Butte School District

4330P

Community Relations

Rules an Regulations for Building Use

1.  Applications requesting use of the school facility must be presented to the building administrator at least ten (10) days in advance of the time desired and must be signed by a qualified representative of the organization desiring to use the building.  
2. Each application must be submitted on Form 4330F-1. The form will be approved or disapproved by the building administrator, and the building administrator will notify the requestor by returning a copy of the approved or disapproved Form 4330F-1. Use of school premises may be denied, when the facility is necessary for District use, when such use may be construed to be solely for commercial purposes, there is a probability of damage or injury to school property, or the activity is deemed to be improper to hold in school buildings.  
3. The school premises will not be available before 5:00 p.m. on school days, except under special conditions. The building administrator is in charge of coordination of building utilization and user assignments. The needs of the District’s educational program will have first priority in scheduling school property usage.  
4. In case of loss or damage to school property, the organization and/or individual signing the application will be fully responsible and liable.  
5. No furniture or apparatus will be moved or displaced without permission.  
6. No access to other rooms in the building will be permitted unless designated by agreement.  
7. Area(s) used, including locker room(s), must be cleaned following the activity, by the organization or user’s personnel.  
8. All doors must be secured when building is vacated.
9. Building visitor passes are to be returned to the building administrator the following day, unless other conditions are agreed upon by the building administrator.  
10. There will be no smoking or vaping within school buildings and school campuses. There will be no narcotics, drugs, stimulants, or alcohol used or sold in or about school buildings and premises, nor shall profane language, quarreling, fighting, or gambling be permitted. Violations of this rule by any organization during occupancy will be sufficient cause for denying further use of school premises to the organization.  
11. Wax or other preparations ordinarily used on dance floors are not to be used on gymnasium floors. 
12. The building administrator may require a school employee to be present during use of the building by a non-school organization. In such cases the requesting organization will pay for the District’s costs for the employee. Per the State of Montana Health Department, all organizations using the District’s kitchen facilities must have a Certified Food Handler or SERVSAFE certified person on premise while food is being prepared. If the organization does not have a certified member, the District will provide one and the organization will pay for the costs of that employee.  
13.  District administration may rent, lease, or let any building, land, or other facility of the District under the terms specified by the Board of Trustees in this policy. Facility use shall require the completion of a facility use contract with the appropriate administrator, who shall have the authority to make the final decision on the use of school facilities by a group. The administrator and superintendent shall develop a contract for use of the facility in accord with this policy. District sponsored activities, including curricular and co-curricular functions, retain first priority in use of facilities. The District reserves the right to cancel reservations and reject any and all requests to rent or use school facilities. Authorization for use of school facilities shall not be considered as endorsement of or approval of the activity group or organization, nor for the purpose it represents.  
14. All those using School District No. 1 facilities will agree to hold the District and its Board harmless for all liabilities or expense arising incidental to their use of the facilities. In addition, groups which charge admission or generate a profit through the use of district facilities will be required to provide their own insurance. The District will require a certificate of insurance or a letter from the insurer which states the name of the insurer, effective dates of the coverage and the limits of liability and shall name School District No. 1 as an additional insured.  
15. The user of the facility shall provide the Butte School District with a certificate of insurance. Said certificate shall name Butte School district as an additional insured. Such certificate shall show coverage for comprehensive general liability insurance for injuries to or death of any person or damage to or loss of property arising out of or in any way resulting from the described use of the facility. Said insurance shall provide for amounts not less than $1,000,000 for bodily injury or death to any one person, $1,000,000 for all bodily injuries and death resulting from any one accident and $1,000,000 for property damage in any one accident or the policy may provide a combined single limit for bodily injury and property damage of $1,000,000.  Said certificate shall contain a provision that the insurer not cancel or refuse to renew without giving the Butte School District written notice at least ten (10) days before the effective date of the cancellation or non-renewal.  
16. Any user of school property shall maintain the cleanliness of the property. Any damage or unanticipated cost shall be charged to the user. Facility users will not be allowed further use of school property until such reimbursement has been made.   
17. The scheduling of the use of a school property shall be the responsibility of the appropriate administrator. The needs of the District’s educational program will have first priority in scheduling of school property.  
18. The use of school property shall be supervised by an adequate number of adult sponsors to assure proper care and use of the property. As a general rule, a custodian/engineer will be on the premises when a group is scheduled to use school facilities. When the administrator finds it necessary that police officers or other security personnel be retained for crowd control, such requirement may be added as a condition of the facility use contract. The user is responsible for the cost associated with any additional security personnel. Any requested use of school property that is beyond the scope of this policy, shall be referred to the superintendent.  
19. All groups who wish to rent/use the District’s kitchen facilities must follow the Montana Health Department and USDA safe food handling procedures which include but are not limited to the following:   

• Cooking all foods to the correct temperatures and times. Correct procedure for cooling foods. 
• Correct food handling procedures for cold items. 
• The use of hair restraint, hand washing, and gloves. Correct food storage procedures. 
• Have a Certified Food Handler or SERVSAFE person on premise while food is being prepared. If an organization member is certified, a copy of the certification must be provided to the District 
• Correct procedure for cleaning and sanitizing of equipment 
• Recording of the cooking temperatures of hot entrees, using approved USDA form 
• Following the USDA Standard Operating Procedures (SOP) for safe food handling. 

 

 Policy History: