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Lafayette SD |  AR  1330  Community Relations

Use Of School Facilities   

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Application for Use of Facilities

Any person applying for the use of any school facilities or grounds on behalf of any society, group, or organization shall present written authorization from the group or organization to make the application.

1. Scheduling Requirements

a. Completed facilities/field use permit forms will be accepted by the district annually beginning May 15 for the upcoming school year and will be approved based upon the District's priority for use.

b. The district reserves the right to "bump" scheduled events when notice is given one week in advance of the event. It is intended that such necessary cancellations will be infrequent.

c. Organizations/teams requesting field/blacktop/tennis courts use must submit a complete list of participants with city of residence along with a schedule of such use prior to beginning play on those fields/blacktops/tennis courts. (See Item 6.4) Schedules will be used to determine whether fields/blacktops/tennis courts are fully utilized or can be scheduled for other teams/organizations.

d. The district reserves the right to revoke or modify facilities use permits. The district reserves the right to deny future facilities/field (including blacktops and tennis courts) use to any team/organization which damages or fails to reasonable maintain facilities/fields.

e. The district will determine, for each activity or sport, the number of fields, which will be utilized by community organizations. The district reserves the right to withhold the use of any turfed field and/or to rotate the use of turfed fields in a manner required to maintain the turfs in good playing condition according to district standards. Fields will not be available from December 15 through March 1 and June 15 through August 25, except at the discretion of the district.

f. The district reserves the right to restrict the rental use of tennis courts to allow general community access.

g. A fields use permit for a specific activity may not be approved for a period in excess of six months. If there is no conflicting use permit at the completion of the six-month period, the permit may be renewed according to the provisions of this policy applicable to a new fields use request. A facilities use permit may be approved for an entire school year.

h. In order to minimize disturbance to neighbors, the fenced play areas at the east end of the Stanley campus shall remain locked when not in use for school activities. To the extent permitted by law, the fenced play areas shall not be rented or made available to outside user groups.

i. When conflicting applications for use of facilities/fields/blacktops/tennis courts have identical priorities, a use permit will be granted for activities conducted in a manner most consistent with the district's mission, goals, and educational standards.

2. Costs of Turf Maintenance

District turfed fields will be unavailable for community use unless properly maintained. Using organizations will be requested to contribute a share of the costs of turf maintenance in order to keep fields in an available for use condition. See rental charge.

3. Costs of Indoor Basketball Court Maintenance

Using organizations will be requested to contribute a prorated share of the indoor basketball court maintenance in order to keep indoor basketball courts in an available for use condition. See rental charge.

4. Facilities Use Availability and Rental Charges

a. Use of facilities ordinarily must be completed no later than 10:00p.m., except that a later closing time may be approved for School-sponsored events.

b. Individuals, organizations, and sponsors requesting use of facilities/fields shall accept complete responsibility for the conduct of those attending, care of property, and payment for any damage or equipment replacement which results from such use.

c. Organizations using the district facilities or fields assume full financial responsibility for damages other than those considered by the district to be "normal" wear which occur when in use by the organization. Using organizations, with approval of the district, should be encouraged to make necessary field repairs. Using organizations are expected to maintain fields in optimum condition to prevent additional maintenance expenditures by the district.

d. Fields will not be used during or immediately after a rain in order to prevent unnecessary turf damage. It is the responsibility of the using organization to check with the district to determine if the field is playable. Each organization is responsible to provide a written notice to coaches regarding this prohibition to use fields during or after a rain.

5. Limitations

a. The only products which may be used to mark lines on the playing fields are chalk and/or paint. At no time is a product such as "Roundup" or any other agent which burns the root of grasses to be used.

b. The use of tacks, nails, staples, etc., is not permitted in any of the woodwork, walls, and ceilings. All decorations must be flame retardant treated. All decorations must be approved by the school principal, and must be removed before the next regular class resumes.

c. No major electrical appliances may be used without special approval from the maintenance foreman.

d. Organizations using facilities or fields shall agree to keep the facility, field, blacktop, tennis courts, and surrounding area free of litter. Failure to do so will result in fines and/or denial of further use of district facilities.

e. Users and participants are not allowed on stages except for theater productions.

f. The classrooms, gym or facilities shall be locked and secured by the adult supervisor at the end of each approved facility use.

g. Beverage and food is not allowed in the gyms during sport activities. (water allowed).

h. Dogs,(excluding guide dogs) horses, roller-skates, rollerblades, bicycles, skateboards, scooters, etc., and motor vehicles of any type are prohibited on and in school grounds, buildings, and passage-ways at all times except as noted:

Roller-skates, unicycles, bicycles and other P.E. or playground equipment may be authorized by the principal for use on school grounds when supervised by District employees or approved volunteer groups.


School facilities or grounds shall not be used for any of the following activities:

1. Any use by an individual or group for the commission of any crime or any act prohibited by law

2. Any use which is inconsistent with the use of the school facilities for school purposes or which interferes with the regular conduct of school or school work

3. Any use which involves the possession, consumption, or sale of alcoholic beverages or any restricted substances, including tobacco

(cf. 3513.3 - Tobacco-Free Schools)

The Governing Board is committed to matters of safety and complying with current insurance practices. Further, the Board has an ongoing interest in efforts to eliminate potential disruptions and reduce vandalism/damage to benches, walls, concrete finishes and other permanent structures.

The District shall actively seek the support and enforcement of this policy from the local police department regardless of whether or not school is in session.

Any such use of school facilities shall be subject to any limitations that may be necessary to reduce risks to the district and ensure the safety of participants, as determined by the Superintendent or designee. Applicable limitations shall be clearly stated in the facility use agreement to be signed by the user's representative.

The district may exclude certain school facilities from nonschool use for safety or security reasons.

Damage and Liability

Groups, organizations, or persons using school facilities or grounds shall be liable for any property damage caused by the activity. The district may charge the amount necessary to repair the damages and may deny the group further use of school facilities or grounds. (Education Code 38134)

Any group or organization using school facilities or grounds shall be liable for any injuries resulting from its negligence during the use of district facilities or grounds. The group shall bear the cost of insuring against this risk and defending itself against claims arising from this risk. (Education Code 38134)

Groups or organizations shall provide the district with evidence of insurance against claims arising out of the group's own negligence when using school facilities. (Education Code 38134)

As permitted, the Superintendent or designee may require a hold harmless agreement and indemnification when warranted by the type of activity or the specific facilities being used.

Liability Insurance Requirements

Individuals and organizations using district fields/facilities (including blacktops and tennis courts) shall provide to the district in advance of such use a current certificate of insurance naming the Lafayette School District as an additional insured for liability coverage in an amount no less than one million dollars ($1,000,000).


approved: April 19, 2017 Lafayette, California