Community Use of School Facilities
Clover Park School District facilities have been designed and constructed to provide for the educational goals of the district and to accommodate recreational activities for the Lakewood community. Facilities of the school district include: Auxiliary Services Center, Student Services Center, Harry E. Lang Stadium, elementary schools, middle schools, high schools and other district-owned facilities. The district has taken due precautions which permit use of the facilities, including use of the stadium, fields, gymnasiums, auditoriums, pools and other common areas, for specific types of activities in keeping with the intended purposes of the grounds and facilities and with statutes and regulations which govern use of district properties.
Student activities, curricular and co-curricular, as they are implemented at all grade levels, shall have priority for use of facilities. Schools will coordinate with the recreation/facilities supervisor all curricular uses of the district-owned facilities. When not required for school activities, the facilities may be used by community groups and other agencies. Arrangements for using the facilities shall be as set forth by the district. Scheduling of activities other than those conducted in conjunction with district curriculum and program shall be on a first-application, first-use basis.
The following guidelines will govern the use of all district facilities:
- District facilities are available to:
- District sponsored school-related activities and events:
District sponsored educational or interscholastic activities limited to student and school related functions will only incur charges if custodial or other personnel are required. The request for facilities is subject to approval by the site administrator.
- Non-Profit Organizations, Community Parks and Recreation, Youth-Oriented Community Service Groups:
Community organizations promoting youth programs, local youth parks and recreation groups and affiliated organizations (PTSA/PTA, booster clubs, city, Girl/Boy Scouts, Boys & Girls Club, etc.) may be charged for incurred expenses for use of facilities, playfields, custodial overtime and/or personnel fees.
Community athletic programs that use district facilities shall not discriminate against any person on the basis of sex in the operation, conduct or administration of their programs. Youth organizations engaged in sport activities and using school facilities must provide a statement of compliance with the policies for the management of concussion and head injury to youth sports as required by RCW 28A.600.
- Fee-Based Non-Profit Organizations, Non-Community Parks and Recreation, Adult Service Groups, Religious and For-Profit/Commercial Groups:
Meetings of religious, fee-based non-profit, and profit-making organizations or corporations whose gatherings are open to the public for which adequate facilities are not otherwise readily available in the community shall incur charges as required by the district fee schedule.
- District sponsored school-related activities and events:
- Non Discrimination
The Clover Park School District does not discriminate based on race, creed, religion, color, national origin, age, honorably-discharged veteran or military status, sex, sexual orientation including gender expression or identity, marital status, the presence of any sensory, mental or physical disability or the use of a trained dog guide or service animal by a person with a disability and provides equal access to Boy Scouts of America and other designated youth groups.
- Facility Use Application Process:
- Scheduling and Usage
The recreation/facilities supervisor will maintain the schedule for facilities, stadium, fields and pools. The recreation/facilities supervisor will publish the schedule whenever a change occurs, but no less frequently than monthly. It will be posted in the recreation/facilities supervisor’s office.
- Application Process
To request a facility, applicants must complete and return a Facility Use Application form available from any district school or office. Upon receipt of the properly completed Facility Use Application, the site administrator signs the form and sends all copies of the form to the recreation/facilities supervisor. The recreation/facilities supervisor completes the rental fee portion, collects the certificate of insurance, and confirms compliance with district, city and state regulations.
Payment will be made to Financial Services, 10903 Gravelly Lake Dr SW, Lakewood WA 98499-1341. Financial Services will forward payment receipt to the recreation/facilities supervisor for attachment to the facility use contract. Cancellation of the rental agreement less than 14 days prior to the scheduled event will result in the district retaining all advance payments. If payment is not received seven days in advance, the contract will be considered null and void. The rental agreement will specify all conditions agreed to by the parties entering into the agreement. This agreement will be retained on file in the recreation/facilities supervisor’s office.
District activities will always take priority for use of the facilities, stadium, fields and pools. Clover Park School District reserves the right to cancel a facility lease if needed for school district purposes, or such action is advisable and in the best interest of the district. The recreation/facilities supervisor will arrange scheduling meetings with historical tenants to insure an understanding facility use rules. All organizations entering into an agreement to use district facilities will agree to abide by all rules established to protect the facilities, insure the safe operation of the facilities, and take into account neighbors living adjacent to our facilities.
