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Santa Clara USD |  AR  1330  Community Relations

Use Of District Facilities   

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Santa Clara Unified School District (SCUSD) facilities are provided primarily for the education of students. District facilities are available for community use when the activity is consistent with the best interest of the District and does not interfere with SCUSD educational programs.

Application for Use of District Facilities

All applications from outside organizations, groups, or individuals for the use of school facilities shall be submitted online. The application will be subject to approval by the Superintendent or his/her designee(s). Requests may require approval from other district employees.

Persons or organizations applying for the use of school facilities or grounds shall agree to the General Terms and Conditions Any person applying for the use of any school facilities or grounds on behalf of any society, group, or organization shall present written authorization for the group or organization to apply for Use of Facilities, when requested. The Board reserves the right to deny any organization facility use for any reason.

Civic Center Use

Subject to district policies and regulations, school facilities and grounds shall be available to citizens and community groups as a civic center for the following purposes: (Education Code 38131)

1. Public, literary, scientific, recreational, educational, or public agency meetings

2. The discussion of matters of general or public interest

3. The conduct of religious services for temporary periods, on a one-time or renewable basis, by any church or religious organization that has no suitable meeting place for the conduct of the services (Education Code 38314)

4. Child care programs to provide supervision and activities for children of preschool and elementary school age

(cf. 5148 - Child Care and Development)

(cf. 5148.3 - Preschool/Early Childhood Education)

5. The administration of examinations for the selection of personnel or the instruction of precinct board members by public agencies

6. Supervised recreational activities, including, but not limited to, sports league activities that are arranged for and supervised by entities, including religious organizations or churches, and in which youth may participate regardless of religious belief or denomination

7. A community youth center

8. Mass care and welfare shelters during disasters or other emergencies affecting the public health and welfare

(cf. 0450 - Comprehensive Safety Plan)

(cf. 3516 - Emergencies and Disaster Preparedness Plan)

9. A ceremony, patriotic celebration, or related educational assembly conducted by a veterans' organization

A veterans' organization means the American Legion, Veterans of Foreign Wars, Disabled American Veterans, United Spanish War Veterans, Grand Army of the Republic, or other duly recognized organization of honorably discharged soldiers, sailors, or marines of the United States, or any of their territories. (Military and Veterans Code 1800)

10. Other purposes deemed appropriate by the Governing Board

Restrictions

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 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 drugs or any restricted substances, including tobacco

(cf. 3513.3 - Tobacco-Free Schools)

4. Any use which involves the possession, consumption, or sale of alcoholic beverages, except for special events approved by the Superintendent or designee pursuant to Business and Professions Code 25608 which are covered by a special events permit pursuant to Division 9 of the Business and Professions Code and which will occur at a time when students are not on the grounds. 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. No use of occupancy of any district property will be permitted unless the person or group furnishes proof of liability and property damage insurance in accordance with required minimums established in the district procedures. (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.

Fees for Use of District Facilities

With the exception of custodial and/or other personnel charges, community organizations shall be granted free use of facilities, other than performing art centers, stadiums and swimming pools, at a time convenient to school operations if no admission fee or contribution is collected or where such moneys are used for benefit of Santa Clara Unified School District students.

Included, but not limited to this category, are district/school-related meetings or functions, school-sponsored groups or clubs, booster clubs, in-service programs, periodic meetings of community organizations such as Scouts, senior citizens groups, City recreation programs and youth sports groups unless detailed in a separate agreement. (Education Code 40053).

All The Following Fees Are Applicable

Priority Groups

1. School or school district related use

For example: faculty/staff, school advisory councils, school sponsored clubs and student body organizations

No use fee. No custodial fee.

2. Organized community groups for conducting youth activities:

For example: PTA, PTSA, Scouts, Booster clubs

No use fee charged. Custodial and direct costs charged.

