MEQUON-THIESVILLE SCHOOL DISTRICT POLICY MANUAL

MEQUON-THIESVILLE SCHOOL DISTRICT POLICY MANUAL Use of School Facilities Permit, Procedures, and Rates POLICY The Board under the prescribed conditions and as allowable by law, encourages the public use of school facilities to support the educational, recreation and social development of the community. Facilities shall be available to school and school affiliated groups at no charge. Non-district affiliated groups shall pay user rates according to the regular rate schedule. Non-district affiliated groups will generally be placed in facilities where custodial services are available outside regular school hours. Custodial charges will be passed onto groups if the facility usage is requested outside of normal custodial coverage. The right to authorize the use of school facilities is the responsibility of the Superintendent or designee. Such use will be permitted only at such times as the facilities requested are free from activities subject to the control of the District. The Superintendent has the authority to refuse the use of District facilities if they deem the use to be inappropriate or inconsistent with District purposes or objectives. While residents, staff members and community groups shall be encouraged to use District facilities, no person may enter or remain in any school building or site except when engaged in an approved or scheduled activity, or when in attendance as a regularly enrolled student or staff member of the District. It is expected that no individual or group shall willfully or maliciously make or cause any noise, disturbance, or diversion in or near any school building or school property which would disturb the peace, quiet or good order of any school or school activity and the District retains the right to take action as needed to address any of these situations. Alcoholic beverages are prohibited on District property at all times, unless prior, written permission of Superintendent is obtained for a specific event. The District shall assume no liability for personal injury or property damage which may occur as a result of the use of school facilities for a public function by groups other than school organizations or school-related groups. Any needed repair or replacement will be at the users expense and completed to the satisfaction of the Superintendent or designee. PRIORITY USER CLASSES Users categorized in Priorities III through VI wanting to use the Mequon-Thiensville School District facilities will be assessed a facility use charge, possible equipment charges, and/or staff charges. Priority for use of the Mequon-Thiensville School District facilities is determined by a group's classification. PRIORITY I: PRIORITY II: Mequon-Thiensville School District Curricular, Co-curricular, and Recreation programs Selected groups that meet the following criteria: 1. Mequon-Thiensville non-profit organizations using traditional classrooms or conference rooms for board and organizational meetings that do not require extra custodial services. 2. Boys and girls scouting troops using district facilities at their respective schools Monday through Friday for troop meetings that do not require extra custodial services. Page 1

PRIORITY III: PRIORITY IV: Mequon-Thiensville youth associations whose members are18-years old or younger and meet the following guidelines: 1. The group is a non-profit organization and qualifies for Section 501.c.3 status. This certification must be on file in the Mequon- Thiensville Recreation Department. 2. Membership in the group consists of 75% Mequon-Thiensville residents. (Mequon-Thiensville residents are defined as individuals who live in Mequon or Thiensville or who attend school in Mequon or Thiensville.) The group s participation list shall be made available upon request. 3. The group must provide the Mequon-Thiensville Recreation Department a certificate of insurance with a minimum liability coverage of $1,000,000 by renewal date each year. Organized groups located in Mequon or Thiensville: 1. Non-profit civic and service groups 2. Private schools and colleges Other non-profit groups who have at least 50% Mequon or Thiensville residents. The group s participation list shall be made available upon request. PRIORITY V: PRIORITY VI: Selected groups that meet the following criteria: 1. Mequon-Thiensville Residents using the facilities for noncommercial uses. 2. Mequon-Thiensville commercial organizations using facilities for programming that service youth and whose program s participants are at least 50% Mequon-Thiensville residents. The group s participation list shall be made available upon request. 3. Non-profit groups, schools, colleges, and youth associations that are not based in Mequon or Thiensville. All other individuals and groups Page 2

PROCEDURES FOR REQUESTING USE OF FACILITIES 1. Go to www.mtsd.k12.wi.us, hover over District at the top, then click Facilities Rental link. 2. If you are an existing approved renter, log in in the upper right hand corner. If you are a new renter, click on the documents tab for instructions on creating an account. Once account request is submitted, wait for an approval email. 3. Once a new renters account is approved, click on the documents tab for instructions on requesting facilities and submit request(s). 4. Your request will be reviewed by the comptroller and either approved or declined based upon availability/feasibility. If declined, the reason will be sent via email. 5. Once your request is accepted, any questions, concerns or complaints relating to district athletic facilities (gyms, pool, tennis courts, stadiums, fields etc.) can be directed to Erich Hinterstocker at 262-238-5634. Any questions, concerns or complaints relating to all district academic facilities (IMC, cafeterias, classrooms, PAC etc) can be directed to Mike Schoemer at 262-238-7536. 6. Invoices for costs for use, when appropriate, will be emailed from the comptroller to the organization s contact person. Full payment of balance due is required by the invoice due date. 7. The cost of equipment purchased and or facility improvements donated to the school district, pending Board of Education approval, can be used as a credit toward facility usage rental costs over a five-year period. 8. Usage of facilities may result in custodial charges. Facility usage of the auditorium will result in additional tech staffing charges ranging from $8.50 to $30 per hour. An estimate of these charges will be reflected in the invoice and require prepayment. Facility renters are responsible for actual cost incurred regardless of amounts estimated. After facility usages requiring extra staffing have taken place, a credit or additional charges may be extended to the facility renter. 9. If extra costs are incurred during the activities, the organization will be invoiced immediately following the rental (ie. Air Conditioning/HVAC costs). Payment of the balance due will be required in 30-days of the dated invoice. If an organization has a balance past due, the Mequon-Thiensville School District reserves the right to deny any new rental requests until the account is paid in full. 10. The Superintendent or their designee reserves the right to grant or deny any or all requests. The Superintendent or their designee also reserves the right to cancel, reschedule, or relocate a previously approved use of facilities to accommodate unanticipated circumstance. The Administration reserves the right to change fees at any time. Page 3

