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One Park Center Ct. Suite A Manassas Park VA 20111

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File: KG-R


COMMUNITY USE OF SCHOOL FACILITIES

General Guidelines

Use of School Board facilities may be made available outside of school hours for worthwhile community, educational, recreational, cultural and non-profit organization activities. School Board facilities may not be used by any individual or private organization for financial gain or for profit-making purposes. Manassas Park City Schools' parent groups and community service organizations (i.e., Lions' Club, Women's Club and VFW) are welcome to use school facilities for events, including those focusing on fundraising. Non-school sponsored activities requiring overnight stays or other residential-type use are prohibited.

In many cases, school facilities represent the primary place for community activities and are used frequently for a wide range of activities. The use of school facilities by outside personnel heightens the concern for serious loss, both in terms of use injury and the potential for property damage.

In general, use of school facilities by the community falls into four broad categories:

  1. those which are organized to enhance the schools’ programs such as volunteer or support groups,
  2. those which provide activities for the general public such as recreation programs,
  3. those which provide adult recreation such as sports leagues, theater groups, meetings and receptions,
  4. and the informal, casual use of areas such as playgrounds, open spaces and other similar activities.

To ensure the safety of all personnel who use school facilities and protect against damage to the facilities, the following regulations will apply to all uses approved by the Principal and/or Superintendent.

Manassas Park City Schools does not discriminate on the basis of race, religion, sex, creed, or national origin. No user of school facilities shall discriminate on the basis of race, religion, sex, creed or national origin.

Priority Use

School facilities will be used primarily to serve the children of Manassas Park. Priority use will be given to groups whose membership is comprised of at least 51% of Manassas Park citizens. The Principal will use the following order of priority in approving the use of his/her facility:

  1. Manassas Park City Schools
  2. Manassas Park City Schools related organizations such as Parent Teacher Organizations, Booster Clubs, etc.
  3. Manassas Park recreational department and other government agencies serving Manassas Park citizens (i.e., scouts, campfire girls, and similar youth groups which provide services for Manassas Park citizens
  4. Other Manassas Park non-profit service, civic, cultural and educational organizations (non-profit organizations may be required to provide proof of tax-exempt, non-profit status)
  5. Businesses and citizens of Manassas Park
  6. Manassas Park City religious organizations may be permitted to use the facilities provided the functions do not interfere with any school program and the use is temporary in duration.
  7. Political rallies, meetings and/or forums will be permitted only if the group's membership is composed of numerous citizens of Manassas Park and the group can provide an acceptable plan for communicating that their event and its purpose are entirely independent of Manassas Park City Schools. Forums sponsored by nonpolitical community groups which feature multi-party candidates and whose purpose is for voter education will be permitted.

Liability/Authority

School Division Authority

The Superintendent reserves the right to deny use of facilities at any time. In particular, the right is reserved to deny the privilege for continued use of facilities to any user who does not comply with the governing guidelines and contractual arrangements.

School buildings and grounds will be made available when not being used for school-related activities or when the use of the school facilities will not create a hardship for the school. All users of school facilities will be responsible for adequate supervision of programs and for policing the area at the culmination of the activity.

Liability Responsibility

Each applicant must agree to assume full responsibility for and hold the School Board, its agents, servants and employees harmless from any legal liability, injury and damages to the person or property of others in connection with the use of school facilities.

The building-use agreement must be completed and signed prior to facilities being used. In addition, individuals and organizations using the facilities must sign the hold harmless agreement and provide evidence of at least one million dollars of liability insurance. The Division Superintendent may waive the insurance requirement in special situations. Distribution of the executed form shall be as indicated on the rental form.

Serious Risk of Loss

No user of school facilities will be permitted to jeopardize the school system's ability to obtain insurance at a reasonable cost if its activities may result in serious injury or property damage. Such events as circuses, balloon and other aircraft ascents, and similar events do pose a serious risk of loss.

Damages to Facilities, Property and/or Equipment

Damages occurring during use must be reported in writing signed by the user. Damages to school property caused by the user are the responsibility of the user. All equipment to be used by the user (school-owned or user-owned) must be approved by the Principal or designee.

COVID-19 Procedures

Facility Rentals will not be permitted until students return for 100 percent in-person instruction (Beyond Phase III). At that time individuals or organizations requesting to use any MPCS facilities will be required to adhere to the requirements of Beyond Phase III and will be charged an additional 2 hours of custodial fees for deep cleaning and disinfecting that must occur when the event concludes.

