Community Use of School Facilities

Centennial School District No. 12, herein referred to as District 12, and the Centennial School District No. 12 School Board, encourage the use of school facilities to promote educational, recreational, cultural and civic activities, according to Policy 902, Use of District Facilities and Equipment. 

Rules & Procedures

Administration

Centennial School District No. 12 Community Education administers the School Board’s Use of School District Facilities Policy 902. This includes scheduling all District 12 facilities (except those noted herein) beyond the traditional school day including non-school days; approving user groups; communicating with building staff and the community; and managing the revenue and expenses generated by facility use.

 

Liability

District 12 requires all user groups to name Centennial School District No. 12 as an additional insurer on a comprehensive general liability policy with limits of $2 million based on group size, activity or facility used unless determined otherwise by administration.

 

Users of District 12 facilities, including outside spaces and fields, shall agree to indemnify District 12 for any damage to the school or other property by any person or persons attending the activity. 

Any damage to District 12 owned property must be paid in full by the group using the facility. 

If a group brings in its own equipment, District 12 assumes no liability in connection with the use, loss or damage of that equipment. District 12 does not provide any storage areas for equipment. Any equipment must be removed from the site after rental is completed.

Rules
The Adult Activity Supervisor, as identified by the renter, who must be present in each group, is responsible for knowing District 12 rules and regulations. All groups agree to enforce these rules with their participants and spectators:

• According to law, all District 12 buildings and grounds are drug free, alcohol free, tobacco free, and all vaping or any tobacco related devices are not allowed.

• Weapons and firearms in any form are not allowed on District 12 property.

• No animals are allowed on District 12 property (Policy No. 902)

• No vehicles are allowed on grassy areas. Use designated parking areas only.

• Groups are responsible for clean-up of the area they use and shall leave it in an orderly condition. Garbage cans will be provided at locations available for scheduling. Individuals and group members are responsible for cleaning the field and parking areas of litter left by their group. Any garbage left by the group will be picked up by district custodial staff, and a fee will be charged to the group. The District reserves the right to revoke the permit if garbage pickup problems become a concern.

Scheduling, Availability and Duration of Use

• Facilities should be requested at least two weeks in advance.

• Facilities are generally available from 6-10 p.m. (depending on school dismissal time) on regularly scheduled school days. Buildings must be vacated by 10 p.m. unless special permission is obtained. Buildings are also available on non-school days at an additional cost.

• Any/all District 12 school events and activities will have first priority for scheduling of any District 12 related event. (This could mean bumping on occasion.). Upon notification of cancellation, Community Education will notify the organization (and/or person involved) and arrange alternate facilities if possible.

• A reservation change fee may be charged when groups alter their original reservation. 

• Cancellations, additions or changes to a permit shall be communicated in writing to Centennial Community Education. Cancellation of facility use shall be made 48 business hours in advance of the scheduled rental or group will be responsible for the entire facility use fee. Cancellations prior to 48 hours still may be assessed a cancellation fee. Stadium cancellation during an event is dictated by game officials.

• Seasonal activities will be given priority in their season (i.e. basketball in the winter, softball/baseball in spring, etc.).

• District 12 will permit reasonable community access to district facilities while preserving the condition of buildings and grounds to the maximum extent possible. 

Supervision

• Facility user groups receiving approval to use District 12 facilities, grounds, and equipment are responsible for ensuring event supervision of the approved facility, this includes participants and spectators.

• The Adult Activity Supervisor, as identified by the renter, must be present in each group

• For safety reasons, no children will be allowed entrance to a building until a responsible adult is in attendance and ready to take charge of the group.

• The adult responsible for the activity must remain with the group the entire time of the rental.  He/She may not leave until the participants have left the facility.  

• The adult responsible for the activity is accountable for the conduct/behavior of both the participants and spectators, enforcing rules and regulations. 

• District 12 personnel on duty (custodian or site supervisor) fulfill a supervisory, safety, security and public relations function with groups permitted to use District 12 facilities. They supervise the facilities, but do not supervise the group or its activities.

• Meetings/activities must be confined to areas reserved in advance.

• Children must be supervised at all times.

