05.01 USE OF TECHNOLOGY CENTER FACILITIES

SECTION 05 – TECHNOLOGY CENTER PROPERTY
05.01 USE OF TECHNOLOGY CENTER FACILITIES
Standards for Use of School Facilities

The technology center will permit use of school facilities for approved activities provided that:

1. The intended use of the facility by the organization meets certain established criteria; and
2. When required, a previously established fee is paid by the organization.

Providing every student with the best education possible is the primary function and responsibility of the board. Therefore, school-related functions and Work Force and
Economic Development (WED) programs will be given priority when it is necessary to use school facilities. All other use of facilities will be accommodated on a first requested, first-served basis.

Use of school facilities, other than the Business Development Center, for purposes other than Technology Center sponsored activities will be requested through the facilities coordinator. Activities should meet the following criteria:

1. Educational in nature; and
2. Free and open to the public; or
3. Limited to only the employees of the requesting employer.

With approval of superintendent or designee, Technology Center facilities may be used for programs and events related to economic development including but not limited to hiring events and job fairs.

The Technology Center may charge a fee for events which are outside normal business hours or do not meet the established use criteria. A room use fee may be charged and any required fee must be paid at least 72 hour prior to the requested use.

Procedures for Use of School Facilities

All organizations must make application in writing on a provided application form to the Economic Development Center administrative office.

Although application by a minor is not acceptable, this does not prohibit the use of school premises by them, provided the application is made by a responsible adult who will supervise and be accountable for the group.

Permitted Use

Permission for use of school facilities belonging to this district may be granted to educational, political, literary, cultural, religious, scientific, civic or recreational organizations for purposes and programs which:

1. Are beneficial to the youth of the district and to the programs of the district; and
2. Do not result in an increased monetary burden on the citizens of the district.
3. Weddings, receptions, parties and similar events will not be permitted. Regularly occurring (weekly/monthly) meetings of social or civic organizations are not allowed without approval by the Superintendent or designee.

Any request which does not meet the established criteria for use must be approved by the Superintendent or designee in writing prior to the requested use.

Priority Use

The Superintendent or designee is to determine whether the proposed use of the building will conflict with scheduled school programs GPTC school calendar and is to monitor the building for signs of misuse or abuse.

Prohibited Use

School facilities will not be used for:

1. Meetings which promote subversive teachings and doctrines contrary to the spirit of American institutions;
2. Activities tending to cause unrest in the community, or which reflect upon or promote discrimination against citizens of the United States because of race, color, sex, pregnancy, gender, gender expression or identity, national origin, religion, disability, veteran status, sexual orientation, age, or genetic information;
3. Any activity that may be destructive or injurious to the buildings, grounds or equipment; or
4. Any purpose in conflict with school objectives.

Payment in Advance

All payments for the use of school facilities must be received at the office of the superintendent at least 72 hours in advance of the meeting time.

Responsibility of Applicant

The applicant and his/her organization will be held responsible for the proper use of the building, for payment for the use of school facilities, for the conduct of persons attending the meeting, and will see to it that activities are confined to the areas requested and to the hours agreed upon in the application. The applicant will indemnify the Technology Center for any theft, loss or damage to school property over and above normal wear which might be expected from his/her use thereof, and will make prompt payment for such theft, loss or damage. An indemnity bond or a deposit may be required if circumstances warrant. It is required that users of school facilities will see that the activities are conducted at all times under competent adult supervision. The superintendent or his/her designee will be the judge of unwarranted damages to the school property.

All rooms or areas will be left in as good condition as they were found, except the usual accumulation resulting from normal building use. No applicant may sublet any part of the building area in the application request.

Users of school property must assume responsibility for the safety and protection of the audience, workmen and participants to the extent required by law. The superintendent has the right to require minimum limits of public liability and property damage insurance for all groups using any school facility, and to require that there be evidence presented to the superintendent in the form of a certificate of insurance, showing Technology School District No. IX of Comanche County, Oklahoma, as an additional Great Plains insured.

