. Pink=Childcare Provider

Community Use of District Facilities

Childcare Program Evaluation

This document is to be used in the process of determining if a childcare provider meets the educational function (ARS 15-1105) of Kyrene. This form should be completed by a Kyrene administrator (in response to or as a result of a meeting with representatives of the childcare program).

In order to meet the educational function, 100% of the criteria must be met.


A Kyrene school administrator will provide, in writing, to the childcare program specific indicators of improvement as well as a window of time

within which the program should demonstrate those improvements (e.g., 30 days). If improvements are not made within the timeframe given,

Kyrene reserves the right to terminate the rental contract with the childcare provider and/or to move the organization into the reasonable use fee

category.

Additional Comments and/or Recommendations:

After timeline for improvement has passed:

Program is recommended to

____be in “meets educational function” fee category

____be in “does not meet educational function” fee category

____no longer be offered at the school

Signature of Kyrene school administrator: _______________________________Date: __________

Signature of childcare representative: __________________________________Date: ___________

Criteria & Indicator (ex: 1A, 2C) Recommendations for Improvement

Deadline /

Timeframe

(Revisit on/after

deadline

assigned)

Is indicator now

being met?

Yes No

Yes No

Yes No

Yes No

Yes No

Yes No

Yes No

Yes No

Yes No

Yes No

Yes No

Yes No

Yes No

Yes No

Yes No


Childcare Improvement Notification & Plan

This document should be completed when a childcare program has been determined by a school administrator to not

meet any indicator(s) and therefore the criteria. This should be completed by a Kyrene administrator in response to

or as a result of a meeting with representatives of the childcare program.

COMMUNITY USE OF SCHOOL FACILITIES: USE AGREEMENT USE AGREEMENT FOR CATEGORIES IIA, IIB, IIC, IID, III, AND IV

Representative of: _______________________________(“User”) Date: ___________ I, ________________________________________, as the duly authorized representative of User, do hereby agree to the terms and conditions set forth herein and in District Policy KF, and its Regulations and Exhibits: KF-RA, KF-RB, KF-EA, KF-EB AND KF-EC and agree that all terms and conditions that must be met prior to use will be met in accordance with the requirements of the District found in its Policy, Regulations and Exhibits. I further understand that said use may not occur until all requirements have been met. INDEMNIFICATION

User agrees to conduct its activities in Facility in a careful and safe manner. As a material part of the consideration to District, User hereby assumes all risk of damage to and loss or theft of property, as well as injury or death to persons, related in any way to User's use or occupancy of any portion of Facility from any cause whatsoever, including when caused in whole or in part by User, and User hereby waives all claims in respect thereof against District. User shall indemnify, defend, and save harmless District and all of its employees, agents, and representatives from any and all claims, notices of claim(s), demands, suits, actions, proceedings, loss, cost, and damages of every kind and description, including any attorney's fees and/or litigation expenses, which may be brought or made against or incurred by District, on account of loss of or damages to any property and/or for injuries to or the death of any person(s) arising in whole or in part out of any act or omission by User or its employees, agents, representatives, invitees, or subcontractors, or arising in whole or in part out of its and/or their use of Facility, or arising in whole or in part out of workers' compensation claims or unemployment disability compensation claims of employees of User or out of claims under similar such laws Mandatory Insurance Requirement

Pursuant to A.R.S. Section 15-1105 et seq., User agrees to procure, at its expense, and maintain during the term hereof, a policy of general liability insurance, against claims for bodily injury, death, and property damage occurring in connection with User’s use of any portion of Facility and/or Facility’s contents, which insurance shall name District as an additional insured and be primary and noncontributing to any coverage maintained by or on behalf of District. Such insurance shall have minimum limits of $1,000,000.00 per occurrence, and User shall provide District with a certificate evidencing such insurance coverage is in effect. Other Uses of Facilities The District reserves the right to authorize other uses of any portion of the facilities that become vacant during the term of any agreement or any area wherein the agreement therefore has been voided or canceled by either party. If the District re-leases because of User’s default, no refund will be due first User of any sums paid in advance; e.g., the District may have incurred expenses in connection with the User. Assignment and Subletting

No User shall assign on any of the facilities or any area therein or any rights under said agreement to any other party. Each using organization must separately sign a use agreement.