FACILITY RULES AND REGULATIONS 1. Groups using the school facilities are restricted to the activity hours and locations on their approved schedule. Allow ample time before and after your activity for set-up and clean-up. 2. Groups must provide sufficient supervisors, chaperones or crowd control personnel to insure proper conduct of all patrons and participants. An adult must be present for the duration of the event and until all participants have left the premises. It is the groups responsibility to maintain control of the behavior of all participants and spectators involved in the activity, and to ensure that they remain in the authorized area(s). 3. The organization and its supervisors shall be liable for any damage done to school property, and/or loss of school property. 4. All groups are expected to leave the facilities in the same condition in which they were found. Any expenses incurred as a result of activities will be charged to the user. 5. State law prohibits smoking, alcoholic beverages, and other controlled substances in school buildings or on school property. These laws will be enforced by the Mequon Police Department and are out of the M-T District control. 6. When inclement weather or other emergencies force the school district to close the facilities, all scheduled events are cancelled. 7. Groups using school facilities assume all responsibilities for personal injury to a patron and participants. SCHEDULING PRIORITIES The school district scheduling calendar will run from September 1 through August 31. Every attempt will be made by the Recreation Department to have Priority I activities scheduled by May 31, the preceding year. Due to rescheduling and unforeseen circumstances, Priority I activities will always have scheduling priorities throughout the year and can bump previously scheduled activities in all other Priority categories. Users in Priorities II and III will be allowed to schedule for the upcoming year after June 1. Users in Priority IV will be allowed to schedule for the preceding year after July 1. Users in Priority V will be allowed to schedule for the preceding year after August 1. Users in Priory VI will be allowed to schedule after September 1. Scouting organizations may submit their schedules for their regularly scheduled pack or club meetings beginning August 1 st for the proceeding school year. Page 4

FACILITY USE FEE SCHEDULE RATES SCHEDULE (per hour) Group A Group B Group C Group D Outdoor Facilities (Priority III) (Priority IV) (Priority V) (Priority VI) Football/Track Stadium with lights $28 $56 $84 $112 Football/Track Stadium without lights $22 $44 $66 $88 Soccer Stadium with lights $28 $56 $84 $112 Soccer Stadium without lights $22 $44 $66 $88 Items available at additional costs Press Box $6 $12 $18 $24 Concession Stand $6 $12 $18 $24 Sound System (per day) $11 $22 $33 $44 Scoreboard (per day) $11 $22 $33 $44 Practice Fields $5 $10 $15 $20 Tennis Courts (per block of 4 courts) $6 $12 $18 $24 Indoor Athletic Facilities HHS Field House (per court, 4 courts) $8 $16 $24 $32 HHS Main Gym (per court, 2 courts) $8 $16 $24 $32 HHS Main Gym Mezzanine $8 $16 $24 $32 HHS Auxiliary Gym (per court, 2 courts) $8 $16 $24 $32 Elementary Gyms (1 Court) $8 $16 $24 $32 Steffen Gym (1 Court) $8 $16 $24 $32 Lake Shore Gym (per court, 2 courts) $8 $16 $24 $32 Standards/Nets (per court) $5 $10 $20 $30 Scoreboards (per board, per day) $5 $10 $20 $30 Bleachers (per day) N/C $22 $33 $44 Sound System (per day) $11 $22 $33 $44 HHS Weight Room $17 $34 $51 $68 HHS Field House Lobby $8 $16 $24 $32 HHS Field House Concession Stand $11 $22 $33 $44 HHS Swimming Pool & Locker Rooms (per half) $8 $16 $24 $32 (during the academic school year) HHS Swimming Pool & Locker Rooms (per half) $6 $12 $18 $24 (during the summer months) Swimming Pool Score Board (per event) $25 $50 $100 $100 HHS Locker Rooms $8 $16 $24 $32 HHS Performing Arts Areas Auditorium Rehearsal $50 $75 $100 $125 Auditorium Performance $60 $120 $180 $240 Auditorium Performance with Admissions $70 $140 $210 $280 Items available at additional costs Risers, Sound Shells, & Piano (quote per event) Band, Orchestra, Choir Rooms $15 $30 $45 $60 Black Box Theater $25 $50 $75 $100 Individual Rehearsal Rooms $2 $4 $6 $8 General Use Areas HHS Cafeteria (Kitchen Not Available) $22 $44 $66 $88 Cafeterias (except HHS) (Kitchens Not Available) $17 $34 $51 $68 Classrooms $11 $22 $33 $44 Computer Classrooms (Tech support quoted per use) $11 $22 $33 $44 IMC $11 $22 $33 $44 Homestead's Multi-Use Room $11 $22 $33 $44 Homestead's Lecture Hall $11 $22 $33 $44 Homestead's Administrative Conference Room $11 $22 $33 $44 District's Egelhoff Room $11 $22 $33 $44 RL Conference Room $17 $34 $51 $68 1 st Consideration BOE 10/28/02 2 nd Consideration BOE 11/18/02 Adopted BOE 12/16/02 Revised 07/23/04 and 7/12/18 Page 5