The Dunkerton Community School District facilities and buildings are owned, maintained and supported by the public. The Board of Education actively seeks to respond to the educational, recreational and cultural needs of its total community through the total resources of the community schools. However, all school facilities have been primarily erected and maintained for the use of the students of Dunkerton Schools and shall not be used for another purpose that will conflict with that use.

 

This document outlines policies and guidelines for community use of school facilities in the Dunkerton Community School District (hereafter referred to as the District). The guidelines have been reviewed by the Board of Education (hereafter referred to as the Board) and Superintendent of Schools (hereafter referred to as the Superintendent) and approved by the Board.

 

Any activity connected with the approved school programs will take precedence over any request for use of the facilities for any other purpose.

 

It is understood that the District will make its facilities available for use by certain local, state, civic or service organizations when the use does not conflict with the school program. Such use shall be for community purposes or the promotion of community activities and shall be of educational, recreational or cultural value to the community.

 

Dunkerton Community School District.facilities are not intended to be a location for profit making enterprises.

 

Approval of a request does not imply the endorsement or sponsorship by the Administration, the Board or Dunkerton Community School District.

 

Organizations interested in using school facilities should make such requests through The Activities Office. The Activities Office, with the help of the Administration, will determine the availability and appropriate usage of the facilities. Completion of a Facility Request Form is required.

 

It is the responsibility of those requesting usage of school facilities to know the contents of these Facility Use Guidelines and be aware of all guidelines for usage as well as specific guidelines set forth by the Board and Administration.

 

The District reserves the right to cancel or postpone any activity due to conflict, disregard of policies or other uncontrollable circumstances. If approval has been given to a group to use facilities and it is later determined that the facilities are not available, notice of cancellation shall be given to the applicant as soon as possible with reasons for the cancellation. District administrators, the designated building supervisor or the custodian on duty have the right to terminate any activity at any time if, in his/her judgment, there are violations of Board policies and rules, or federal, state or municipal laws, or if the activity is deemed to be hazardous to people, buildings, or equipment.

 

All District facilities will be closed and not available for use on legal holidays and to allow for cleaning/restoration in the summer.

 

The District requires at least two weeks prior notice on extra-ordinary facilities use requests and reserves the right to cancel or postpone any activity, including school and school related activities, due to conflict, disregard of policies, or other uncontrollable circumstances.

Regular Requests for facility usage will not be processed if not received at least 48 hours prior to the date requested. Weekend usage requests must be received no later than twelve o’clock noon on the preceding Thursday.  Usage requests received more than 6 weeks in advance of usage will not be acted upon.

 

The requester is responsible for notifying the Activities Office when his/her group wants to change or cancel a confirmed request or the group is not using the facility at the scheduled time. Cancellation requests are due to the Activities Office no later than twenty-four hours prior to the scheduled time of use. Failure to make the proper notification will result in a forfeiture of all fees paid in advance, and may result in loss of use privileges.

 

Overnight stays are not permitted by the District.

 

If school is canceled for the day, all community use of the buildings is canceled.

 

If home evening activities are canceled, all community use of the buildings will be canceled.

 

Food and beverages are permitted in designated areas only.

 

Use of tobacco, alcohol, or illegal drugs is prohibited on any school property

 

Non-marking gym shoes are required for participants in all sports and games. Group members not wearing proper shoes may be charged for the professional cleaning or refinishing of the gym floor.

 

No slam-dunking or hanging on rims.

 

No bouncing balls in halls, off walls or on ceilings.

 

Indoor balls ONLY: indoor soccer balls, mush balls, tennis balls, waffle balls, basketballs, volleyballs.

 

No baseballs or softballs.

 

No roller Blades.

 

No batting practice.

 

No Pitching Machines.

 

No leaning into volleyball nets. This loosens standards and damages equipment. More importantly, loose standards could fall and cause personal injury.

 

No climbing or playing on bleachers.

