Hallsville Independent School District. Facility Rental / Usage Handbook Non Campus Facilities

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1 Hallsville Independent School District Facility Rental / Usage Handbook Non Campus Facilities Revised February 10, 2016

2 Members of the Facility Committee Chief Administrator John Martin Facilities Coordinator Kathy Smith HISD Athletics Director Daniel Drennon Administrative Assistant to the Athletics Director Debbie Miller HISD Maintenance Supervisor Ben Avedikian Administrative Assistant to the Maintenance Supervisor Tanya Poindexter Hallsville High School Principal Lindsay Slaten Administrative Assistant to the High School Principal Pam Heard Hallsville Junior High School Principal Amy Whittle Administrative Assistant to the Junior High Principal May Pipak Hallsville Intermediate Principal Tracy Conway Administrative Assistant to the Intermediate Principal Jamie Powell Hallsville East Elementary Principal Melissa Goulden Administrative Assistant to the East Elementary Principal Denise Wall Hallsville North Elementary Principal Daniele Parker Administrative Assistant to the North Elementary Principal Shadra Fuller HISD Food Service Director Rodney McGhee Approved by the HISD Board of Trustees July 16, 2012 Jay Nelson, President Dale Haney, Vice President Troy Crafton, Secretary Jason Ainsworth, Assistant Secretary Lee Gaw, Trustee Doug McGarvey, Trustee Monty Meissner, Trustee Jeff Collum, Superintendent

3 Community Use of School Facilities In accordance with Hallsville Independent School District Board Policies GKD (Legal) and GKD (Local) identified HISD facilities are available on a limited basis and for specific purposes for after-hours use by the community of Hallsville as a public service. Not all facilities are available for public use. All requests for use of facilities must be made a minimum of ten (10) days in advance. (GKD Local) Who is responsible for scheduling facilities? 1. The Principal shall be the primary contact person when requesting the use of any facility on his/her campus, in order to assure there are no conflicts with school use of the facility. 2. The Athletic Director shall be the contact person when requesting the use of Bobcat Stadium, track, gymnasiums, baseball fields or softball fields. The Athletic Director shall notify the campus principal when requests are made from any persons requesting permission to use athletics facilities. 3. The Theatre Arts Director, Band Director, Choir Director, Drill Team Coordinator, and other sponsors shall acquire permission and cooperate with the appropriate campus principal they request use of the auditorium. 4. The maintenance supervisor shall be contacted by the approving administrator in all instances. All requests must go through the maintenance department, in order to determine when lights and heating/air conditioning are needed for an event. 5. As the district liaison regarding facility use, the Assistant Superintendent shall have management approval authority for all requests approved by the campus principals and will assure all communications with all parties. A web-based calendar shall be kept up to date by the Assistant Superintendent and will be the definitive district events calendar. Hallsville ISD Facility Use Expectations: Hallsville ISD is dedicated to maintaining all facilities in a manner that ensures all HISD properties are in good repair. Below are guidelines and expectations for using HISD property. 6. All HISD organizations have top priority when conflicts arise over who is to use which facility. For example, the varsity football team would be allowed to use a gym if needed due to inclement weather, even though a little league basketball team might be scheduled in the gym for practice. Another example would be that the high school theatre department would have top priority if another group wanted to practice a show or conduct a meeting in the auditorium. 7. All facility requests need to come to the maintenance department from the Assistant Superintendent in order to have the HVAC programmed if needed (for example, if the Athletic Director takes a request from a group playing basketball on Monday nights, the AD would also need verification from maintenance). 8. All facility requests are also routed to the HISD Police Department if security is required. This is done through the Assistant Superintendent. 9. Custodial services, if needed, will be the responsibility of the party reserving the facility Once gym floors have been refinished in the summer, the gym floors will NOT be available for rent until after school starts. 12. Hallsville youth league activities will take top priority over a youth team based in another city.

4 13. All Hallsville youth leagues would be required to provide a schedule (game and practice) to the Assistant Superintendent before the season begins. 14. All Hallsville youth leagues must designate a person to contact to communicate between the league and the school. 15. Damages to school property are the responsibility of the individual requesting use of the facilities. 16. The individual requesting use of HISD Facilities shall ensure all trash is collected in trash receptacles or disposed of in accordance with ordinances and law. 17. Persistent or serious damages to HISD property will result in suspension from use or termination of privileges by an individual or a group. 18. Any person or group who has to be removed from HISD property or facilities by law enforcement due to their behavior will immediately have a criminal trespass warning issued against them. 19. Any non-school related organization requesting to use HISD gymnasiums and/or cafeterias, on a regular basis, (i.e. little dribblers, boy / girl scouts etc.) will be required to place a $ deposit. This deposit is fully refundable at the completion of the season. The first $ worth of damages will be paid for using the deposit. Any damages incurred during the non-school use of the facility, after the deposit has been used, shall be paid for by the person requesting use of the facility. 20. Teams are responsible for removing any trash, (cups, papers, etc) that the team brings on HISD property while practicing. 21. HISD does not rent any of its facilities for birthday, graduation or any other type of personal party. 22. HISD does not rent any of its facilities for garage sales or any similar activity. 23. Buildings are available without charge for use as polling places in all elections that cover territory in which the buildings are located. 24. Softball and Baseball fields must be raked at the end of each practice or game. HISD does not provide rakes.