Application Process

The use of school facilities may be available to community groups following the application approval. The Principal or designee is authorized to grant approval and schedule events in accordance with these regulations.

Payment of Fees

Fees charged for services and/or rental usage shall be paid in advance when filing an application. For prolonged contractual agreements, payments may be paid in advance on a monthly basis, or on a basis representative of the group’s use. At the completion of the function, financial adjustments may be completed, if required.

Hours of Usage

The hours of use will normally be restricted to the period from the end of the school's activities until 10:00 p.m. Monday through Friday. Weekend hours will be at the discretion of the Principal.

Cancellation

Use of school facilities by individuals and organizations shall be automatically canceled when schools are closed due to inclement weather or other emergency conditions.

Personnel

Personnel Required

Programs shall not be in operation unless a school staff member, who is familiar with the building, is present. For modest-size groups this school staff member will often be a custodian. For larger-size groups, two staff members may be required, a custodian and a building supervisor. The user of the building will pay for these individuals. The Principal must approve the custodian and building director if needed.

The kitchen in each school can only be available if a school cafeteria employee of that school is paid to be there to assist with materials and equipment during the scheduled event, plus one hour longer to ensure security and cleanliness of kitchen. No use of building space will be permitted without the presence of approved school staff. School division employees are always under the direction of the Principal. This responsibility shall not be delegated to users.

Personnel Fee Schedule

Employees will be paid based on actual hours worked. Custodial fees may not be required if the activity is conducted and facilities used during the normal contractual hours of the school's custodial staff. (Exception: Costs for additional hours will be assessed for special requests by the user to have school personnel set the facility up prior to use).

Since individual employee (and related fringe benefit) costs vary depending upon employee position and established pay rates, a standardized rate will be charged based on the average cost, including overtime, as applicable, as follows:


Cafeteria (2-hour minimum)$25.00 per hour
Custodial (2-hour minimum) $30.00 per hour
Maintenance (2-hour minimum)$40.00 per hour
Building Supervisor (2-hour minimum) $35.00 per hour

The Principal and/or Superintendent will have discretion in the final assessment of fees.

Rental Fee Schedule/Hourly Rates

Manassas Park nonprofit organizations and other nonprofit organizations that serve Manassas Park residents will not be required to pay rental fees for facilities used, but may be required to pay personnel costs.

The Principal and/or Superintendent will have discretion in the assessment of fees. (These fees reflect incidental costs associated with charges for utilities as well as wear and tear on the facility.)


MP ResidentsOther
Cougar Elementary School

1. Multipurpose Room
2. Classrooms
3. Conference Rooms
4. Kitchen
5. Parking Lot
6. Supervision
7. Custodial

25.00 per hour
25.00 per hour
25.00 per hour
55.00 per hour
30.00 per hour
40.00 per hour
30.00 per hour
40.00 per hour
40.00 per hour
40.00 per hour
70.00 per hour
45.00 per hour
40.00 per hour
35.00 per hour
Manassas Park Elementary School

1. Gymnasium
2. Classrooms
3. Conference Rooms
4. Commons Area
5. Kitchen
6. Parking Lot
7. Supervision
8. Custodial


55.00 per hour
25.00 per hour
25.00 per hour
55.00 per hour
55.00 per hour
30.00 per hour
35.00 per hour
30.00 per hour

70.00 per hour
40.00 per hour
40.00 per hour
70.00 per hour
70.00 per hour
45.00 per hour
40.00 per hour
35.00 per hour
Manassas Park Middle School

1. Auditorium
2. Sound Production
3. Gymnasium
4. Conference Rooms
5. Classroom – Regular
6. Kitchen
7. Parking Lot
8. Wrestling Room
9. Commons Area
10.Supervision
11. Custodial


85.00 per hour
30.00 per hour
55.00 per hour
25.00 per hour
25.00 per hour
55.00 per hour
30.00 per hour
55.00 per hour
35.00 per hour
30.00 per hour

100.00 per hour
45.00 per hour
70.00 per hour
40.00 per hour
40.00 per hour
70.00 per hour
45.00 per hour
70.00 per hour
40.00 per hour
35.00 per hour
Manassas Park High School

1. Commons Area
2. Gymnasium
3. Classroom – Regular
4. Conference Rooms
5. Kitchen 55.00
6. Football Field
7. Football Lights
8. Baseball Field
9. Baseball Lights
10.Softball Field
11.Softball Lights
12.Parking Lot
13. Supervision
14. Custodial


55.00 per hour
55.00 per hour
25.00 per hour
25.00 per hour
55.00 per hour
55.00 per hour
30.00 per hour
55.00 per hour
30.00 per hour
55.00 per hour
30.00 per hour
30.00 per hour
35.00 per hour
35.00 per hour


70.00 per hour
70.00 per hour
40.00 per hour
40.00 per hour
70.00 per hour
105.00 per hour
65.00 per hour
105.00 per hour
65.00 per hour
105.00 per hour
65.00 per hour
45.00 per hour
40.00 per hour
35.00 per hour
Central Office
1. School Board Meeting Room

25.00 per hour

N/A

Regular classroom rental costs will be waived for Manassas Park residents when the classroom is used during the regular working hours of the school’s custodial staff.

