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Facility Rental Procedure

 

D.06.03 and K05 Use of School Facilities Procedure

  1.  
  2. I. Eligible Organizations

    1. 1. Preference will be given to local groups or organizations having the majority of their membership (at least 75%) living in the Hamilton Southeastern Schools “HSES” district.
    2.  
    3. 2. A responsible citizen is defined as a person, at least 21 years of age, who is a real property owner in the school district and/or who is financially responsible.
    4.  
    5. 3. Priority for use of facilities shall be as follows:
    6.     Rental Fees Utility Fees
      Group 1  Direct School Related Activities: e.g. classes/school clubs/extracurricular activities (paid a stipend by HSE), adult education, camps, and tutors
       
       
       
      No
       
       
      No
      Group 2A    Jointly School Sponsored: e.g. Booster Groups, PTOs, Hamilton Southeastern Education Foundation, Alumni Groups, extension courses offered in our buildings may be assigned to Group IIA or Group IIIA+
       
       
       
      No
       
       
      No
      Group 2B S.P.O.R.T.S., Southeastern Swim Club, Fishers Area Swimming Tigers, club sports (under the direction of the high school head coach)+
       
       
      No
       
      Yes
      Group 3A Local Non-Athletic Groups dealing directly with community youth: e.g. Scouts, 4-H Clubs, YMCA, etc. *+
       
       
      No
       
      Yes
      Group 3B Local Athletic Groups dealing directly with community youth *+
       
      Yes No
      Group 4 Local tax-supported governmental agencies: e.g. police, fireman, town and township organizations+
       
       
      No
       
      No
      Group 5 Local Civic Service, Cultural, Political, Non-Profit Organizations: e.g. Jaycees, League of Women Voters, Optimists, Lions, Democrats, Republicans, Kiwanis, Rotary, churches, and other community groups+
       
       
       
      Yes
       
       
      No
      Group 6 For profit organizations+
       
      Yes No
      Group 7 Other Schools**+
       
      Yes No
  3.  
  4. 4. No rental fees are to be charged for groups 1, 2A, 2B, 3A, and 4.
  5. Rental fees will be charged to groups 3B, 5 and 6, unless gate receipts and concessions are retained by the school or unless otherwise identified through a corporate sponsorship agreement (see Schedule of Fees for details).
  6.  
  7. *To be eligible, Groups 3A and 3B must be a member of a 501 (c) 3 not-for-profit organization.
  8. **Group 7 may or may not be charged a fee depending on the nature of the activity, the benefit to the school, revenues from the activity and the expenses incurred by HSES. Any applicable fee will be determined by the Superintendent/designee.
  9.  
  10. Group 2B and 3A will be subject to a utility fee (see Utility Fee Schedule). When bringing in non-community based organizations to run a tournament, contest, or invitational, Groups 2B and 3B will remit 20% of net revenues generated from the event to HSES, limit of no more than 3 events per calendar year with advance approval from HSES.
  11. Groups 2B, 3A, 3B, 4, 5, and 6 may be subject to a processing fee (see Processing Fee Schedule). +Additional personnel fees may apply (See Personnel Fee Schedule).
  12.  
  13. 5. Facilities generally are not to be used for commercial or personal gain. The Internal Revenue Service listing of nonprofit organizations will be used as a guide. In certain instances where school facilities are uniquely suited to provide services to our youth the finances will be monitored so that use of schools does not give the sponsor(s) the ability to monopolize a program or service.
  14.  
  15. *To be eligible, Groups IIIA and IIIB must be a member of a 501 (c) 3 not-for-profit organization
  16.  
6. School district employees operating school clubs, extracurricular activities, camps, club sports (under the direction of the high school head coach) without a governing Board not organized as a 501(C)3 falling under Groups 1 and 2B where fees are charged will follow the procedures below.
 

Receipts and Expenditures

All money collected must be deposited with the building treasurer. All expenses incurred will be paid through the building treasurer.
 