Alteration of Premises Each User shall take the premises in the condition found, and in the event any User finds it necessary to remove or change the location of any stage, rigging, or equipment, such changes shall be made at the User’s expense, and the User shall agree to change all such equipment, stages, and rigging back to the condition in which same was found. No User shall make any such changes or alterations without prior written approval from the designee from the District. Damage to Buildings and Contents

The User shall submit a deposit of $250.00, as determined by the District, prior to occupancy. Deposit is refundable if no damage occurs. The User using the facilities shall be responsible for the cost of repairs of any and all damage to the buildings, furnishings, fixtures, equipment, etc. sustained from such use, whether caused by the User or the User’s patrons, ordinary wear and tear excepted. Damages to facilities resulting from use by the organization shall be repaired by the District and deducted from the damage deposit. Any damage fees over the amount of deposit will be billed to the organization. Failure to pay for damages may be cause for canceling the use agreement. No decorative or other materials shall be attached to any part of the building so as to damage the building. All decorative or other materials shall be of a noncombustible type or shall be suitably treated with a flame retardant approved by the fire department. Nor shall any persons bring, exhibit, or set off fireworks or explosives on the premises without the written consent of the city where the school is located. Machinery, Flammable Liquids, and Electricity

No person shall erect any engine, motor, rocket, or other machinery on the premises, nor use any gas, electricity, flammable liquid, or charcoal therein without prior written approval from the District designee. All electrical connection of any kind must be made by the District electrician or his representative, and all District equipment must be operated by District personnel approved by the District designee. Obstruction of Doors, Passageways, Sidewalks, Corridors, or Lobbies No portions of the sidewalks, entries, passageways, doors, aisles, elevators, vestibules, windows, ventilators, lighting fixtures, fire lanes or hydrants, or ways of access to the public utilities of the premises shall be obstructed or caused to be obstructed, or caused to be used for any purpose other than that originally intended by the District. Any damage resulting from the misuse of any portion of the premises shall be repaired by the District and billed to the User. Liability for User Property

The District shall not be liable for any loss, damage, or injury to properties of any kind that are shipped or otherwise delivered to or stored in or on the premises. Properties shall not be delivered until the User has made proper arrangements for receiving, handling, and storage of such material. Lost or Misplaced Articles

The District shall have the sole right to collect and have the custody of articles left on the premises by the User’s patrons and to provide the disposition thereof. Such articles shall be kept on the premises for sixty (60) days and then disposed of as the designee deems advisable. The District shall assume no responsibility for losses suffered by the User or the User’s agents, servants, or employees that are occasioned by the theft or disappearance of equipment, articles, or other personal property.

Abandoned Equipment Any equipment or effects of the User remaining on the premises for more than ten (10) days after the expiration of the agreement shall be deemed abandoned and shall be disposed of by the District. Entrance and Exit All persons shall use – and all articles, exhibits, fixtures, displays, and other equipment shall be brought into and out of the building only at – designated entrances and exits. Vehicular traffic or parking in areas on the premises not designated for such purposes shall require prior approval by the designee of the District. Procedure for Issuance and Return of Kyrene Badges-Category IIB Childcare Users PROCEDURE TO OBTAIN AND RETURN BADGES

It is the responsibility of the User to provide Community Education and Outreach Services

(CEOS) with a roster of their employees, listed by site.

These rosters must be provided by the second Friday of May, August, and December of each

year. Badges will either be activated or deactivated by the last date of each of these months.

When a change in employee status is made, the User must notify the Use of Facilities

Technician at 480-541-1524, so that the employee may be added to Kyrene’s current roster.

The employee MUST report to the Kyrene Human Resources Department located at 8700 S.