Rules for Facility Use

Failure to observe the rules will result in suspension of the use privilege. The school facilities are valuable and made available as a privilege, not a right.

Alcoholic Beverages

Alcoholic beverages shall not be possessed or consumed on school premises at any time.

Tobacco Usage

Tobacco usage shall not be permitted within a school building or on school grounds at any time.

Food/Beverages

Food and beverages are restricted to areas designated and approved for that purpose.

Display of Signs

The user may place temporary identification signs on school grounds only during the actual hours the school is used. At the conclusion of the event, the user must remove the signs. The Principal must approve all signs.

Animals

Training and exhibiting animals indoors, except for regular classroom instruction and service animals, are not authorized. Users of outdoor facilities are solely responsible for the supervision and care of the animals, including cleaning the area.

Lawful Acts

The user will conduct only those activities that are orderly and lawful.

Parking

Parking of vehicles on school grounds shall be confined to designated parking areas only.

Personal Gain

Private individuals, students, employees of the school system and/or businesses may not use school facilities/equipment for personal gain.

Space Use

Use will be confined to the spaces or rooms specifically approved. Alterations or substantial rearrangement of facilities and equipment will not be permitted. The user will not sub-let the space to another organization or group and merely act as an agent for what might otherwise be a non-authorized use. The user will be responsible for cleaning the immediate area being used and leaving the facility in at least as good a condition as when it was received.

Supervision of Children

Programs involving children require a minimum of one adult per twenty-five (25) children. Supervision of the event will not be the responsibility of the building director and custodian.

Liability

Manassas Park City Schools will not be liable for any damages, direct or consequential, if for any reason, the facilities agreed upon are not available at the time of the event. The schools do not accept the risk of liability for events over which it has no control or when the user group is not providing a program or service which directly benefits the school board.

August 3, 2020


HOLD HARMLESS/CERTIFICATE OF INSURANCE AGREEMENT

In consideration of ________________________________________ (School-Licensor) entering this Facility Agreement with ________________________________________ (User Group-Licensee), and as a condition of said agreement, the Licensee hereby agrees to indemnify and hold harmless the Licensor, its governing board, and all agents, servants or employees, for any and all claims, law-suits, or judgments that may come about as a result of the Licensee’s negligence and use of the above described facility by the Licensee. This indemnification shall include, and not be limited to, any settlements, judgments or awards by a court of competent jurisdiction, or a board of arbitration. Said indemnification should also include costs for unnecessary legal representation and out-of-pocket expenses incurred by the Licensor in connection with any action or defense necessary to protect itself under the terms of this agreement.

In addition to the above, the Licensee represents and warrants that it has a policy of general liability insurance in force (minimum of $1,000,000) and effect on the dates of the use of the licensed premises, issued by a liability insurance company licensed to do business in the Commonwealth of Virginia and acceptable to the Licensor, and said insurance company will without any cost or expense to the Licensor, issue a certificate to the Licensor. Said Certificate of Insurance shall deem the Schools as an Additional Insured as their interests may appear and shall be delivered to the Licensor at least one week prior to the use of the premises by the Licensee. In addition, said insurance company will agree to give notification to the Licensor of any revocation and/or cancellation at least seventy-two (72) hours before said revocation becomes effective.

It is further agreed that the Licensor has the Absolute Right of Cancellation without liability if the facility is unavailable.

STATEMENT OF USER GROUP UNDERSTANDING:

As the responsible representative of the user group, I understand and agree to abide by the rules and conditions attached hereto.

User Group: _______________________________________________________________

User Group Representative (print): _____________________________________________

Representative Signature: _______________________________ Date: _______________

ACCEPTED BY:

Signature: _____________________________________________Date: ______________

Title: __________________________________

WAIVER OF LIABILITY INSURANCE (Authorized only by Division Superintendent or Associate Deputy Superintendent)

Signature: _____________________________________________Date:_______________

Title: _____________________________________________________________________