 

No pulling of bleachers. Facility Supervisors will be responsible for pulling bleachers out for use if previously approved by the Activities Office.

 

No tape or markers on floor or walls.

 

No propping open doors or windows.

 

No pushing/pulling chairs, tables, or other equipment across the floors.

 

No spitting or foul language allowed.

 

Children are not allowed to roam or play in the halls while their parents are participating in activities in the gym.

 

Children are to be supervised by adults at all times during gym usage.

 

No motorized vehicles may be used on school property

 

The use of the football stadium, softball fields, baseball fields and running track will require the regular facility form to be completed.

 

The Dunkerton Community School District Superintendent shall have sole discretion to determine if any reserved outdoor facility is unusable. It shall be the responsibility of the Activities Director, or his designee, to notify the appropriate parties if weather has rendered the outdoor spaces unusable.

  

Classification of Potential Users

Groups using the facilities will be classified as A, B, C, or D, with Class A having the highest priority for use when scheduling facilities. District Administration will determine the classification of each group requesting use of a facility.

 

Regular classroom activities

School-sponsored activities for students (e.g., clubs, athletics)

School-sponsored activities for parents (e.g. plays, open houses)

 

 

CLASS A

SCHOOL DISTRICT AND DISTRICT-RELATED ORGANIZATIONS:

School-related groups and organizations (e.g. Booster Clubs, Foundation-Four year trip/After prom, PTO)

School and district-sponsored activities for District staff (e.g. Training Sessions, Wellness)

Dunkerton Summer Recreation

College entrance examinations ACT

 

Facility Use Fee:

• No fees for building usage
• Custodian fees weekend use
• No fees for administrative supervision
• No fees for necessary staffing to sell tickets, run clocks, etc.

 

 

CLASS B

PUBLIC AGENCIES AND DISTRICT CO-SPONSORED ACTIVITIES:

Youth organizations: meetings involving District residents belonging to nonprofit, chartered youth groups or organizations sponsoring youth activities during the regular program season or year. Such groups would include the following:

Dunkerton Basketball Camps

Boys and Girls Club

Softball/Baseball Little League

Adult groups whose members reside in the District for regularly scheduled meetings or recreation (e.g. basketball groups, volleyball groups, community singing groups)Dunkerton Dunkerton COOP

 

EDUCATIONAL INSTITUTIONS:

Cost to educational institutions depends upon the institution's charge to students per credit hour. A charge for specialty rooms may be assessed (e.g., computer lab, shop, science lab).

Community Colleges

Public universities (e.g., Iowa State University, University of Iowa, University of Northern Iowa)

Central Rivers Area Education Agency

Private higher educational institutions

 

Facility Use Fee:

• Events / tournaments will be charged $30 / hour for post-custodial cleaning for the event.
• Building rental fee as outlined in the Hourly Fee Structure

 

CLASS C

Nonprofit/Private Interest Groups:

Activities not conducted for profit by business concerns located within the boundaries of and paying property taxes to the Dunkerton Community School District.

Groups who charge fees for their own purposes or for profit may be charged at Class D rates. For purposes of determining nonprofit organizations, a tax-exempt identification number and/or an annual organizational or event budget may be requested.

Local non-profit organizations conducting profit-making activities for charitable purposes

If the activity does not meet the criteria, it will be placed in Class D.

 

Facility Use Fee:

• Events / tournaments will be charged $30 / hour for post-custodial cleaning for the event.
• Building rental fee as outlined in the Hourly Fee Structure
• Users will be required to file a non-profit exempt documentation to the district.

 

CLASS D

Out-of-District Private Interest Groups and Organizations:

Out of District adult or youth groups with less than 75% Dunkerton Community School District  residents as participants. (Rosters will be required and must be submitted prior to the first usage)

Businesses located outside the Dunkerton Community School District

Businesses, private interest groups, individuals conducting activities for which a fee or admission is charged or items are sold.

