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Conditions For Use of School Facilities
(Board Policy 4350.1)

A. School functions shall take precedence in all cases.
B. Subversive organizations as identified by the United States Attorney General are not eligible to use school facilities.
C. School facilities are not available to social groups of selective, restrictive, or secretive nature.
D. Rules and regulations covering use of school facilities shall be established and made available to the community. Damage and rental fees covering maintenance and supervisory costs shall be established by the school board. All facilities use fee schedules and regulations will be made available to public at the Performing Arts Center, pool, district rental supervisor’s office and the superintendent’s office.
E. School equipment shall not be used or taken from school buildings except under provisions established by regulation.

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Community Use of Facilities

1. Applications for use of school facilities shall be made through the district athletic office a minimum of seven (7) days prior to the date for which the facilities are to be used. Pre-payment for all one-time rentals is required at the time application is made.
At the time of application, all organizations and/or other individuals that rent on a continuous basis will be required to make a deposit equal to one (1) month’s rent which will be applied toward the final billing of this rental billing period. All monthly rental payments are due in the accounting office no later than ten (10) days after the invoice date.

2. The superintendent shall determine and recommend a fee schedule applicable for use of district facilities. The fee schedule shall be evaluated on an annual basis.

3. Alcoholic beverages and other controlled substances will not be permitted on school property. (RCW 63.44.270).

4. All applicants for use of district facilities shall hold the district free and without harm from any loss or damage, liability, or expense that may arise during or be caused in any way by such use or occupancy of district facilities. Also, in the event that property loss or damage is incurred during such use or occupancy, the amount of damage shall be decided by the superintendent and a bill for damages will be presented to the group using or occupying the facilities during the time the loss or damage was sustained.

5. Insurance: Applicant organizations understand that the school district has no responsibility to provide liability insurance for injuries to persons or property arising from the acts of omissions of the applicant organization, its agents, employees, members, or subcontractors. The school district recommends that the applicant organization itself purchase such liability insurance. A certificate of insurance is required from all users in categories II through V.

6. The superintendent possesses the authority to make the final decision on use of school facilities by a group. However, the group may appeal such decision to the Board of Directors.

7. A custodian or district employee authorized by the superintendent, or his/her designee must be on the premises when any non-school group is using a district facility. Use of kitchen facilities requires the employment of a school district cook.

8. Because of the recreational value of the district’s playing fields to the community, some fields are available to residents. Many of the fields are used on a regular basis, not only for district activities, but also by Parks & Recreation, YMCA, and several local athletic groups. To avoid conflicts, it is therefore necessary to book these fields in advance. The high school tennis courts are available to patrons when not in other use. Use of outside facilities must be appropriate and compatible with each play field and its surrounding area. Such use shall not result in destruction, damages, or undue wear or pose a hazard to children or others. Activities that endanger others or cause damage to fields and lawns are restricted. Should damage to fields or lawns occur, the superintendent shall make a reasonable effort to obtain restitution for the damage.

9. Permits will not be granted to any meeting which, in the judgment of the superintendent and/or designee, may be in any way prejudicial to the best interest of the schools or educational system for which satisfactory sponsorship is not provided. All permits shall be revocable and shall not be considered as a lease.

10. Only that part of the building specifically mentioned on the permit is to be used. Use of kitchen or cafeteria facilities will be permitted by special arrangement.

11. All school facilities are to be left in appropriate condition immediately following each activity. Appropriate athletic shoes will be required for all indoor athletic activities.

12. A copy of the Facility Use Application will be provided to the user when the application has been approved. Charges are outlined in the facility fee schedule. Persons or groups without approved applications will not be admitted to any school facility.

13. No organization and/or individual requesting use of the facilities of Sumner School District shall, in fact, on the basis of race, color, creed, sex, national origin, marital status, age or handicapping conditions.

14. The superintendent and/or designee reserves the right to limit the use of facilities on limited notice, as it relates to curtailment of energy resources by energy suppliers that subject the district to penalties.

15. The superintendent and/or designee reserves the right to reject rental or use of facilities of the Sumner Schools to any organization.