- Scheduling and Usage
- Accidents and Liabilities—Required Insurance
Tenants shall procure personal injury liability insurance with limits of $1,000,000 per person and $1,000,000 per occurrence and property damage insurance with limits of $1,000,000 per occurrence. The Certificate of Insurance shall name the Clover Park School District as an additional insured and shall be delivered to the recreation/facilities supervision least ten working days prior to the commencement date of the lease. The policy shall provide that it shall not be canceled or altered without ten days prior written notice to the recreation/facilities supervisor.
Tenants shall protect, indemnify and hold harmless Clover Park School District and its officers and employees from any and all claims, liabilities, damages, expenses or rights of action directly or indirectly growing out of tenant’s use of all district-owned facilities.
- District Facilities are not available to:
Permits for use of the facilities, stadium, fields and pools will not be granted for any meeting which conflicts with a school board policy or which, in the judgment of the district, may in any way compromise the best interests of the district schools or educational programs, or violate existing statutes or ordinances; for which satisfactory sponsorship and adequate adult supervision are not provided.
- District employee must be present:
A site supervisor such as a custodian or other authorized district employee shall be present when a building is open for evening use, weekends, non-school days and holidays. Custodial service shall only include unlocking and locking doors, operating lights, providing heat, setting up chairs and normal cleanup. It is expected that the user will aid in cleanup. The custodian is responsible for insuring that the school is ready for the next day’s classes. Clover Park School District's authorized agents and employees shall at all times have the right to enter any part of the premises.
- Student Nutrition/Kitchen Access:
A student nutrition employee shall be present when any kitchen equipment is utilized in the central commissary or school kitchens. Student nutrition personnel will be paid at an hourly overtime rate for their time and the applicant is responsible for this charge. If food preparation is necessary arrangements shall be made through the Student Nutrition Department. No food may be prepared on the premises without a health permit or the presence of a food service worker. Personnel serving food in district facilities must have current food handler certifcates; and for concession operations, a health department permit is required.
- Compliance with Laws and School District Rules:
Tenants shall comply fully with all rules and regulations of the school district for the government and management of the premises and with all federal and state statutes and county ordinances now or hereafter in force with respect to the premises and tenant's activities therein. If a tenant's attention is called to any violation of school district rules of statutes of ordinances by tenant or tenant's employees, or any person admitted by tenant to the premises, tenant will immediately desist from and correct the violation.
- Supervision and Event Management
Crowd control and event management are the sole responsibility of the tenant, including the payment of all working personnel. Tenants shall at all times have on hand a sufficient police or security force to maintain order, enforce applicable> laws, ordinances and regulations, and protect persons and property. Minimum security, supervisory, and event management personnel are subject to the approval of Clover Park School District.
Plans for decorations must be approved in advance by the district supervisor of grounds, facilities and recreation. Decorations that permanently alter the appearance or inflict damage to the facility are prohibited.
- Tobacco, drinking, drugs and disorderly conduct
Use of tobacco products in any form is prohibited in all district buildings and grounds. Tobacco includes, but is not limited to cigarettes, cigars, snuff, smoking tobacco, smokeless tobacco, nicotine, nicotine delivering devices, electronic smoking/vapor devices, “vapor pens”, non-prescribed inhalers, chemicals or devices that produce the same flavor or physical effect of nicotine substances and any other tobacco innovation.
Drinking, drugs, disorderly conduct and willful destruction of property are forbidden. Profane and indecent language within the school building or in or about school entrances is prohibited. Failure on the part of organizations to enforce this regulation will be considered sufficient cause by the district supervisor of grounds, facilities and recreation to refuse future use of the school building or to prosecute the organization in accordance with the law.
- Utilities and Maintenance
Clover Park School District shall furnish electric power for ordinary use only, exclusive of lighting for athletic field and stands, water by means of the installed appliances routine custodial care and maintenance accruing from tenants’ use of facilities. Cost for provisions and services in excess of the above shall be charged to the tenant.
- Right Reserved to Revoke Permits
The school district reserves the right to revoke any authorization issue for the use of school buildings, grounds or facilities, and if a rental has been paid, a refund for such rental less any expense incurred by the school district in connection therein may be issued.
Former Procedure: 6101-P2 Date: 08.12.85
Revised: 03.10.88; 03.27.95; 04.28.95; 03.27.07; 05.13.13; 11.25.14