• District 12 may add an additional fee for staffing, depending on the size and nature of the event

• Please report damage or problems to Community Education at 763-792-6104.

• All accidents/incidents must be reported to Centennial Community Education within 24 hours. If emergency services are required, call 911 

• Groups must provide their own first aid supplies.  

• Parking is allowed in designated areas only.  Driving of autos and other vehicles is restricted to roadways. The driving or parking of autos or other vehicles on sidewalks/paths, lawns, athletic fields or other grass surfaced or landscaped areas is prohibited.  District 12 owned vehicles used in the performance of maintenance or repair are exceptions. 

 

Duties of Site Supervisor or Custodial Personnel 

• Responsible for the security of the facility until all classes/activities are complete. 

• Will unlock doors at established time. 

• Will check for special services requested and assist the user in meeting those requests.

• Will help the group with set up; however, set-up is the main responsibility of the facility user. Will make sure the group returns the facility to its original condition after use. This may include sweeping the floor, taking out the garbage, putting chairs and tables away, etc.

• Will remind the group providing/selling beverages/food to participants/fans, that beverages/food are not allowed in gyms or auditoriums.

Rights and Responsibilities

• A District 12 employee shall be present at all times when District 12 facilities are used.

• A District 12 employee shall supervise any relocation of district-owned equipment or materials.

• Groups shall not assign or transfer the right to use District 12 facilities to another outside group, person or organization.

• Groups must comply with all rules and regulations prescribed by School Board Policies.

• When District 12 is closed due to inclement weather or building emergencies, all facility use permits are canceled.

• Use is revocable and shall not be considered a lease. Occasionally, facility use for scheduled community events must be canceled to accommodate unforeseen events or changes in District12 functions. If a conflict occurs, every effort will be made to relocate the activity.

• Use is permitted for a specific area including only the nearest drinking fountain and restroom.

• Only equipment specified will be made available to the permit holder.

• District 12 facilities shall not be used for commercial activities, activities or sales for profit, public dances not sponsored by District 12 or Community Education, private social gatherings such as parties or family gatherings.

• Non-payment or late payment may result in the denial of future requests for facility use.

• Activities are limited to the purposes for which the facility was designed.

• Groups using District 12 facilities shall observe local and state ordinances and laws of the police and fire departments. Exits, aisles and hallways must remain clear of any obstructions at all times. 

• Flammable substances may not be used within school buildings.

• Permission to use District 12 facilities by groups may be rejected or revoked by District 12 for any reason.

• A deposit may be required by District 12.

• Food or drink must be served and consumed in lunchrooms or other designated areas and must appear on facility use form. 

• The contract holder must report facility or equipment breakage or repair needs to the site supervisor or custodian and Centennial Community Education. Damage to District 12 property must be paid for by the contract holder or their insurance carrier.

• In the event of a power outage or fire alarm the building must be evacuated.

• It is the renting organization’s responsibility to set up and leave the facility in the same condition it was found. There will be additional charges for set up and take down for large groups or if the renting organization does not fulfill their obligations.

• Regarding gym or auditorium use:

  • Only soft-soled shoes may be worn on gym floors. No black-bottomed shoes

  • Inside, Nerf ™ or softie soccer, baseball and softballs are allowed while regulation soccer balls, baseballs and softballs are not.

  • No food or beverages allowed.

  • Group will be charged an additional Bleacher Service Fee based on custodial contract if bleachers need to be put in or pulled out.

 

To make maximum use of District 12 facilities, grounds, and equipment with minimum conflict, it is necessary to arrange facility user groups on a priority basis. Groups using District 12 facilities will be prioritized from Priority 1-3 with Priority 1 having the highest priority for use when developing the master calendar. 