Kyrene Road, Tempe, Arizona 85284, so that they may have their picture taken and receive a

badge prior to arriving at the school site to work.

If User terminates an employee, User must notify CEOS within 24 hours of the termination,

and return the former employee’s badge to CEOS within two business days.

Any breach of this procedure by User constitutes good cause for immediate termination of this

agreement.

Permits and Licenses

The User has the responsibility to obtain any additional permits and licenses required by, and shall permit inspection by, appropriate personnel, e.g., health permits or inspection by the fire marshal. Security and Safety Patrol

The User shall employ, through the District and at the User’s expense, such security and safety personnel as are required and approved by the designee. The necessity of security and safety personnel will be determined by the Principal and District designee. Observance of the Law This Agreement shall be governed by the laws of the State of Arizona, the courts of which state shall have jurisdiction of the subject matter hereof. The User of the facilities shall comply with all laws of the United States and the State of Arizona, and with all applicable city ordinances, including any rules and regulations for the facilities under the charge and control of the District. Violations by the User may result in cancellation of the agreement and discontinuance of the use of the facilities. To the extent User’s use of the facility involves the performance of copyright protected material or the recording of such performance, User agrees to obtain any necessary copyright licenses or permissions associated with such performance and any recording of such performance by the User or any individual acting on behalf of the User. The extent a claim is made against the District arising out of any alleged copyright infringement as a result of User’s use of the facility, User agrees to indemnify and hold the District harmless from any and all damages, including attorney’s fees. In the event of any action, suit or proceeding arising from or based upon this Agreement brought by either party

hereto against the other, the prevailing party shall be entitled to recover from the other its attorneys ’ fees in connection therewith in addition to the costs of that action, suit or proceeding. Objectionable Performances of Persons

Any use of the facilities that is contrary to public policy or that is not in the best interests of the District, or is in violation of any law, shall be a violation of the agreement, and any performer or any other person whose conduct is objectionable, disorderly, or disruptive to facility use, or in violation of any law, shall be refused entrance or shall be immediately removed from the premises by the District’s designee. Relationship The parties agree that neither User nor any employees or other personnel of User will for any purpose be considered employees of District, and with respect to User and any employees or other personnel of User, District shall not be responsible in any manner for the supervision, direction, and control of User and/or any of its employees or other personnel, the payment of salary (including the withholding of income taxes and social security) of any such employees or other personnel, and/or the provision of workers' compensation and disability benefits for any such employees or other personnel. Signs, Posters, and Literature

The licensee shall not post or permit to be posted any sign upon said premises or anything that will tend to injure, mar, or in any manner deface said premises, and will not permit nails, hooks, adhesive fasteners, tacks, or screws to be installed on any part of the building or premises. Signs may be posted only on billboards provided for such use, and all signs advertisements, posters, etc., must be related to the performance or exhibition to be given on the premises. The hanging of pictures, banners, or any other items on walls or draperies requires written prior approval by the designee of the District. The User shall not distribute or circulate or permit to be circulated any advertising matter or program at the entrance to or on any part of the premises that does not pertain completely to the immediate attraction. Such material must have prior approval from the District’s designee, and at no time shall any such advertising matter or programs be distributed or circulated on parking facilities or sidewalks adjacent to the facilities. Advertising All advertisement of performances and/or attractions for which an admission is to be charged must state the total admission prices. The User shall not advertise any performance or the appearance of any performer unless and until agreements between all parties involved have been properly executed prior to signing the agreement with the District. All advertising must clearly state the sponsoring agent. Facility Capacity

Persons will not be permitted inside any facility in excess of its established capacity. Enforcement of the requirement rests solely with the User. Suspension of Use

District may, by written notice, direct User to suspend its use of the facility for such period of time as may be determined by District to be necessary or desirable. Upon receipt of such termination notice, User shall immediately discontinue use to the facility under this Agreement. Payment for use already completed or in process at the time of the notice of termination is received shall be adjusted between District and User in a fair and reasonable manner, but shall exclude any allowance for unperformed use or anticipated profits thereon.

