• Activities sponsored by other governmental agencies;
• Lectures; Musical programs;
• Recreational programs sponsored by municipalities or other non-profit organizations;
• Scouting activities; Religious services;
• Non-profit charitable fund raising;
• Programs sponsored by service clubs;
• Non-partisian political public forums sponsored by a recognized non-profit community or civic group; and,
• Private practitioners pursuant to District Standard Operating Procedure.

School property shall not be used for such purposes as:

• Gambling in any form;
• Dances (other than school dances);
• Programs sponsored by commercial agencies for other than educational or governmental purposes;
• Programs sponsored by for-profit organization that are not school affiliated; or
• Private parties, receptions, celebrations, family reunions.

School related activities take priority over outside requests. Individual classrooms and libraries are not available for use.

RENTAL FEES AND ASSOCIATED CHARGES
It is not the purpose of the Board to realize a profit in renting school property for use by an outside agency; however, the Board, in allowing the use of school property, does incur expenses for custodial services, heat/air, light, water, and general maintenance. The procedures for determining the rental fee schedule for use of the various school properties is as follows:

• The group/agency using the school facility must abide by all state, local, and federal requirements;
• If school is closed for inclement weather, any and all facility use will automatically be canceled for that event;
• If a school kitchen is used, prior arrangements must be made and appropriate charges approved by the school cafeteria manager.

At the end of each fiscal year, the Business Office will calculate the rental rates for the upcoming school year by performing the following calculations:

• Determine the per square foot cost for utilities by adding the budgets for electric, gas, water and refuse collections by the total square footage of the school district.
• Determine the per square foot cost for maintenance by dividing the maintenance budget by the total square footage of the school district.
• Adding per square foot utility costs and maintenance costs together.
• Applying the total square foot cost times the number of square feet being used and dividing by 200 days.
• Using the Federal Unrestricted Cost Rate to account for the time and effort of district personnel in implementing this policy.
• In addition, labor costs will be billed at the average overtime rate including FICA and Retirement as determined by the Business Office.
• Adding the direct cost(s) of any specific cost(s) applicable for a particular use.

Payment of the full amount due for the use of property, as provided in a written agreement shall be made by check, payable to the Shelby County Schools System prior to use. No payment shall be made directly to any individual employee of the Shelby County Public Schools.

The following entities will normally be allowed the use of school property without charge and without the insurance requirement, provided that the activity is scheduled at a time during the regular working hours of the building custodians:

• PTAs / PTOs;
• School-Affiliated Booster Groups;
• Other Approved Student Support Organizations;
• Local, State and Federal Government Agencies;
• School Alumni Groups; and,
• Any school-related group which exists solely to support the school or district.

In all cases, the Shelby County Schools administration reserves the right to charge for services that extend beyond those normally provided.

REQUESTS FOR USE OF SCHOOL PROPERTY
Requests for use of school property shall be made in writing at least four (4) weeks prior to the proposed use. Facilities use information and required forms are available at local schools, or may be downloaded from the Shelby County Schools website by (Clicking Here). The building principal must sign the Facilities Request Form before submission to the Director of Facilities. If the request for use of school property is granted, the person, group, association, organization or corporation or to the use of the property, must execute a Waiver and Release of Liability. In addition, a Certificate of Insurance (minimum coverage of $1,000,000) must accompany the request. No consent for use of school property shall extend beyond the school year during which the consent was given. The Superintendent of Schools or his/her designee reserves the right to cancel a school property use agreement when such action is deemed necessary in the best interest of the school district.

RESTRICTIONS ON USE OF SCHOOL PROPERTY
Alcoholic beverages and smoking are not permitted on or in school property. Use of the school facilities by outside entities shall not interfere in any way with the activities of the school.

REQUIRED FORMS

• Hold Harmless Agreement
• Request for Use of Shelby County Schools Facility Form
• Certificate of Insurance
• Assumption of Risk

Adopted: 09/27/07