Personal Compensation – Non-Athletic Camps

Prior to the camp being advertised, the camp director (HSES employee) must submit a camp budget to the building principal with a copy to the Business Office including income, expenses, and anticipated profit. After the camp has ended and all receipts and expenditures have been accounted for, a pink payroll claim will need to be completed and a payroll check will be issued. HSES employees cannot be paid more than their hourly rate, and not to exceed $60/hour. Payment for preparation time will not exceed the number of camp hours. If the same camp is offered multiple times, preparation time will be granted for only the first camp. Any excess funds can be retained at the building level. Questions should be directed to the Superintendent/designee.
 

Personal Compensation – Athletic Camps and Club Sports (falling under Group 2B under the direction of the high school head coach without a governing Board not organized as a 501(C)3)

Prior to the camp or club being advertised, the HSES coach must meet with the AD to establish a camp or club budget including income, expenses and anticipated profit. Considerations in establishing a budget are:
 
  • Camp or club participant composition must be at least 75% HSE students
  • Camp or club fee must be set at a reasonable amount similar to prior years
  • Team sport funds and fundraising needs must be estimated
  • Personal compensation for assistant directors can be paid up to $34/hour
  • Personal compensation for camp or club director can be budgeted up to $75/hour
  • Funding for HSE students with financial needs must be included
 
Payment for preparation time will not exceed the number of camp or club hours. If the same camp or club is offered multiple times, preparation time will be granted for only the first camp or club. A copy of the camp or club budget must be submitted to the Athletic Director and the Business Office. After the camp or club has ended and all receipts and expenditures have been accounted for, a pink payroll claim will need to be completed and a payroll check will be issued. Any remaining proceeds after the camp or club expenses have been paid and fundraising needs have been met may be paid to the camp or club director. Questions should be directed to the Superintendent/designee.
 
  1. 7. Anyone providing tutoring or private lessons must complete a tutoring information form and be approved by the Building Principal. Compensation will be monitored to assure that no one is profiting excessively from the use of the facility.
  2.  
  3. 8. PTOs will be charged for all custodial fees applicable and will be given a credit in the amount of the custodial fees received in the Capital Projects Fund to purchase equipment for the benefit of the respective school.
  4.  
  5. 9. Political parties, which polled less than 10 percent of the entire vote cast in the State of Indiana in the last general election, are not permitted to use the facilities.
  6.  
  7. 10. Churches desiring extended use of facilities will be limited by the following:
    1. a. Approximate percentage of church members living in the corporation and the number of existing members.
    2. b. A plan must be submitted specifying timelines for moving into their own facility.
    3. c. At the end of the nine months, they must submit a written status report showing whether they are ahead of schedule, on schedule, or behind schedule.
    4. d. Renewal will depend on the status of that plan.
    5. e. All rental applications will be reviewed each August 1 with a decision on all applications complete by September 1.
    6. f. A late payment fee will be charged at a rate of $10 per day. A payment is late if the administrative office does not have payment within five (5) days of the building’s use.
    7. g. In the event that approval is given for more than twelve (12) months, the fee will be increased by 25%, annually.
    8. h. HSES will not store supplies or materials of the organization using the facilities.
  1. II. Application Guidelines