Termination of Use

The District has the right to terminate the use agreement (/invoice) in the event the User or the User’s representative is found to be in violation of District rules, regulations, or procedures or the User’s use is found to interfere with the District’s instructional program. The User will be given written notification of the cause for termination of the agreement and the date on which the User is to discontinue use of the District’s facilities. In case of fire, casualty, or other unforeseen occurrences that render impossible the fulfillment of an agreement by the District, said agreement shall be immediately terminated by the designee of the District. In such cases, payments shall be paid only for the time the premises are actually used. The User shall waive any and all claims for damages in the event of such termination. Conflict of Interest

The parties understand that this Agreement is subject to cancellation pursuant to A.R.S. §38-511, without penalty or further obligation on the part of the District, if any person significantly involved in initiating, negotiating, securing, drafting, or creating this Agreement on behalf of the District is, at any time while this Agreement or any extension hereof is in effect, an employee or agent of User, in any capacity, or a consultant to User, with respect to the subject matter of this Agreement. Priority of District Activities

If unexpected or unplanned District activity is planned after a facility has been scheduled for an outside agency program, the District activity will take priority. In such cases the District agrees to provide a minimum of twenty-four (24) hours notice to the User and to provide the User with alternative arrangements. Cancellation

Five (5) business days written notice is required for cancellation of the agreement by the User. Notice should be sent to the school/facility of intended occupancy. Failure to provide five (5) business days written notice will result in a $15.00 penalty per use. Additional custodial charges may apply. Default In the event that User fails to pay any fee or other sum required to be paid by User hereunder when due or otherwise fails to comply with or observe any other provisions of this Agreement, in addition to any other remedy that may be available to District by reason of such failure, whether at law or in equity, District may immediately and unilaterally terminate this Agreement and all rights of User hereunder—including any right of adjustment of amounts paid hereunder. The User, in accepting this Agreement, agrees that the District shall not be held liable for damages in the event that the District declares the User in default thereof. Amendments to Contract Any and all amendments/changes to an existing invoice/agreement must be submitted in writing on a Request for Use of Facilities application form and submitted to the District’s designee. These changes shall be subject to the approval of the District’s designee and Principal and shall be considered binding in the same manner as a full invoice/agreement. Specific Terms of Use When using the facility, or any portion thereof, User agrees to comply with all applicable state, federal or city laws and regulations, and with the policies and regulations of the District pertaining to the use and occupancy of the facility. User agrees to take good care of the facility and any equipment and

furniture located therein, and to leave the facility at all times in as good order and condition as existed prior to User’s use thereof. User shall not use or allow any portion of the facility to be used for any unlawful purpose. User shall not commit or allow to be committed any waste or nuisance in or about the facility, or subject the facility to any use that would damage any portion of the facility or raise or violate any insurance coverage maintained by the District. User shall not allow a number of persons in any portion of the facility at any time in excess of the legal or normal capacity of such portion of the facility. User shall not permit any food or drink in any portion of the facility without the prior written consent of the District. All activities must be under competent adult supervision supplied by the User. Child Abuse, Harassment, Intimidation, Bullying and Hazing Notification Procedures

The District is committed to operating facilities which are safe and welcoming for all authorized users. This includes prevention of child abuse, harassment, intimidation, bullying and hazing in all forms, and when reasonably suspected, reporting under the District’s policies and Arizona law. User’s required supervision of activities includes, but is not limited to, User being responsible for:

Reporting child abuse as required by District policy and regulation, JLF and JLF-R, Reporting Child Abuse / Child Protection

Reporting harassment, intimidation and bullying as required by District policy and regulation, JICK and JICK-R, Student Violence / Harassment / Intimidation / Bullying

Reporting hazing as required by District policy, JICFA, Hazing. Copies of these Policies are available upon request from the District.

_____ Please Initial

Athletic Activity and Mild Traumatic Brain/Injury/Concussion Notification Procedures

Please initial the following facility use requirements if your request(s) involve students in athletic activity. If your facility use does not involve students in athletic activity please place an N/A on the “Please Initial” line. Visit www.nfhslearn.com/index.aspx for more information.