Time Limits

The superintendent or designee shall approve times for all meetings on school property.

Cancellations

Requests for cancellation of the use of school facilities must be received at least 48 hours in advance of the meeting time. Failure to do so will obligate the applicant and his/her organization to pay for all custodial and such other expenses as are incurred in opening the building for his/her use.

Cancellation of permission may be ordered whenever such action is deemed in the best interest of the district. However, such cancellations will not be made except when unforeseen emergencies arise, and then with as much advance notice as possible. Permission may be canceled by the superintendent if conduct or infraction of regulations warrant.

Non-School Days

School facilities may be available on non-school days, such as weekends and summer months, provided proper application is made and approved by the superintendent and provided such use is not a conflict with use of the facilities by school organizations, students and Work Force and Economic Development (WED) programs.

Charges

Charges made for use of school facilities are not rentals as that term is generally used, but are based on the cost of operating expenses that would not otherwise have been incurred, such as utilities, supplies, maintenance of facilities, custodial and cafeteria services, as well as clerical services necessary to process each application. $40 per hour per person working. Fees may be waived with approval of Superintendent or designee. Such reimbursement charges are subject to change as the superintendent may deem necessary. With prior permission of the board of education, a fee in excess of operating expenses may be charged to a facilities user if such user is using school property as a part of a profit-making operation. Such fee will be set by the board of education after recommendation of the superintendent.

Building Use Without Charge

School organizations such as student organizations, school employee groups and educational organizations, school board organizations, and Work Force and Economic Development (WED) programs, etc., are granted building use without charge as long as such use does not conflict with regular school sessions.

No fee will be assessed against school-affiliated and youth-serving organizations for their regularly scheduled meetings. Other groups may present information to the superintendent so that he/she can establish whether they are school-affiliated and youth-serving organizations for whom fees will be waived for periodic meetings. If there should be additional meetings of the above-mentioned or other school-affiliated and youth-serving organizations, they will be charged for custodial services, security services and/or cafeteria employee services as required, according to the regular fee as determined by the superintendent.

Organizations which qualify for use of meeting space without charge on weekdays will be charged regular rates for meetings held on Saturdays and Sundays, for weekday meetings which extend beyond 10:00 p.m., for use of recreational facilities such as gymnasiums and for all fund-raising activity meetings.

Custodial Care

A school custodian is assigned for continuous duty during the time the group will be using the school facility. The custodian will serve as the official representative of the technology center. No one except the qualified custodian will be allowed to operate or adjust equipment in the building. For situations in which the meeting does not materialize and has not been previously canceled, the custodian will remain on duty for one hour after the requested starting time of the meeting and, if no word is received within that period indicating a later starting time, he/she will lock the building.

Custodians are instructed not to open any areas other than those required in the application. Additional space may be arranged by filing an additional application. Emergency needs may be requested by telephone.

Security

Uniformed officers must be on duty when so directed by the superintendent. Alcohol, Drugs,

Tobacco and Dangerous Weapons

The use or possession of alcoholic beverages, low-point beer or controlled substances (drugs) will not be permitted on school property. Organizations using school property for any purpose are expected to comply with technology center policy concerning the use of tobacco. Dangerous weapons are prohibited on school property. Individuals must comply with state and federal laws applicable to possession and storage of a firearm, machete, blackjack, loaded cane, hand chains and metal knuckles on school property. Firearms, machetes, blackjacks, loaded canes, hand chains and metal knuckles are restricted to the school parking lot and must not be brought onto any other school property or into school buildings, offices or other structures, absent the written consent of the school’s superintendent.

