Lake City Public Schools

Community Use of School Facilities Handbook

Community Use of School Facilities Policy Statement

1 | Page

The Board of Education of Independents School District 813 encourages the use of school facilities and equipment by community
groups and individuals. All people requesting use of the school facilities for non-school sponsored events shall complete the Request
for Facilities form available from the Community Education Office or District website.
FACILITY USE OPERATIONS
Community Education invites the community to use district facilities. Our facilities are open for community use by citizens of
all ages.
Facilities Available

Gymnasiums
Athletic Fields
Auditorium
Cafeterias
Classroom
Libraries
Weight Room
Parking Lot

Facilities are available during non-school hours. General hours of operation during the school year are Monday-Friday 6-10 p.m. and
Saturday 8 a.m.-5:00 p.m. Additional days and times may be available upon request and are dependent on staffing availability.

Services Available
The Community Education office serves as the operations and facilities service center for all community use of school facilities in the
areas of scheduling, marketing, sales/billing, supervision and event oversight. To assist our users with activities, the Community
Education office provides trained on-site building supervision for all groups that require services. We also coordinate requests for
school equipment related to the activity (on-site use only); schedule support and other special staff as required by events; and assist in
coordinating large events, such as conferences, competitions, tournaments, banquets and trade shows.

Classification of Organizations Using School Facilities

Organizations using school facilities are grouped into one of three classes, two for non-school district sponsored groups and the third
user group for school district sponsored activities. School district sponsored activities are not assessed a rental fee for using district
facilities. A rental fee schedule has been established for facility usage for non-district organizations based on the nature and purpose
of each group, agency or organization. All other requirements for use, such as application procedure, standards of conduct during use,
supervision etc., are constant for all user groups regardless of organizational differences. Classifications are as follows:
Class I:
Free Use

Lake City District users include educational functions of the school district
(curricular, co-curricular activities, Community Education activities, and school
District-affiliated programs).
Class I includes local, state, and national elections as well as organizations in
which the District is a member and dues are paid from District funds.
Class I includes school district affiliated, Lake City community-based youth
Groups that do not pay coaches/advisors and where all profits are used for the
Express purpose of developing the youth program. Final approval rests with the
Community Education Director, Principal, and/or Superintendent.
The District reserves the right to charge for fees outside of the regular hours,
Including evening and weekends, or if the District incurs any expenses.

2 | Page

Class II:
Reduced
Fee Use

Class II mainly involves non-profit (501C3) organizations that use distict

facilities.
Class II includes programs or activities that involve non-school district activities,
including but not limited to the following: business meeting for community civic
organizations (i.e., Kiwanis, American Legion, Lions, Rotary); any city or county
government function or activity; non-profit (501C3) organizations located within
the Lake City School District; tournaments sponsored by and for local non-profit
community-based youth organizations; area or national convention for political
groups; and non-public schools (located in the district) co-curricular activities.
The District reserves the right to charge for fees outside of the regular hours,
including evenings and weekends, or if the District incurs any expenses.

Class III:
Regular
Fee Use

Class III includes any organization that does not fall into either Class I or Class II
as determined by the District. Examples include: private clubs, commercial, and
business organizations, for-profit organizations, and any organization that does
not have non-for profit status.
Class III includes programs or activities sponsored solely by a post-secondary
technical college or university.
Private music, athletic, academic, art lessons fall under Class III. These lessons
could be offered under Community Education, which pays instructors on an 80/20
basis.
The District reserves the right to charge for fees outside of the regular hours,
including evenings and weekends, of if the District incurs any expenses.

Process and Procedures for Scheduling School District Facilities

The application process and all aspects of scheduling school facilities are facilitated by the Community Education office. Community
activities are defined as anything scheduled by a person or group leader for the sole purpose of conducting non-district or community
sponsored activities, meetings or events. The following are the procedures for scheduling community activities in school facilities:
1.

2.
3.
4.
5.
6.
7.
8.

The District reserves the right to cancel or change dates in the event the facilities are needed for school and/or community
education activities. Rental and/or usage of any school property are arranged with the understanding that school functions
take priority should any conflicts arise. Activities deemed detrimental to the purpose of the District for direct private gain
may not be allowed the use of District facilities.
Applicants must complete a Facility Usage Request Application, which must be submitted to the Community Education
office ten (10) days prior to usage. No facility requests will be accepted over the phone. Applications will be processed in the
order in which they are received.
Applicants will receive, either by mail or electronically, a contract confirming the facility request. All contracts must be
signed and returned by applicant prior to use.
Applicants are required to follow all of the responsibilities listed in this policy, which may be found below.
Fees listed on the usage agreement represent an estimate. Applicants will receive an itemized bill after the rental is complete.
Registration fees may be structured to include costs for custodial staff, kitchen staff, and other personnel services as required.
Applications received prior to any given school year may not be approved until completion of the Activities Departments
calendar.
The use of any and all District facilities must be in the public interest. Lake City Public Schools reserves the right to deny
permission use of District facilities, especially if concerns over past practices exist.