I am aware of the requirements of Arizona Revised Statutes Section 15-341(A)(24)(b) (a copy is available upon request) which requires organizations who use school district facilities for athletic activity, to implement safety protocols related to concussions resulting from the activity that address the removal of students from play, criteria for the return of students to play, and the use of appropriate equipment by student athletes.

Student athletes and their parents/guardians receive information from our organization and are made aware of the symptoms of a concussion and the techniques for appropriate response and prevention.

The organization which requests facility use is responsible to maintain accurate records of Mild Traumatic Brain/Injury/Concussion Statements and Acknowledgment Forms which outline the risks and responsibilities associated with concussions in athletic activity.

_____ Please Initial The District’s designee may require the User to provide additional adult supervision, custodial support, or security, as the District’s designee deems appropriate. When facilities are used by any organization during hours outside of the normal workday, or during a time when a staff member is not normally present, a District employee must be present. Compensation for employees will be in addition to facility use fees. Payment to employees will be made by the District and billed to the User according to the fee schedule.

http://www.nfhslearn.com/index.aspx

The following specific rules shall be observed while using any facility and the User shall be held responsible for enforcing them and for any damages growing out of any violation thereof:

The use of tobacco in any facility in any form is prohibited.

Drinking of alcoholic beverages or gambling anywhere in or on the premises is prohibited.

Food and drinks shall not be allowed inside school gymnasiums.

Persons attending functions shall confine themselves to the specific part of the facility assigned in the agreement/invoice.

The use of school equipment or supplies shall not be permitted without the permission of the designee as outlined in the agreement/invoice.

Facilities must be vacated by 9:30 P.M. unless permission is otherwise granted specifically in the agreement/invoice. It is the responsibility of the User to see that this requirement is administered.

Use of District Kitchens No District kitchen facility shall be used except as specifically outlined by the supervisor of cafeterias and approved by the District’s designee. Charges for food served and/or staff necessary to serve food shall be established by the supervisor of cafeterias, approved by the District’s designee, and paid directly to the food services department. Special-Interest Groups Setup and rearranging of chairs, etc., is the responsibility of the User. The storing of paraphernalia may be a part of this agreement, contingent upon space availability at the designated site. A fee shall be charged for the storage of equipment/paraphernalia. The fee shall be based upon the monthly cost per square foot of space utilized. The User agrees: To take proper care of the field(s) and complementing facilities during the period of their use and to return the facilities to the District not later than the day following the last scheduled day of the approved agreement in good condition, less normal wear and tear (as judged by the principal and the District’s designee). If facilities have not been restored to original condition by the day following the last scheduled activity, the District shall restore the facilities, and the cost of such restoration shall become the financial obligation of the User. Should said obligation exceed the deposit on file with the District, the balance thereof will be billed to the organization and must be paid within the time period set forth in the invoice from the District. Failure to meet this payment obligation within a reasonable amount of time shall constitute proper reason for disallowing further use of the facilities by the User.

The principal of the school involved and the District designee shall judge jointly whether proper care and policing of the facilities are being carried out during the period of use.

That preparation of the ground for the User’s program shall not interfere in any way with the school program at any site. Users may not work on grounds’ preparation during school hours.

To furnish all needed materials for the operation of the User’s program without cost or obligation to the District.

The issuance of keys to facilities is to be discouraged. However, if no alternative is suitable, it shall be the Principal’s responsibility to issue and retrieve facility keys according to the District key control procedures.

That no modification of the school premises for the User’s activities shall be made without approval by the District’s designee.

Nothing shall be sold, given, exhibited, or displayed for sale without prior permission from the school. Any sales are prohibited unless their proceeds will be used for charitable or non-profit educational purposes.

That a concession stand shall be opened for operation only with prior approval by the District’s designee, and only on dates when games are regularly scheduled.

To be responsible for the upkeep of the playing fields.

