District Policies – Jefferson County School District R-1

Book:
District Policies – Jefferson County School District R-1

Section:
K: School-Community-Home Relations

Title:
Community Use of School Facilities

Number:
KF

Status:
Active

Legal:
C.R.S. 22-32-109 (1)(b)
C.R.S. 22-32-110 (1)(f)

Adopted:
12/01/1998

Last Revised:
05/04/2009

Last Reviewed:
05/04/2009
Policy Detail
It is district policy to make district buildings and facilities available to the community when not in use for school activities.

Community groups who arrange to use school facilities may also arrange to use furniture and equipment which is located in that facility. Furniture and equipment may not be removed from the premises. The group using the equipment shall be responsible for any damage which may occur while the furniture or equipment is being used. A fee shall be assessed for the use of certain district equipment in accordance with the current fee schedule adopted in the yearly budget.

Community groups, students, and employees who bring and leave personally owned items or equipment in school facilities do so at their own risk. Such equipment is not covered by insurance and the district cannot pay for repairs, damage, or loss.

Permission for use of district facilities shall not constitute a district endorsement of any organization, the beliefs of an organization or group, nor the expression of any opinion regarding the nomination, retention, election or defeat of any candidate, nor the expression of any opinion as to the passage or defeat of any issue.

Any activity within the scope of law defining and regulating gambling may not be conducted in or on district facilities, except that adult groups such as PTA and booster organizations, organized for the express purpose of supporting authorized district programs, may conduct raffles, provided that such organizations obtain any licenses required by law, such raffles are not conducted and tickets are not sold during school hours, and students are not solicited to sell tickets. Raffle sales may not disrupt the educational process and shall not be conducted by student groups.

The Board reserves and delegates to the director of property management, or designee, the right to refuse approval or to cancel any and all permits issued for the use of a school building or its facilities when it is deemed that such action is necessary for the best interests of the district.

The Board delegates to the director of property management or designee the authority to set fees for the use of school facilities and for other related costs. In establishing the fee schedules, the district may impose a higher fee for weekend and holiday use due to the increased administrative burdens related to the use of district facilities on those days. These increased burdens may include such things as making arrangements for heating, ventilating and air conditioning; assuring the availability of adequate custodial staff; handling security concerns; rescheduling planned maintenance and repair; and responding to concerns resulting from the increased level of traffic, parking, and other activities around the facilities which would otherwise not occur on weekends and holidays. Schools are not permitted to charge additional fees above and beyond what the Board has set.

A Building and Facility Use Request must be made to each location for all activities before and after regular school hours. An optional request form is available at each school or may be downloaded from the Jeffco home page at http://www.jeffcopublicschools.org. The applicant, by signing the building use contract, will indemnify the district as to its property and any person whose property may be within the building for loss or damage to such property caused by any person or persons attending the meeting or any damage or injury arising by reason of the holding of the meeting. The applicant, by signing the building use application, also agrees to comply with all safety and security measures as outlined on the form. The district reserves the right to require a performance bond or a deposit for protection of the building facility and equipment, and to guarantee the rental or expenses.

District policies and regulations which govern school use of facilities shall, when applicable, also govern community use of school facilities.

Community/Commercial Use

Group 1
  1. Adult groups such as PTA and booster organizations, organized for the express purpose of supporting authorized district programs, with dues paying members and bylaws, may use school facilities during regularly staffed school days free of charge; with the exception of certain fundraisers and enrichment programs where fees may be assessed.
  2. District-sponsored activities, such as wellness programs and employee organizations (JCEA, CSEA, etc.) may use facilities free of charge.
  3. The Jefferson County Clerk, municipalities and special districts may use school facilities free of charge for any regularly scheduled or special election.
  4. Precinct caucuses to support activities referenced in state law may use facilities free of charge.
  5. Any organization wishing to use district buildings or facilities for the purpose of sponsoring a forum for Board of Education candidates at which all candidates are given an equal opportunity to speak or present their views on issues shall be allowed to use district buildings or facilities without charge.
  6. With the exception of employee organizations, custodial overtime for Group 1 will be charged according to the current fee schedule for non-staff hours during weekends and holidays in compliance with the current 12-month budget.