 

• Priority 1A District 12 school activities (including co-curricular and extra-curricular)
• Priority 1B District 12 Community Education
• Priority 1C Tax-supported public agencies operating within the District (would include public hearings, caucuses, elections, etc.)
• Priority 2A District 12 community groups - non-profit
• Priority 2B District 12 community groups – fundraising
• Priority 2C City-sponsored recreation 
• Priority 3A Non-District 12 groups
• Priority 3B Other

 

Priority 1: Refers to the programs and activities of District 12.  All directly related PreK-age 22 school activities such as regularly scheduled daytime school activities, musical and arts events, student co-curricular activities, school productions, staff development, Community Education and ECFE events/programs/classes, school staff, parent organizations or boosters.  No fee shall be charged for use of District 12 facilities or grounds by District 12 personnel as it relates to their employment, except if use is requested at a time it would not be open. A fee for personnel may be assessed, as well as any special services or personnel needed, as a result of usage. There is no charge for facility use by this group when facilities are typically open; however, a fee may be charged to groups using facilities when they would normally be closed—for example on weekends, holidays, summer evenings, and during non-custodial building hours. 

 

Priority 2: Refers to local non-profit groups/clubs agencies, park and recreational programs and adult service organizations composed of at least 75% of  District 12 residents and organized to promote civic, charitable, educational, social, leadership, service learning, support services or recreational activities for youth. Also includes any fundraising activities held by parent organizations or boosters in Priority 1 that are holding tournaments or events off-season or on weekends. There is a fee for city-sponsored recreation and District 12-based community groups, including non-profit community-based civic, youth, service, and religious organizations, non-profit community-sponsored athletic associations, non-profit community adult groups, and area colleges/universities. Special fees may be negotiated as determined by the Community Education Director.

 

Priority 3: For District 12-based community groups charging admission or conducting fundraising activities, for businesses, for-profit groups, for non-profit groups not based in the District 12 community, AAU or elite teams and for all other groups not previously listed. Special fees may be negotiated as determined by the Community Education Director.

 

The illustrations of various groups within each priority grouping above are illustrations only and should not be construed to represent an all-inclusive listing. If the priority is not clear, the Director of Community Education and/or Superintendent is given the authority to assign a priority.  

Fees for facility use are subject to change without notice. Fees for facility use shall be paid in advance. A reservation change fee may be charged when groups alter their original reservation. A late service fee may be charged for any account balance due carried over 60 days.

District 12 reserves the right to negotiate to receive a percentage of gross admissions, sales, etc.

Snow Plowing service available at an additional cost by separate agreement.

Centennial Youth Group Tournaments

Tournaments will be charged per non-District 12 team, plus a potential charge for trash removal and any additional cleanup that may be necessary. This additional charge will be determined by the Community Education Director. District 12 reserves the right to limit the number of tournaments allowed by each group. Youth groups must be non-profit and carry their own liability insurance.

Outside Group Tournaments

Sponsoring tournaments or league games will be charged the appropriate hourly fee, plus a potential charge for trash removal and any additional cleanup that may be necessary. This additional charge will be determined by the Community Education Director. District 12 reserves the right to limit the number of tournaments allowed for each group.

Parent Group Use of Buildings on Weekends

School-affiliated parent groups connected with the E-12 program are charged for weekend facility use. A potential charge for trash removal and any additional cleanup that may be necessary may be charged. This additional charge will be determined by the Community Education Director. 

View Hourly Fee Facility Use Schedule 

Food And Safety

1. In accordance with the Minnesota Food Code adopted by Anoka County, District 12 prohibits service or sale of food items on District 12 grounds that are not:

   • Commercially prepared in a licensed facility or are pre-packaged in individual (single) servings;

   • Prepared in an area that has obtained a Class 6 Food License from the Anoka County Health Department.

2. Home-prepared shared meals or baked items (potluck dinners, bake sale items prepared by individuals at home) are not allowed.

3. Coffee may be served only in the cafeteria or in other approved locations within District 12 facilities. 

Note:  Groups must comply with current Anoka County Health Department requirements which include obtaining a temporary food license. The required license must be presented to Centennial School District No. 12 Community Education prior to service or sale of food items.

Requests are handled through the Centennial Community Education office. Contact Facilities Coordinator, Anne Thomas, at amthomas@isd12.org or 763-792-6104. 

1. The Director of Community Education, through the Facilities Coordinator, confirms or denies the request. If confirmed, a copy of the use permit will be sent to the applicant.

2. Applicant billed and the fee is processed.