3 | Page

Liability and Insurance

Users of school facilities shall agree to indemnify the school district for any and all damages to the school or other property by any
persons attending an activity.
1.
2.
3.

All users are required to assume full responsibility for personal injury to any participants or spectators.
Groups issued a permit are required to submit a certificate of insurance or endorsement for a general liability policy with
$300,000 per person, $1,000,000 aggregate, naming School District #813 as the insured or additional insured. Exceptions
may be granted, but must be approved by the Director of Community Education or designee.
Certificates or endorsements as may be required must be mailed directly to the Community Education office a minimum of
ten (10) days prior to the first date of the event or the district has the right to cancel the scheduled event.

Completing the Application Process

1.

2.

By Mail
Mail your completed facility application form to:
ISD 813 Community Education
300 South Garden
Lake City, MN 55041
By Fax
Fax your completed facility application form 24 hours per day to 651-

3.

In Person
Visit our Community Education office 7:30 a.m.- 4:30 p.m., Lincoln Jr-Sr High School, 300 South Garden, Lake City,
Minnesota

4.

Questions
Contact our Community Education Office at (651) 345-7006

Building Usage/General Considerations

1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.

A general list of equipment brought into the building or brought on grounds must be provided to the Community Education
Director for approval and must be removed promptly following the activity. All non-portable electrical devices must have
proper three-prong grounded plugs.
In the case of a fire alarm, it is the responsibility of the renter to quickly vacate the premises.
Rental fees will be set at the time of application. Cancellations must be made 24 hours in advance of the scheduled rental or
the rental party may be liable for the rental fee.
All rental fees and personnel service fees will be paid in full within 30 days of being invoiced or a service charge may be
applied, unless arrangements have been made with the District.
Children in attendance as participants or spectators at events are to be properly supervised at all times by members of the user
group. District personnel are present to supervise the equipment and facilities, not children or visitors.
All state and local laws pertaining to use of public buildings must be observed. Gambling, use of alcohol (Minnesota Statute
624.701) and other controlled substances on District grounds is prohibited. Smoking and use of tobacco products in District
buildings and on the entire District property (including parking lots and athletic fields) is prohibited.
All damages and accidents must be reported to the Community Education Director or Superintendent within 24 hours.
The use of open flame or candles anywhere on the Districts premises is not permitted unless permission is provided in
writing.
All room, desks, tables, chairs and equipment must be restored to their original positions.
All members of the group and spectators must stay in the area reserved for the group use.
The District reserves the right to cancel any activity (under Class I, II, and III) if school is closed for weather-related or
emergency reasons.
The District reserves the right to charge groups from outside of the District greater amounts, this includes non-profit youth
groups.
The Weight Room is restricted to Class I users.

Facility Use Requirements

1.

All activities must have competent adult supervision of at least 21 years of age. Supervision under 21 needs prior approval
from the Community Education Director. The name of the person(s) in charge must be provided at the time of the
application. The District will make the final determination whether or not a District supervisor or personnel service member

4 | Page

2.
3.

4.
5.

is required. If the District requires a supervisor or personnel service, the user will pay the fee for this supervision at the rate
established under Personnel Service Fee.
Facility user must supply any special supervision required (i.e. police protection, parking supervision, etc.). The District will
determine if special supervision is required.
The track, football, baseball and softball areas are available at no cost if the activity is of limited organization or if the
District has made special arrangements with the group, such as with the City of Lake City. Groups and organizations wishing
to use these areas for an athletic contest, tournament, or special event, should complete a Facility Usage Request Application
and return it to the Community Education Office for approval. A Certificate of Insurance will be required. Fees, if any, will
be determined by the Community Education Director.
Except for emergency purposes, vehicles of any type are not allowed on the track. In addition, no vehicles of any type are
allowed on any of the fields or grounds without permission of the Community Education Director or Superintendent. Parking
that blocks access to fire lanes and walkways is not allowed.
Any additional cost incurred by the school district shall be paid by the user group.

Cancellation of Permits by the Community Education Office

Scheduled community events may be cancelled to accommodate unforeseen events or schedule changes for school functions with at
least three (3) days advanced notice to the Community Education office. Upon notice of cancellation, the Community Education
office will notify the organization and/or person involved and procures alternate facilities or arrangements if possible. In an
emergency situation involving less than three (3) days notice from the school, the final decision shall be made by the Director of
Community Education that accommodates the schools need and is sensitive to the impact on the community group involved.
Nondiscrimination
Pursuant to state and federal laws, activities sponsored by individuals, agencies, organizations or groups and conducted in District 813
school facilities, whether under contract or by any other arrangement, shall not discriminate against any person on the basis of sex,
race, creed, religious, color, national origin, age, marital status, sexual orientation, economic status or disability.
Use of School Equipment
Use of equipment owned by the School District is not included in the general rental of facilities and must be requested for use at the
time of completing the facility use application process. Any unauthorized use of school equipment may result in cancellation of any
future use of the school district facilities. The following has been established to clarify the use of school equipment.
1.
2.
3.
4.