3. Community groups who do not charge an admission or participation fee under $60 per month

For example: senior citizen groups, City recreation department sponsored youth programs and youth sports leagues, and afterschool enrichment programs

No use fee charged. Custodial or, direct cost charged.

4. Community youth groups who charge an admission or participation fee over $60 per month and adult groups

For example: adult sports leagues, entertainment, community meetings, youth programs, and after school enrichment programs

Fee charged - see below. Custodial and direct costs charged in addition to fee.

5. Private businesses and all other organizations using facilities for not-for-profit activities.

For example: Private businesses, Religious organizations Fee charged - see below. Custodian and direct costs charged.

Fee Schedule

Meeting/activity space Group 2 Group 3 Group 4 Group 5

Custodian charge per hour $25/hour if on duty; $40/hour if overtime

Direct Cost Actual Actual Actual Actual

Standard classroom 0 0 $20 per hour $30 per hour

Multipurpose Room:

Elementary schools 0 0 $30 per hour $60 per hour

Middle/high schools 0 0 $40 per hour $80 per hour

Large gymnasium 0 0 $50 per hour $100 per hour

Small gymnasium 0 0 $30 per hour $60 per hour

Football field By Special Arrangement

Track By Special Arrangement

Baseball/softball field By Special Arrangement

Swimming pool By Special Arrangement

Performing Arts Center SEE RATE SCHEDULE BELOW

Science lecture hall 0 0 $40 per hour $80 per hour

Parking lot 0 0 $50 per hour $100 per hour

Play field 0 0 $40 per hour $25 per hour

Tennis Court 0 0 $5 per hour $15 per hour

Processing charge per non- 0 0 $10 one time $50 one time school organization

Performing Art Centers - Rates And Scheduling Priorities

The Mission City Center for Performing Arts located at Wilcox High School and the performing art center at Santa Clara High School are available to rent to the following groups at the indicated rates. Rates include the basic use of facility, the Theater's Technician's time, custodian (if already on site), basic lighting and sound equipment and set storage.

Rates

User:

1. Group A: City of Santa Clara Parks and Recreation Department sponsored groups:

- No Charge - for Mission City Center for Performing Arts

Users have access to the Mission City Center for Performing Arts at 6:00 PM on days high school is in session.

2. Group B: SCUSD schools:

- $200 per day plus custodial fees of $40/hr. from Friday after 10pm through Sunday.

Facility is available on a Sunday noon through Sunday noon basis. School gets access at 3:30 PM on days high school is in session.

3. Group C: All other users:

Non-profit Groups:

If the majority of a non-profit's presenters or participants are district students or staff they will be charged at the Group B rate.

Saturday, Sunday and any other day used for a performance:

- $800 for first four hour block (minimum four hour rental)

- $400 for every two hour increment after four hours

- $200 per hour thereafter, after ten hours

- Plus actual custodial cost, charges at $25 per hour straight time or $40 per hour overtime

Monday through Friday for Rehearsals:

- $320 per four hour block (four hour minimum)

Commercial Groups:

Saturday, Sunday and any other used for a performance:

$1000 for first four hour block (minimum four hour rental)

$500 for every two hour increment after four hours

$250 per hour thereafter after ten hours

Plus actual custodial cost, charges at $25 per hour straight time or $40 per hour overtime

Monday through Friday for rehearsals:

- $400 per four hour block (four hour minimum)

A late fee of $25/day will be charged per day that rental payment is past its due date.

Users pay actual costs for additional technical help, moving and hauling, ticket printing, extra cleaning, additional light and sound equipment required, repair of broken or lost furniture, fixtures and equipment.

Users are required to have Theater Technician, Custodian and someone with the certified technical training for the equipment to be used onsite the entire time.

A Certificate of Insurance is required, the same as for other district facility use.