Businesses holding non-gate fee events for which the participant directly or indirectly is charged a fee (e.g. rehearsals, ceremonies, performances)

Waterloo Tumbling

Private lesson / training session where fee is charged (musial, athletic)

 

 Facility Use Fee:

• Events / tournaments will be charged $30 / hour for post-custodial cleaning for the event.
• Building rental fee as outlined in the Hourly Fee Structure
• Users will be required to file a non-profit exempt documentation to the district.

 

 

 

Special Events

The District welcomes local, state and national groups hosting special events which enrich our community and provide a variety of lifelong learning opportunities for community members.  In scheduling such events, we must ensure that the learning environment for students is preserved and the upkeep of the facilities is maintained. In that light, the following guidelines were developed.

A. Guidelines for giving access to local, state, and national groups hosting special events in District facilities:

1. People (adults and children) in our district are participating in the events, as well as being observers.

2. The group can provide references from previous hosts attesting to reasonable group behavior, lack of damage, and prompt payment of costs incurred.

3. Additional workload incurred for District staff (custodians, technicians, athletic personnel, etc.) is not so excessive that it conflicts with regular job responsibilities.

4. The facilities are able to sustain the additional usage

5. Summer usage does not prohibit cleaning and repair projects from being accomplished.

6. The nature of the event does not conflict with previously scheduled groups

 

Guidelines for Establishing Fees:

1. For-profit groups will pay Class D rates (out-of-district groups, or for-profit activities).

2. Groups are eligible for non-profit rate only if they provide proof of non-profit status and a tax exempt identification number.  The Activities Office may request a copy of the group’s annual budget and/or the budget for the event.

3. All groups must cover all personnel costs involved before, during, and after the event. This may include costs for building supervisors, custodians, technicians and food service workers. Overtime hours incurred by the facility use personnel if the event requires an excessive amount of time to coordinate will be paid by the requesting group.

4. A damage deposit will be required.

If groups are considered non-profit they are still required to pay personnel costs and they may be asked to cover direct costs of usage (e.g. electricity, water, air conditioning, heat)

 

 

 

 

FEES

The Superintendent of Schools or a designated representative will prepare a schedule of fees for the rental of school facilities. This schedule shall be reviewed and approved at five year intervals and approved by the Board of Education.

 

All fees for facility rentals and usage must be paid in advance unless other arrangements have been made. Upon payment, the requester will be issued a receipt of payment which will serve as approval to use the facility.  When necessary, additional fees may include such things as cleaning fees, failure to cancel charges, replacement or repair for damage or theft or other pertinent administrative costs.

 

In the case of damage caused by a group, a deposit will be required after the first incident of damage. Administration shall determine the amount of the deposit, or to revoke the renter’s privilege.  Note: On occasion, a fee may be waived or reduced depending upon use and organization. This waiver will be made at the sole discretion of the Superintendent or Board.

 

Any person found willfully damaging or defacing property belonging to the school district shall be held responsible for the replacement or repair of such property and all costs shall be the obligation of the offender.

It is possible that criminal charges may be filed against the offender.  If the individual offender is not known, the group/requester is liable for damage costs.  If the group refuses to make payment, the group will not be allowed to use District facilities again.  If damage or theft is not reported by the group, an administrative fee will be charged to the group for the labor involved in tracking the responsible group. This charge is in addition to the cost for replacement/repair and any labor costs incurred.  A damage deposit may be required if the group has the potential to incur excessive wear and/or cause excessive damage to the facility.

 

 

Approved:       January 1997
Reviewed: February 1999, July 2009, March 2012, March 2015, March 2018, September 2019, January 2022

 

The undersigned entity makes an application for the use of the school district facility or equipment as designated below. The entity will provide police protection at its own expense, if necessary, to maintain order and to properly protect the building, site, or equipment.

                   

Please refer to school board policy to determine the proper use of school facilities and equipment.  The entity is responsible for complying with the law, board policy and the administrative regulations.