5 Hallsville ISD Facility Use Agreement Form THE PERSON WHOSE SIGNATURE IS BELOW ASSUMES TOTAL RESPONSIBILITY FOR ALL ASPECTS OF THIS CONTRACT FOR HIS/HER GROUP AND AGREES TO ABIDE BY THE FOLLOWING CONDUCT STANDARDS: 1. Absolutely NO ALCOHOL or TOBACCO in any form on HISD property. State law prohibits the use of any or alcohol or tobacco products on school property. 2. The renter shall permit only those in his/her group in the facility. 3. The renter shall turn off all lights, lock all exterior doors, and leave the facility in a clean and orderly condition. The Superintendent or designee shall be the sole judge of the extent of any repairs or damages. 4. The renter shall make a $25.00 refundable key fob deposit to the Executive Director of Operations. 5. Non-profit organizations which serve the youth of the school district and/or promote unselfish civic betterment such as PTA, Booster Clubs, Civic Clubs, Boy/Girl Scouts, Campfire girls, Hallsville youth sports and other similar organizations may use school facilities free of charge, subject to approval of the Principal and the Executive Director of Operations. Fees may be charged for custodial services and any other services or expenses relative to the activity shall be determined prior signing the Hallsville ISD Facility Use Agreement Form. HISD will consider assigning requested facilities based on age appropriateness. 6. Concession stand rights are reserved to school booster organizations as determined by the Superintendent. 7. Long term (up to 12 months) agreements are reserved for consideration by the Board of Trustees. 8. Any improvements made to HISD facilities by renters become the property of the school district, subject to all rights and privileges of ownership under the law. 9. The parents / guardians are expected to monitor children in their care while on school grounds or using school facilities. 10. Hallsville ISD has implemented an energy savings plan for the taxpayers of the district. It is critical that doors not be left or propped open, lights are turned out and that maintenance is contacted by the campus or proper HISD Administrator so that HVAC units can be programmed accordingly. 11. Written materials, photographs, pictures, films, tapes or other media shall not be sold, circulated or distributed by persons or groups without permission from the Assistant Superintendent. I have read the attached policies and regulations regarding facility use in Hallsville ISD. As the authorized representative for this organization, I understand that I am the responsible party and hereby agree to abide by all the stipulations as indicated and pay all charges due the Hallsville ISD. I understand that Hallsville Independent School District and employees are released from liability for personal injury and/or damages to any personal property and are not responsible for the cost of damages or injuries incurred during use of HISD facilities. I further understand that my failure to abide by all expectations and conditions may cause forfeiture of deposit along with forfeiture of all privileges to use any HISD facilities in the future. Printed name of person making request: Reason for use: Signature of person making request: Address: Home Telephone: Work Telephone: Cell Telephone: Date(s) facility is to be used: Time: Campus Principal Approval Date

6 Hallsville ISD Facility Use Agreement Form... continued Hallsville ISD activities command priority and may over-ride previously scheduled usage Please circle yes or no: Will an admission fee be charged? Yes No Is the renter trying to make a profit? (if so, use the far right column) Yes No Will the renter need custodial support? Yes No Will the renter need sound and lighting support? Yes No Will the renter need security support? Yes No Facility Requested and Purpose of Use Maintenance Equipment Needs: Air conditioning (set at district determined level) 1. Renter is responsible for obtaining and paying Custodial Services Security: *** The person / group renting the facility shall be responsible for providing security if needed. It is expected that the facility will be returned for instructional uses in the same condition of cleanliness as it was found. * Tracks and tennis courts are available for public recreational use on a first-come, first serve basis Kitchens or equipment in the cafeteria are not available for rent. Time Estimate of facility use N/A per hour = $ N/A Total Costs for rental N/A Method of payment A deposit of $ -0- has been received for the use of the described facilities on the date and time requested. I have read the attached policies and regulations regarding facility use in Hallsville ISD. As the authorized representative for this organization, I understand that I am the responsible party and hereby agree to abide by all the stipulations as indicated and pay all charges due the Hallsville ISD. I understand that Hallsville Independent School District and employees are released from liability for personal injury and/or damages to any personal property and are not responsible for the cost of damages or injuries incurred during use of HISD facilities. I further understand that my failure to abide by all expectations and conditions may cause forfeiture of deposit along with forfeiture of all privileges to use any HISD facilities in the future. Responsible Party Date HISD Chief Administrator Date

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