Qualified operators (qualification determined by the District) must be provided for media, auditorium, and theater equipment
at all times and a general operations meeting will need to be conducted by the Community Education office with user group
staff prior to approval of use of such equipment.
If qualified operators are not available in the group, the School District reserves the right to withhold use of such equipment
or to provide qualified District operators at the rates listed in facility use fee rate sheet.
Special equipment may be made available for use in district facilities on a case by case basis and fees will be charged
accordingly.
Organizations or individuals using district facilities and equipment assume full responsibility for any damage and will be
billed accordingly if damage is caused by participants or observers of activities sponsored by user groups or individuals.

User Fee Schedule

Facility Use fees have been established to offset the cost to the district for community groups utilizing school facilities. The following
is additional information regarding the user fee schedule:
1.

2.
3.

4.

Application Processing Fee-non-district 813 sponsored groups or individuals requesting use of school facilities shall pay a
$10 permit application processing fee for each facility use application submitted and approved for use. The $10 permit
processing fee may cover multiple uses for multiple weeks as specified on the permit application form. Groups or individuals
shall also pay a $5 processing fee for changes to existing permits.
User Fees- rental fees are calculated on a per hour basis and begin at the determined entry time and end at the projected
competition of the event.
For large group events facility quotes will be presented to the prospective user to ensure clarity in the rental agreement prior
to the final permitting process. Events of this type require a deposit to reserve the space and may require a major credit card
for the full rental amount prior to the scheduled event. This will be determined at the time of the rental and will be based on
the total rental cost of the event.
Facilities are not reserved until the user group receives a facility use permit distributed by the Community Education office
via mail or e-mail.

5 | Page

5.

For extended week or monthly events the Community Education office utilizes an invoicing system for collection of funds
due for use of space. Failure to make current payments may result in cancellation of current and future use permits.

If the school district deems necessary special services as result of event use and it involves special personnel, fees will be charged
according to the established fee schedule. The following are the areas that fees may be assessed from:
1.
2.
3.

4.
5.

Custodial Services Fee- The per hour custodial services fee are established with the Community Education and Buildings &
Grounds offices. Charges for personnel shall be at a rate of $35 per hour on weekdays, $55 per hour on Saturdays and $80
per hour on Sundays for a minimum of two hours or until the facility is ready for the next school day.
Taher Catering- Consult with School Nutrition for the fee schedule
Technical Support- Rate per hour as established by the Community Education office not less than $35 per hour, $25 per hour
for assistant tech, $15 per hour for student tech. Ushers are available at a cost of $15 per hour. If lights, sounds and/or
scenery are used in a district auditorium, there shall be a training session led by district technical staff at the expense of the
user group wanting to use the equipment, and if needed, the technical support personnel will be present during facility use at
the expense of the group as well.
Building Supervisor- Rate per hour as established by the Community Education office not less than $20 per hour for a
minimum of two hours.
Security Officers- If deemed necessary by the district, the user group will be charged the industry rate for security staff and/or
off duty police officers to supervise events and this supervision will be in cooperation with the Community Education office
and the user group.

Class

Cafeteria

Lincoln
Gym

I
II

No
Charge
$10/hour

No
Charge
$12/hour

Bluff
View
Gym
No
Charge
$12/hour

III

$40/hour

$50/hour

$50/hour

Lincoln
Auditoriu
m
No Charge

General
Classroo
m
No Charge

Compute
r Lab

Kitchen

FACS

TBD

$50/hr/
Production
+ personnel
services if
needed;
$15/hr
rehearsal +
personnel
services if
needed
$75/hr/
Production
+ personnel
services if
needed;
$20/hr
rehearsal +
personnel
services if
needed

$10/hour

$150/hour

Taher
Rates
Taher
Rates

No
Charge
$15/hour

$20/hour

$300/hour

Taher
Rates

$50/hour

Equipment Fees: Per Event

Grand Piano
Microphone
VCR/DVD and TV
Smart Board
LCD projector/computer
Riser/shells

Other Fees:
$15/event
$10/each
$10/event
$25/event
$50/each
$20/event (custodial charge)

Field Lights
Piano Tuning

$200
TBD

Staffing Fee:
At the current hourly rate
Athletic Equipment:

6 | Page

Spotlights
Auditorium Sound System
Auditorium Light Board

$25/each
$25
$25

Handled on an individual basis

Hauling Fee:
Handled on an individual basis

7 | Page