    1. All requests by groups 2A, 2B, 3A, 3B, 4, 5 and 6, excepting athletic facilities use, should be made to the building principal before the requested date of use.
    2. All requests by groups 2A, 2B, 3A, 3B, 4, 5 and 6 for use of athletic facilities should be made to HSES’ Facilities Scheduling Coordinator before the requested date of use.
    3. All group 7 requests should be made to the building principal/designee.
    4. The principal or Facilities Scheduling Coordinator will routinely approve or disapprove the application, and determine the fees applicable. If there are unusual circumstances involved, facility use will be determined by the Superintendent/designee.
    5. For groups 5 and 6 all ticket prices must be approved by the building level administrator.
    6. Confirmation of the facility reservation and all associated fees will be provided to the requesting group with notification sent to all appropriate HSES staff.
    7. The permit must state the specific time and the date that the building is to be opened and closed as well as all equipment to be furnished by the school.
    8. All rental, utility and personnel fees are payable to HSES. Receipts will be issued.
    9. Holders of permits must confine their use to the specific area approved, and they will use no equipment or apparatus unless approved on the permit.
    10. Custodians and certified staff will be assigned and paid by the school corporation. Food service personnel fees will be paid to the Food Service Fund, and personnel will be paid from that fund. Student help will be paid from the school’s extracurricular account.
    11. All permits are subject to the approval of the Board, and may be canceled at any time for any reason.
    12. No school building may be used without the presence of a designated school representative.
    13. Any appeal must be made in writing and submitted to the Superintendent/designee. At the discretion of the Superintendent/designee, any appeal may be forwarded to a review committee for consideration.
  2. III. Building Services

    1. The school corporation will provide the space, the utilities (not including telephone), customary furniture, and opening and closing of the building by authorized personnel.
    2. A custodian or authorized licensed person as designated by the principal must be on duty and responsible before a facility can be used. For groups 2A, 2B, 3A, 3B, 4, 5, 6 and 7, if custodial service or a building technology specialist is required, a fee will be charged (see Personnel Fee Schedule). This rate is in addition to the rental or utility fee.
  1. IV. Insurance and Liability

    1. Groups 2B, 3A, 3B, 5, 6 and 7 must present evidence of insurance before final approval is granted. Such insurance shall be subject to the following conditions
A. HAMILTON SOUTHEASTERN SCHOOLS shall be named as certificate holder with the following minimum limits of insurance:
General Liability - $ 1,000,000 Each Occurrence
   $ 2,000,000 General Aggregate
   $   300,000 Damage to Rented Premises
   $       5,000 Medical Expense
  1. HAMILTON SOUTHEASTERN SCHOOLS shall be included as additional insured. Waiver of subrogation in favor of Hamilton Southeastern Schools is also required.
  2. In addition, Groups 2B, 3A, 3B, 5, 6 and 7 will protect and hold harmless any member of the Board or any teacher, or other employee of Hamilton Southeastern Schools, from loss, injury, or damage to person or property, provided such member or employee was acting in the discharge of his/her duties.
 

V. General Rules

  1. 1. Drinking, gambling, and the possession and/or use of harmful substances or objects on school property are specifically prohibited.
  2. 2. The group using the school facility will be responsible for the care, repair, and/or replacement of any damaged item.
  3. 3. If proper care is not exercised, the continued use of the facility may be denied by the school corporation.
  4. 4. The sponsoring organization must provide all necessary supporting personnel such as security, fireman, medical personnel, and parking attendants.
  5. 5. Equipment, musical instruments, and machines may neither be moved, nor used, unless moved by authorized personnel. Use of special equipment, such as stage lighting, scenery, projectors, public address systems, organs, pianos, outdoor lighting, kitchen equipment, bleachers, goals, and swimming pool, will not be permitted unless operated by authorized personnel and previously approved on the permit.
  6. 6. A report of any personal injuries must be submitted to the principal or the Facilities Scheduling Coordinator, by the person securing the permit, within twenty-four (24) hours after any such injury.
  7. 7. Property damage must be reported to the designated school employee immediately and an itemized list of any property damage must be submitted to the principal or the Facilities Scheduling Coordinator by the person securing the permit within twenty-four (24) hours after any such damage.
  8. 8.The control, rights, and supervision of all concessions will remain with the building principal unless otherwise specified.
  9. 9. Tobacco use and smoking devices inside school buildings or on school grounds are prohibited.
  10. 10. No signs, displays, or other material may be located in and/or on school facilities, unless so specified on the permit.
  11. 11. Food and/or drinks may be prohibited or confined to certain areas.
  12. 12. No school equipment, vehicle, apparatus, or furniture will be loaned to an individual or organization except by written permission of the principal and the Superintendent.
  13. 13. The Board will cooperate with recognized agencies, such as the Red Cross and Civil Defense, in the use of its facilities without charge during extreme emergencies.
  14. 14. Failure to comply with the rules and regulations will be sufficient reason to cancel future privileges.
  15. 16. All buildings will be closed at 12 midnight, except for special activities authorized by the building principal or the Facilities Scheduling Coordinator.
  16. 17. If a non-school group is permitted to use school facilities as required by the Equal Access Act and publicize their activities held in school facilities (i.e. flyers, newsletters, electronic media, etc.) they are required to include the following statement in their publication:
Permitted use of school facilities as required by the Equal Access Act is not an endorsement of this group or this group’s beliefs by Hamilton Southeastern Schools or the Board of School Trustees.
 