That glass containers and other breakable articles shall not be distributed by the concession stands.

The public address system, when used, shall be operated with a volume setting low enough to avoid disturbance of households in areas adjacent to the schools. Excessive loudness, unnecessary announcements, and extraneous comments are to be avoided.

That no team practice or regularly scheduled game shall begin at such time as to interfere with the school program at any site.

That field lights shall not be turned on for any purpose other than for sessions as provided for in the agreement/invoice.

That no facilities shall be erected without the prior written consent of the District.

That the User shall exercise no control or jurisdiction over the property of the District, the improvements, or the premises except to have policing privileges of the grounds during the time that the User’s activities are being conducted, and except as otherwise provided herein.

The District furthermore reserves the right to consider rescheduling of any or all facilities upon the request of additional groups for the use of such facilities. If a rescheduling is effected, the District agrees to give one week’s notice in writing to the User involved. The failure of District to insist upon strict performance of any of the provisions of this Agreement or to exercise any rights or remedies provided by this Agreement, or User's delay in the exercise of any such rights or remedies shall not release User from any of its responsibilities or obligations imposed by this Agreement and shall not be deemed a waiver of any right of District to insist upon strict performance of this Agreement. In the event of a dispute hereunder, the parties agree to use arbitration insofar as required by Sections 12-1518 and 12-133, Arizona Revised Statutes, and rules promulgated there under.

This Agreement constitutes the entire agreement and understanding between the parties concerning the matters addressed herein, may not be modified orally, and supersedes any and all previous agreements or understandings, whether written or oral, between or among the parties relating to such matters. Both parties agree to not discriminate against any person on the basis of race, color, sex, religion, national origin, age, disability, veteran’s status, etc. The individual signing below on behalf of the User hereby represents and warrants that he/she is duly authorized to execute and deliver this Agreement on behalf of the User and that this Agreement is binding upon the User in accordance with its terms.

Signature of the User’s Authorized Representative: ________________________ Name of Organization: ______________________________________________ Signature of the District Representative: _________________________________ All fees associated with the use are due10 business days prior to the date of approved use.

School Phone Numbers

Elementary Schools

Brisas 480 541 2000 Cerritos 480 541 2200 Cielo 480 541 2400 Colina 480 541 2600 Esperanza 480 541 2800 Estrella 480 541 3000 Lagos 480 541 3200 Lomas 480 541 3400 Manitas 480 541 3600 Mariposa 480 541 3800 Milenio 480 541 4000 Mirada 480 541 4200 Monte Vista 480 541 4400 Niños 480 541 4600 Norte 480 541 4800 Paloma 480 541 5000 Sierra 480 541 5200 Sureño 480 541 5400 Waggoner 480 541 5600

Middle Schools

Akimel A-al 480 541 5800 Altadeña 480 541 6000 Aprende 480 541 6200 Centennial 480 541 6400 Kyrene 480 541 6600 Pueblo 480 541 6800

C e l e b r a t i n g o v e r 1 2 0 y e a r s o f e x c e l l e n c e i n e d u c a t i o n

8700 S. Kyrene Road • Tempe, Arizona 85284 • web: kyrene.org • phone: 480-541-1524 • fax: 480-541-1815

KF - EB continued

Community Use of District Facilities Summary of Fees for Facility Use

Cat

egory

IA

Cat

egory

IB

Cat

egory

IC

Cat

egory

ID

Cat

egory

IIA

Cat

egory

IIB

& II

CCat

egory

IID

Cat

egory

III

Cat

egory

IV

EXAMPLES (please see definitions): KSD PTO Foundation Elections Scouts Childcare Sports Adult For-profit