Scheduling Priorities

1. The school housing the Performing Art Center has first priority.

2. For the Mission City Center for Performing Arts the City of Santa Clara has second priority.

3. District-wide performances have the next priority.

4. Other schools in Santa Clara Unified School District have the next priority.

5. SCUSD Education Options has the next priority.

6. All other users have last priority and are scheduled on a first-come basis.

Mission City Center For Performing Arts

Wilcox has until January 25 of every year to determine its scheduled use for the following school year (July 1 to June 30).

The City of Santa Clara has until February 15 to schedule its use.

All other Wilcox feeder schools (see below) have until February 28 to submit their preferred schedule.

Feeder schools:

Mayne Braly Laurelwood Ponderosa

Bracher Briarwood Peterson Don Callejon (Mayne)

If there are any remaining dates, the facility may be scheduled on a first come basis.

Santa Clara High School

Santa Clara High School has until April 15 of every year to determine its scheduled use for the following school year.

All other Santa Clara feeder schools (see below) have until May 15 to submit their preferred schedule.

SCUSD Education Options has until May 15 to submit its preferred schedule.

Santa Clara feeder schools:

Bowers Haman Westwood Montague

Central Park Sutter Scott Lane Hughes Pomeroy

Millikin Buchser Cabrillo Washington Open

Don Callejon

Use Limitations

1. No use or occupancy of any school property will be permitted if the Governing Board, in the exercise of its discretion, determines that such use or occupancy will interfere with the use of the property for school purposes, or that it will result in picketing, rioting, or other disturbance of the peace, or in damage to the property which will render it unfit for or will interfere with its proper use for school purposes.

2. School facilities cannot be used by an individual or group who has as one of its objects the advocacy of the overthrow of the present form of government of the United States.

3. No person or group may use facilities in such a manner as to constitute a monopoly.

4. It may be necessary to deny use of facilities on if authorized persons cannot be made available to provide supervision

5. Intoxicants or narcotics shall not be permitted, nor shall profane language, quarreling, fighting, or gambling be permitted. Violation of this rule by any organization during occupancy shall be sufficient cause for denying further use of the school facilities to the organization.

6. No smoking is permitted on school property at any time.

7. No use or occupancy of any school property will be permitted unless the person or group furnishes proof of liability and property damage insurance in accordance with required minimums established in district procedures.

Joint Use

The Board of Education may grant joint use of specific buildings or playground areas to city recreation departments or organized community groups. Such use shall be based on the priority that all education programs and/or activities of the Santa Clara Unified School District have first call on the facilities.

Detailed plans for any proposed construction on school grounds must be submitted to the designated district administrator to and comply and be approved by all local and state building codes and safety regulations, include the Division of State Architect.

All permitted recreational or youth activity improvements must be properly maintained by the sponsoring group or as agreed to with Board Approval.

Applications and Granting of Approval

The district shall designate an authorized individual to approve and schedule the use of facilities within the framework of district policy. Applications shall be submitted to the school principal who is primarily responsible for scheduling the use of school facilities.

Priority of Use

Priority for the use of facilities is established as follows:

1. Use by the Santa Clara Unified School District for conducting the educational programs and/or activities.

2. Use by the PTA and/or School/Community Advisory Councils.

3. Use by organized community groups for the conducting of youth activities (Mission City Gridiron Club, Little Leagues, Soccer Leagues, PAL activities, Youth Symphony, Vanguards, etc.).

4. Use by local community groups for conducting activities in accordance with the Civic Center provisions of the Education Code (EC 40040).

Keys to School Facilities

Keys and alarm codes to school facilities shall not be issued to anyone other than school employees unless approved by the superintendent or his designee.

Kitchen Facilities

1. Kitchen facilities shall not be used for food preparation unless supervised by District Nutrition Services personnel. This is an additional fee.

2 All requests for kitchen use shall be approved by Nutrition Services prior to the permit approval.

Regulations SANTA CLARA UNIFIED SCHOOL DISTRICT

approved: November 10, 1994 Santa Clara, California

revised: June 23, 2011

revised: September 27, 2012

revised: September 24, 2015

revised: November 8, 2018