VI. Specialized Areas

  1. Kitchens

    1. Approval of the food service director is required before these areas may be used.
    2. When a kitchen is used, a representative of the food service department must be present. The determination of the number of food service personnel needed is the responsibility of the food service director. For groups 2A, 2B, 3A, 3B, 4, 5, 6 and 7, if food service personnel are required, a fee will be charged (see Personnel Fee Schedule).
    3. All consumable supplies and materials must be provided by the sponsoring organization with the exception of soap and detergents.
  2. Auditorium

    1. The auditorium director or his/her designee will be responsible for assisting all groups in setting up and operating any equipment used in the auditorium. For groups 2A, 2B, 3A, 3B, 4, 5, 6 and 7, if services of the auditorium director or his/her designee are required, a fee will be charged (see Personnel Fee Schedule).
    2. The auditorium director will be responsible for technical supervision of all events scheduled in the auditorium.
    3. If student personnel assistance is needed, a fee will be charged (see Personnel Fee Schedule). The student is to be under supervision of the auditorium director. A custodian must be present.
    4.  
  3. Athletic Facilities

For groups 2A, 2B, 3A, 3B, 4, 5, 6 and 7, if services of the athletic director or his/her designee are required, a fee will be charged (see Personnel Fee Schedule). If an outdoor facility is utilized, the Superintendent/designee reserves the right to cancel scheduled activities due to inclimate weather if use of the field might result in damage.
 
  1. High School Swimming Pools

    1. The pool director, or his authorized representative, must be present at all times. Qualifications of the representative will include the holding of a W.S.I. certificate, and being an employee of HSES.
    2. All groups using a pool must have an approved certified lifeguard on duty in addition to the pool director. Lifeguards must possess a valid Red Cross Senior Life Saving Certificate with preference going to those holding a W.S.I. certificate. All lifeguards must be approved in advance of the event by the pool director, who will determine the number of lifeguards needed.
    3. Persons using a pool must wear proper swim attire as prescribed by the pool director and must abide by all pool rules and safety regulations.
    4. Food and/or drinks are not permitted on the pool deck or in the pool.
    5. All student personnel fees must be paid to the appropriate building (see Personnel Fee Schedule).
    6. For groups 2A, 2B, 3A, 3B, 4, 5, 6 and 7, if services of the pool director or his/her designee are required, a fee will be charged (see Personnel Fee Schedule).
VII. Review of Policy and Regulations
This policy is to be reviewed periodically by the Board with an analysis of approvals, denials, and relationships between income and costs.
 
  1. VIII. Fees

All Varsity sports facilities are not to be used unless prior approval is obtained from administration or HSES’ Facilities Scheduling Coordinator.
 