Fees below

apply on school

closure days &

hours

Chiller/Heater start-up cost N/A N/A N/A $45/day $45/day $45/day $45/day

Band Room, Middle school N/A N/A N/A $17 $17 $25 $45

Classroom/Concession Stand N/A N/A N/A $12 $12 $20 $25

District Office Rooms N/A N/A N/A $20 $20 $25 $30

Elementary courts N/A N/A N/A$2/hour or

$125/season

$2/hour or

$125/season$20 $30

Elementary fields & Lake CMS N/A N/A N/A$2/hour or

$125/season

$2/hour or

$125/season$25 $30

Gymnasium, Middle school N/A N/A N/A $35 $35 $35 $45

Library, Elementary N/A N/A N/A $8 $15 $20 $25

Library, Middle school N/A N/A N/A $10 $19 $27 $32

Middle school courts N/A N/A N/A $5 $5 $25 $35

Middle school fields N/A N/A N/A $5 $5 $30 $40

MPR Elementary N/A N/A N/A $20 $20 $30 $35

MPR Middle school N/A N/A N/A $20 $20 $35 $40

Ramada N/A N/A N/A $2 $2 $5 $10

Custodial

Custodial fees

apply as deemed

necessary by

facility staff(at site

being used). Hours

are billed directly to

program.

Custodial fees apply

as deemed

necessary by facility

staff(at site being

used) at the Board

approved temporary

rate or contracted

amount.


as deemed


staff(at site being

used) at the Board

approved temporary

rate or contracted

amount.

Custodial fees

apply as

deemed

necessary by

facility staff(at

site being used)

at the Board

approved

temporary rate

or contracted

amount.


as deemed


staff(at site being

used) at the Board

approved temporary

rate or contracted

amount.


for every hour of

use at $30/hour.


for every hour of

use at $30/hour.

Childcare N/A N/A N/A N/A

Field Lights N/A N/A N/A $20 $20 $20 $20

Parking Lot N/A N/A N/A N/A N/A N/A $30

Restrooms

N/A Included in the field/indoor space rental.

Included in the

field/indoor

space rental.

Included in the field/indoor space rental.

Special Equipment Fees

See next page

See next page

Other Hourly Fees

Cost dictated

by Maricopa

County

Elections

Department.

Board approved temporary rate or contracted amount.

All rates are hourly unless specified otherwise

KF - EB continued

Community Use of District Facilities Summary of Fees for Facility Use

Fees apply on

school closure

days/hours

Podium N/A N/A N/A $10/day N/A $10/day $10/day $10/day

Wireless handheld microphone N/A N/A N/A $20/day N/A $20/day $20/day $20/day

VCR/monitor N/A N/A N/A $30/day N/A $30/day $30/day $30/day

Overhead projector N/A N/A N/A $5/day N/A $5/day $10/day $10/day

Electronic scoreboard N/A N/A N/A $30/day N/A $30/day $30/day $30/day

Electronic equipment N/A N/A N/A TBD N/A TBD TBD TBD

Public address system N/A N/A N/A $15/hour N/A $15/hour $15/hour $15/hour

Seating (set-up) N/A N/A N/A N/A N/A $10/50 people $10/50 people $10/50 people

Cancellation & Penalty fee $25 per occurrence

-Charged when more space was used than was requested and approved

-Charged when 5 business days for canceling the use of any facility is not given (charged in addition to the hourly fees)

Late fee (charged when payment due dates are not met) $25 per occurrence

Insufficient Funds Fee (charged when credit card is declined or check is returned) $25 per occurrence

Storage (based on approval at site) $1.00 per square foot per month

2 Acres Vacant Land (Book 301/Map 84/Parcel 002/Split F) $65 per day, not to exceed 90 days

IIB (meets the

criteria)

IIC (does not meet

the criteria)

IIB (meets the

criteria)

IIC (does not

meet the criteria)

IIB (meets the

criteria)

IIC (does not meet

the criteria)

Classroom $150/month $430/month $4/hour $12/hour $280/week $800/week

MPR – Elementary $250/month $710/month $7/hour $20/hour $440/week $1250/week

MPR – Middle School $250/month $710/month $7/hour $20/hour $440/week $1250/week

Gym – Middle School $375/month $1070/month $10/hour $35/hour $630/week $1800/week

Custodial*

Board approved

temporary rate or

contracted amount.