Apparatus and Equipment

Requests to use public address systems, projection equipment and screens, spotlights, stage sceneries, pianos and so forth will be included in the application. The costs of transparencies, gelatins, special scenery, and special lighting effects are to be paid by the using groups. All such equipment and properties will be operated, moved and controlled only by persons specifically designated by the superintendent. As a precaution against fire, no request will be granted for the use of lighted candles or other actual flame equipment in connection with building usage.

Classroom apparatus, such as shop, science, business education, art laboratory, and data processing equipment which is regularly used for school instruction will not be available for use by non-school groups.

School equipment is not available for use off school premises unless it is beneficial to the district in carrying forward its programs.

Cafeterias

Individuals and organizations not affiliated with the technology center will not have access to the dining facility or kitchen. Requests for food, drink or other refreshments from Great Plains’ food service must be made in the facility use application process. Fees will be charged for the requested refreshments and must be paid at least 72 hours prior to requested used. 

Refreshments will be served only in cafeterias, unless other areas have been approved in writing by the superintendent or designee.

Use of Business Development Center Facilities

Requests to use the Business Development Center facilities should be made to the Business Development Coordinator at least ten (10) days prior to the date of the requested use. Should a conflict develop in the scheduling of an outside group and a school need, the Technology Center reserves the right to cancel the permission granted or to require a change to a mutually satisfactory date and time.

For non-tenants of the Business Development Center, charges will be assessed for use of meeting rooms, equipment, cold storage, post office boxes and other BDC facilities, as outlined in the Business Development Center lease agreement and handbook.

The use of Business Development Center facilities by non-tenants will be considered on a case-by case basis and must be approved by the Superintendent or designee.

Parking Lots

Parking lots are provided with the use of most school buildings. If use of only a parking lot is desired, application will be made as for use of any school facility. Parking areas are not reserved exclusively for groups using school buildings.

Use of Great Plains Technology Center Vehicles

Technology Center Vehicles may be used by Partner Schools when approved by the Superintendent or designee. The borrowing party must assure adequate supervision by adults, provide insurance information, and provided further that all costs for such operations, including any damages to equipment and usual wear and tear, are defrayed by the using group. Only legally qualified adult drivers may drive school vehicles.

Use of School Grounds and Recreational Facilities

School grounds will be made available to the general public at times when they are not being used for school purposes and Work Force and Economic Development (WED) programs. The general public has a responsibility not to cause damage to the property or become a nuisance to adjoining property owners and others in the neighborhood.

The board realizes that each case should be dealt with separately. However, the following regulations will serve as a guide:

1. School grounds may be used by organized leagues when not in conflict with school programs, upon approval of application to use such facilities;
2. Approval of such application does not include uses of any building facilities. Application for use of restrooms may be made subject to advance payment of a standard charge;
3. No motorized vehicles are to be driven on school lawns to include but not limited to the following: automobiles, trucks, bikes, motor scooters, motorized bikes, motorized carts, utility vehicles, and 3 or 4 wheelers, other than vehicles used for maintenance. Bikes, motor scooters, motorized bikes, motorized carts, all skateboards, and skates are prohibited on school sidewalks.
4. Activities may be permitted as long as there is no damage to neighboring partners and/or school property.

Use of School Buildings in Times of Emergency

At times when the district’s facilities are already open, school buildings will be available to community members for shelter in the event of severe weather. Any individual wishing to seek shelter during an emergency weather situation must report to the executive director of instructional development's office.

Church Services

Church services by established religious groups may be scheduled in school facilities on a temporary basis due to emergency situations or to early organizational efforts of such groups to build or expand a church facility. Under no circumstances will such usage be beyond one (1) calendar year from first usage.

Concessions

Concession rights at all school facilities are reserved for this Technology Center. These may be assigned to school organizations upon request or may be contracted by outside vendors.

Interpretation of the Policy and Procedures

The superintendent shall interpret and enforce all provisions of this policy and procedures. The superintendent's interpretation shall be final unless one board member directs that the issue be brought to the board of education for review.

Reference: OKLA. STAT. tit. 21 §1277