Rental  
A. H.S. Wrestling Rooms/Tracks $105/hr.
B. J.H. Wrestling Rooms/Tracks $80/hr.
C. Intermediate School/Tracks $80/hr.
D. H.S. Varsity Gyms $70/court/hr.
E. H.S. Auxiliary Gyms $65/court/hr.
F. J.H./Intermediate School Gyms $60/court/hr.
G. Elementary Gyms $55/court /hr.
H. High School Cafeteria (per section) $55/hr.
I. HSE Inter/JH/Fall Creek JH/Riverside JH Auditeria $80/hr.
J. Fishers JH Cafeteria $65/hr.
K. FCI, RSI, SCI, School Cafeteria $65/hr.
L. Elementary Cafeteria $45/hr.
M. High School Auditorium $420/hr.
N. High School Little Theater $80/hr.
O. High School Natatorium $265/hr.
P. Single Room in any Building $35/hr.
Q. LGI/Multipurpose Rooms $45/hr.
R. HS Practice Fields $30 per hour per diamond/field
S. JH/Intermediate Practice Fields $25 per hour per diamond/field
T. Elementary Fields $15 per hour per diamond/field
U. Turf Field $265 per hour
V. Soccer Game Field $105 per hour
W. Baseball/Softball Game Field $105 per hour
X. JH Football Game Field $105 per hour
Y. Tennis Courts $8 per hour per court
 

Utility

Number of Events/Fees per Participant Effective 1/1/2010

 
1-25 events/$15.00
26-40 events/23.00
41 or more events/$30.00
 
Groups using outdoor lights on fields will be charged an additional $25 per hour of use.
 
In order to recover some of our utility costs associated with facility usage outside of the regular school day; these fees apply to all groups not currently subject to a facility rental fee with exception of the following:
 
  1. Groups falling under Group 1 in the Facility Rental Procedure: Direct School Related Activities: e.g. classes, school clubs, ECA’s adult education, camps, and tutors.
  2. Groups falling under Group 4 in the Facility Rental Procedure Sponsored by local tax-supported governmental agencies: e.g. police, fireman, town, and township organizations.
  3. PTO’s
  4. YMCA (Latch Key)
This utility fee does not apply if the use of the facility does not change the normal schedule of the staff or utility usage. This would be the case if the group begins their activity one (1) hour prior to the start of the school day or ends their activity one (1) hour after the school day ends.
 

Equipment

  1. Chairs $0.10 ea.
  2. Tables $1.00 ea.
  3. Canvas to Cover Floors $5.00
  4. Audio Visual Equipment: VCR/TV $15.00
  5. Overhead Projector $5.00
 
Fees for facilities and equipment which are not listed may be set by the Superintendent/designee. Additional facility usage fees or facility improvements may be negotiated through an exclusive facility use agreement subject to approval by the Board of School Trustees.
 

Personnel

Custodial Service: $33 per hour with a minimum of two hours
Building Technology Specialist hours:  $35 per hour with a minimum of two hours
Food Service hours:  $34 per hour with a minimum of two hours
Auditorium/Natatorium Director:  $75 per hour
Auditorium/Natatorium Director’s Designee:  $35 per hour
Student Personnel: $15 per hour
JH Athletic Director or his/her Designee: $70 per hour
HS Athletic Director or his/her Designee: $75 per hour
Lifeguard (H.S. Student): $15 per hour

 
Processing

$5.00 per participant for those activities required to be scheduled by HSES’ Facilities Scheduling Coordinator for multi- use areas. One-time events scheduled by HSES’ Facilities Scheduling Coordinator will be charged based on the number of participants.
200 or less: $50
each additional 100 participants: Add $25

Hamilton Southeastern Schools

  • Central Office
  • 13485 Cumberland Road, Fishers, IN 46038
  • Office Hours: M - F 7:30am - 4:30pm 
  • (317) 594-4100  (800) 905-6665
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Our Mission

Hamilton Southeastern Schools, as a forward-thinking school district, provides educational opportunities to ensure the success of each and every student, to become a responsible citizen and to positively influence an ever-changing world community.