Group II
Character building, recreational and educational groups of school-age children of Jefferson County, such as scouting organizations and recreation associations, may use district facilities for a fee according to the current fee schedule.

Group III
  1. Jefferson County nonprofit groups may use district facilities for noncommercial and non-fundraising purposes according to the current fee schedule. Organizations such as homeowners' associations, political parties, service clubs and churches or religious organizations are included in this group.
  2. Government entities located in Jefferson County who have entered into joint use agreements as approved by the Board may use facilities at no charge in accordance with each agreement.
  3. Organized groups of the same characteristic, who are generally located outside of Jefferson County, may use facilities for a fee according to the current fee schedule.

Group IV

1. Nonprofit organizations using buildings or facilities for fund-raising activities, or when admission to an event is charged, will be charged the commercial fee according to the current fee schedule.

2. Profit-making groups which use district facilities for conduct of a commercial enterprise shall pay a fee in accordance with the current fee schedule.

Additional Requirements

  1. Fund-raising events by users which benefit the school must be approved by the community superintendent or designee.
  2. School buildings and facilities may not be used for private family use, i.e. weddings or wedding receptions, parties, funerals, recreation, picnics, cookouts, religious celebrations, such as Bar Mitzvahs/Bat Mitzvahs, family reunions, etc.
  3. Except for district-sponsored activities, all use of district facilities beyond the regularly staffed work day will require an additional fee according to the current fee schedule. In the event the school closes for any reason, including inclement weather, utility emergencies or construction activities, facilities will not be available.
  4. Custodial overtime for all groups will be charged according to current fee schedule for non-staff hours during weekends and holidays.
  5. Individuals and organized groups that are permitted to staff informational tables pursuant to district policy KFD, may do so at school-wide events such as registration and back-to-school nights. The staffing of such informational tables may only occur after school hours and when the building-level administrator has determined that such tables will not interfere with the orderly effectuation of the planned event. Informational tables will be positioned as determined by the building-level administrator. Individuals and groups staffing tables will be charged a fee according to the current fee schedule.

Before and After School Child Care Providers
Organizations providing before and after school child care will be charged a fee according to the current fee schedule using the number of participants as a basis.

Children qualifying for free or reduced lunches or who have been provided a scholarship by the provider through a formal review process will not be included in the fee computation. If more than 50 percent of the participating children in a single program qualify for free/reduced lunches or scholarships, the fee assessed to the provider will be for 50 percent of the total children participating.

No before and after school child care provider will be allowed to use district facilities until a lease agreement has been signed and a certificate of insurance and a current child care license have been provided to the district.

Use of Equipment
Specialized district equipment, i.e. audio visual equipment, public address systems, etc. may be provided based upon availability, for a fee in accordance with the current fee schedule, with principal approval. Additional charges may be assessed on a site to site basis.

Denial of Requests
District buildings and facilities will not be available for community use on those days which are designated as official holidays for district employees. In the event of an energy shortage, conservation program, major maintenance/renovation, inclement weather, staff shortages or other events beyond the district's reasonable control, some or all buildings and facilities may not be available; and if previously approved, may be cancelled.

Individuals, groups, or organizations which advance any doctrine or theory which is subversive to the Constitution or laws of the state of Colorado or the United States will be denied the use of district facilities.

Individuals, groups, or organizations which advocate social or political change by use of violence will be denied the use of district facilities.

Misuse or abuse of district facilities as well as nonpayment of previous use, will result in the immediate cancellation and/or denial of the building use form.

School raffles shall not be permitted, except as otherwise stated in this policy.

CROSS REFERENCE:

KF - R, Community Use of School Facilities
ADC, Tobacco-free Schools
KFB, Use of School Grounds and Facilities by Religious Organizations
KFC, Community use of School Fields and Grounds
KFD, Community Access to School Communication Facilities
KHB, Advertising in Schools/Revenue Enhancement

*NOTE: The current fee schedule is available in the Property Management department.