 

The entity must provide proof of insurance prior to the use of school district buildings, sites, or equipment.

 

To be completed by individual making request:

 

DATE OF REQUEST:  

 

Person Making Request:                                                                  Phone No. :  

 

Person/Group Using Equipment/Facilities:

 

Reason for Request:  

__________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

 

Facility Requested:  

 

The person / group affirms that all adults using facilities have been checked on Iowa’s Sex Offender Registry (SOR).

This is to confirm that no one entering the building or working with children is on the SOR.

 

(Printed Name and Signature required)

                                       

 

If using classrooms, please list classrooms requested or attach a map.

__________________________________________________________________________________

 

 

__________________________________________________________________________________

 

Concession Stand:  

____ Will operate our own concession

____ Will have a school organization operate the concessions.  

 

 

 

Name of group:  

 

Additional Equipment Requested: (Projection system, bleachers pulled out, podium, etc.):

__________________________________________________________________________________

 

 

 

 

 

 

__________________________________________________________________________________

 

 

Specific Date(s) Requested:

 

Specific Time(s) Facilities are Needed:

 

Actual Time of the Event:  

 

Responsible Adult:

 

Address:                                                                                            Phone No.:  

 

 

TO BE COMPLETED BY BUSINESS OFFICE:

 

 

Date Received:  

 

Superintendent’s Approval:  

 

Board Approval If Necessary:  

 

Custodial/Cook Required:    Yes                                     No  

 

___________ Custodian(s) How Many __________________ Hours Needed ______________

 

___________ Food Service How Many _________________  Hours Needed  _____________

 

_______________ $50 Minimum Fee Required When Using Kitchen Area

 

Custodial/Cook Arrangements Completed:    Yes                                         No

 

Note Arrangements:

__________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

 

 

Arrangements of Keys:

__________________________________________________________________________________

__________________________________________________________________________________

 

 

Charge:  (Note Items and Cost):  

__________________________________________________________________________________

 __________________________________________________________________________________

 

Charge Paid to Dunkerton Schools:   Yes                                         No

 

Custodial Hours - Start Time:                   End Time:                  Total Hours:

 

Food Service Hours – Start Time:  ________ End Time:  ________  Total Hours:  ________

 

Total Fee$ ___________

 

Upon completion of the event, the area was checked and no damages were found. Area is in the same condition as the group used.

 

Site Supervisor Signature:                                            

 

Building and Grounds Supervisor: 

 

(Submit to the business office when completed).

 

 

Approved:  6/28/17
Reviewed:  9/27/17, 1/6/22
Revised:  12/20/17, 4/25/18

 

 

 

Rates for Use of Buildings and Sites

 

Hourly Fee Structure

Facility                                  Class A                   Class B                                  Class C                                 Class D

Gymnasium                            N/C                        N/C                                         $35                                        $50

Commons                                N/C                         N/C                                        $25                                        $35

Classroom                               N/C                         N/C                                        $15                                        $30

Kitchen                                      N/C                         N/C                                        $35                                        $50

Football Stadium                   N/C                         N/C                                        $50                                       $100

Baseball Field                         N/C                         N/C                                        $25                                       $50

Softball Field                            N/C                         N/C                                        $25                                       $50

Custodian                                $30                         $30                                         $30                                       $30 

 

Utilities: To be determined by Superintendent or Board based upon current rates and usage Security Deposit:   To be determined by Superintendent or Board based upon previous experience

 

 

Add to above:

 

For providing chairs and/or tables for meetings                    $10.00

 

For providing set up of equipment                                         TBD - cost

 

Clean up of kitchen (if not billed hourly)                               $50.00  per rental

 

 

Approved:  6/28/17
Reviewed:  9/27/17, 1/6/22
Revised:  12/20/17, 4/25/18

 

1. Any community group using the school building must have an adult (legal age not a student) in charge who will be responsible for the proper care and use of the building and who will be responsible for taking care of any cleaning, payment of fees and the settlement for any damages.  Supervision of the scheduled activity shall be the responsibility of the group using the facility.  A supervisory person must be designated at the time of application.