$30/hour

Board

approved

temporary rate

or contracted

amount.

$30/hour

Board approved

temporary rate or

contracted

amount.

$30/hour

Chiller/Heater Start-up N/A N/A $15/day $45/day $15/day $45/day

A person, group or organization may contribute goods or render services as full or partial payment of the user fee. The value of the goods will be determined by the District based upon established market price, trade in value,

posted prices or where these methods prove impractical, appraisal or barter may be employed so long as the procedure is advantageous to the District. The value of services rendered shall be based upon the hourly wages of a

beginning employee of this or another Arizona School District performing similar functions as determined by the District. Should disagreement between the contributor and the district occur as to the value of the goods or services

offered, the District reserves the right to refuse to accept the offer.

Goods and Services Contributed

Costs dictated

by Maricopa

County

Elections

Department

Other Fees (Apply to Categories IIA, IIB, IIC, IID, III, & IV)

School Year Monthly RatesSchool Closure Day Hourly

RatesSummer Weekly Rates

IIB & IIC Childcare Programs

*The custodial fee applies on school closure days & hours & as deemed necessary by facility staff.

All rates are hourly unless specified otherwise


Request for Use Name of Organization:

Today’s Date:

Representative of Organization (preferably President):

Title:

Daytime Phone:

Alternative Phone: Other:

Mailing Address (including City and Zip code): Email Address (REQUIRED):

Circle one:

For-Profit Not-for-profit

Signing below indicates your understanding that:

Requests to use Kyrene facilities must be initiated 10 business days prior to the use date(s) requested and paid in full 10 business days prior to the use date(s).

Cancellations within 5 business days of use result in a $25 fee.

A certificate of insurance listing Kyrene School District as additionally insured for $1 million liability is required.

A copy of the Community Use of District Facilities Invoice must be carried with your organization at all times during use of Kyrene facilities.

If paying via credit card, your signature also indicates your authorization. ______________________________ _________________________________________ Signature of Representative (must be signed) MC/Visa Number exp. date

Details of Facility Use Request

Date(s) Day(s)

Time(s) MUST

include set up/clean up

School Name

Space (room, field, MPR) Age Group Estimated number of

participants

Outdoor use only:

Restrooms needed?

Y N

Y N

Y N

Y N

Purpose of facility use (e.g., tournament, games, practices, meeting, class):_____________________________ Childcare needed: ____yes _____no Who will be participating (check one)? ___Youth ___Adults If Youth: does this activity serve current Kyrene students? Yes No

If Yes: of those participating, what percentage are currently Kyrene students? _____% What, if any, equipment are you requesting (e.g., microphone, childcare)? Please specify the dates/times each item is needed. Does this event require any set up (e.g., tables, chairs)? If so, please indicate here: _______________________________________________ **Approved?** Yes No **(Note: Final approval/invoice will Signature of School Administrator Date be sent to organization from DO)

School Office Use

Staff Assigned___________________________________ PAR for Use of Facilities Custodian____ Outside Restrooms Available/Arranged ___Yes ___No

District Office Use

Application Fee_______________________________ Insurance_____ 501(c)3_____ Use Agreement_____ Damage Deposit_____ Category____ Final Approval/Invoice________ EFT PIN______

White = DO Yellow = DO Pink = School (Organization will receive invoice via email to confirm use)

Fo

r offic

e use o

nly

KF - EA

The Kyrene School District covers 130 square miles in portions of Chandler, Guadalupe, Tempe, Phoenix and the Gila River Indian Community in Arizona. The district extends from Price Road on the east to19th Avenue on the west, from Guadalupe Road on the north to the Maricopa County line on the south.

For locations of Kyrene programs such as Preschool, Montessori and Kids Club, visit our website and click on Calendars/Times/Maps:www.kyrene.org

Documents

Community Use of District Facilities · Community Use of District Facilities Welcome to Kyrene! Kyrene boasts a wide variety of facilities located throughout Tempe, Chandler, and