16. All cancellations should be made through the district athletic office at least two (2) school days prior to the scheduled usage, or using organization will be billed for the entire rental fee, or the actual cost incurred by the district.

17. Organizations and/or individuals that do not abide by the regulations will be denied use of school facilities.

18. Groups using the facilities will be charged for the service of district personnel required for supervision and/or custodial services. These charges will be based on current rates paid by the district. Rates are to be reviewed annually or as needed by the school district.

19. Any renters of school facilities must state in any advertising that the district is not sponsoring their event(s).

20. A single application may be made for a series of scheduled meetings of like character: however, a separate application must be made for meetings, which deviate from the original application. Facilities used shall be to those specified on the application. Approval for facility use is confirmed upon issuance of a permit.

21. Certain holidays preclude facilities rental. (See current school calendar.)

22. The user organization will be responsible for the enforcement of the above-related regulations and shall be responsible for all participants, spectators, and affiliated personnel. When large crowds are anticipated, it will be the responsibility of the using organization to notify local law enforcement agencies for aid in handling traffic and crowd control. It is required that a plan of crowd control be submitted by the user group prior to the scheduled event.

23. If the need exists as determined by the superintendent/designee, the user will be required to hire Sumner School District supervisors and/or Campus Safety Officers to meet the needs of the event and facility. User is responsible to contact the custodian prior to departure (pager numbers will be made available). Users will be billed for any overtime custodial hours due to additional custodial time needed to restore facility to school time preparedness.

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Categorical Definitions:

Community groups within the Sumner School District shall be permitted to use all facilities for worthwhile purposes when such users will not interfere with the school program. In order to carry out this service to the best interest of the whole community, organizations seeking use of the Sumner School District facilities have been divided into five categories as follows:

The above classifications shall be the order of priority in granting use permits and shall be the basis for establishing differentials in rental and other charges. Fee scheduling will be up-dated and kept in the district athletic director’s office. The key residence determination for the above groupings shall be the residence of the majority of participants, not the residence of the group leader or coach. Local is defined as groups having fifty percent (50%) of the participants residing in the Sumner School District boundaries.

Application Schedule:

1. Application for the use of Sumner District facilities shall be made to the facilities scheduling office as per the following schedule of deadlines for application submittal:

Late applications will be honored on a space available basis and with regards to the categorical priorities established in the policy for Community Use of School District No. 320 facilities.

2. Facility space will be available on a fair and equitable basis and shall be scheduled according to the established quarterly schedule/timeline. Priority shall be established according to the rules, regulations, procedures and conditions for Sumner School District #320 pool and facility use. For definition purposes, “Local” is defined as groups having fifty percent (50%) plus participating members residing within the Sumner School District.

3. The following requirements will be met by all groups IIB, III, IV, and V prior to approval and use of the Sumner School District facilities:

• There will be a signed contract between the outside group and the Sumner School District.
  • The contract must include an indemnity agreement, which holds the district harmless for any injury except those that arise from the district’s sole negligence.
  • The outside organization must provide the district with a certificate of insurance for a minimum of $5 million and name the Sumner School District as an additional insured.
  • The outside group must meet all safety standards and accepted standards for the specific program they are conducting.

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Basic Rental Fee Schedule:

Groups IIA, IIB, III, IV, & V:
1. The above charges are per event and when a custodian is already on duty.
2. An additional custodial charge of $35 per hour will be charged, (plus one-half hour before and one-half hour after event) when a custodian is not normally on duty.
3. When a kitchen is required, a cook from Food Service must be on duty, for which $25 per hour will be charged. Arrangements can be made directly with the Food Services Dept. at 253-891-6450.
4. A requirement to provide insurance (Bodily Injury Liability of $250,000/$500,000 and Property Damage of not less than $50,000) shall be applied at the discretion of the district administration and shall relate to the nature of the scheduled event or activity.
5. A 10% late fee will be charged for any outstanding balances over 30 days.
6. A fee of $10 per hour will be charged for use of field lights on a grass field.

The Sumner School Board believes that the public schools are owned and operated by and for its patrons.

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