 

2. Any community group must screen all adults in their program and not allow anyone on Iowa’s Sex Offender Registry (SOR) to enter into the building or work with children when using the district facilities.

 

3. The building must be left in the state of cleanliness and orderliness in which it was found.

 

4. Any group or person using school facilities may be required to provide proof of sufficient insurance or written verification that the group is covered under the District’s insurance coverage.

 

5. The facilities are substance free (policy 403.5 and 905.2).  Any individual or group violating this policy may be barred from future use of the facilities.

 

6. School Sponsored Activities shall take top priority, which includes open gyms and fields.

 

7. A facilities use form must be completed and submitted for approval to the Superintendent’s office two weeks prior to the event.  Events may not be scheduled more than six weeks in advance.  The Dunkerton Community School District reserves the right to reschedule events in case of an unforeseen school district conflict.

 

8. All checks shall be made payable to the Dunkerton Community School District.  Payment in full must be received within 30 days of receiving an invoice from the school district.

 

9. If an activity involves use of the kitchen facilities, a school cook may be required and a fee for the employee to be present will be charged.  Exceptions are use of the high school kitchen for a concession stand when food is being served from the kitchen, but not prepared in the kitchen.

 

10. If an activity involves use of stage lighting or other technical equipment in the east gym, the group/organization shall be required to pay for an approved stage technician.

 

11. Any unscheduled activities or activities violating these regulations will not be allowed.

 

12. Activities that are eligible for the gym use are those that normally are  played in a gymnasium such as basketball and volleyball.  Other activities may use the gym provided there is no greater threat of damage to school property. 

 

13. Activities such as soccer, baseball and softball may use the gym provided safety and care of school facilities are considered.  When kicking, batting or completing skill activities when participants are not under complete control of the ball, in no way should the ball make contact with the walls, bleachers or other permanent equipment.

 

14. The district has the right to request that the coaches turn in rosters with the player's names and league.

 

15. Those DCS facilities used primarily for varsity competition must maintain a safe and quality competitive facility.  If the use presents the potential for damage, misuse, or undue wear and/or is not beneficial to the DCS programs, use may be denied in the interest of the district.

 

16. Weeknight availability - Between the hours of 6:00-9:00 p.m. in the old gym and 6:30-9:00 p.m. in the new gym.

 

17. No gym use on official holidays, when the school day has been cancelled or dismissed early or when there are evening school activities in which non-school activities would interfere with a school sponsored activity.

 

18. Saturday availability-Tournaments or games take top priority over practice times.  The gyms may be used on Saturday between 8:00 a.m. and 9:00 p.m.

 

19. Sunday availability-Gyms will be available between 12:00 p.m. and 9:00 p.m.

 

20. Coaches, players, parents, siblings, etc. are restricted to the area of the building in which the activity is taking place. 

 

21. The coach in charge is responsible for monitoring traffic in the building and for supervising the gym and children in the program they sponsor.

 

22. Any damage done to school property during practice, games, or open gym must be reported immediately to the custodian on duty or the building principal the following school day.

 

23. The coach/team/organization scheduled during the time in which the damage occurs will be responsible for reimbursing the school for any necessary repairs or replacement of equipment.  Failure to report damage will result in the coach/team/sponsor’s loss of use privilege until the beginning of the following school year

 

24. Each profit group will be limited to the use of facilities twice during an academic school year.

 

25. Supervision of the scheduled activity shall be the responsibility of the group using the facility.  A supervisory person must be designated at the time of application.

 

26. The District reserves the right to cancel facilities use on days in which inclement weather poses a hazard and facilities are closed.

 

27. The District reserves the right to refuse the use of facilities.

 

 

Approved:  6/28/17
Reviewed:  9/27/17, 1/6/22
Revised:  12/20/17, 4/25/18