Policy 979






    It is the policy of the Board of Education that school facilities and grounds should be made available for cultural, recreational and educational activities for community groups when space is not being used for educational program purposes, subject to certain rules and regulations of the Board of Education.


    Organizations should make every attempt to find accommodations in their own buildings or other public spaces because of the heavy demands on the use of public school facilities and grounds.  Similarly, every effort should be made to anticipate and plan educational programming well in advance, to best accommodate community requests for facilities and grounds use.  Any scheduling conflicts will be resolved respectfully, with consideration given to all involved.


    The school district may cancel facilities and grounds use arrangements when emergencies occur (weather, facility / equipment damage, safety considerations, power outages, etc.).  Rescheduling requests and/or alternate arrangements will be accommodated whenever possible.


    Fees associated with the use of school facilities and grounds are identified in the Administrative Guidelines for Community Use of Schools.


    Any deviation from the procedures outlined in the Administrative Guidelines must be approved by the Superintendent or designee.



    ADOPTED BY THE BOARD OF EDUCATION:       December 6, 1976


    REVIEWED BY THE BOARD OF EDUCATION:     May 15, 2000; March 5, 2001; April 19, 2004; April 18, 2005; July 11, 2005; February 1, 2010; November 12, 2013


    REVISED BY THE BOARD OF EDUCATION:         June 18, 1990; September 3, 1996; June 18, 2002;

                                                                                              December 17, 2007



979.1 Administrative Guidelines









    It is the desire of the Richfield School Board that school facilities be made available for cultural, recreational and educational activities.




             Prior to August 1st of each year, permits will be held until Richfield Public Schools requests are processed.  Permits will be issued on a one hour minimum and no fraction thereafter.  For the purpose of definition:

    ·         A Richfield group, organization or activity shall consist of 50% or more of school district residents.

    ·         A large group consists of 30 or greater people

    ·         A small group consists of less than 30 people


    A.     Groups Permitted to Request Use of Facilities:


    Category 1 - Richfield Public Schools/City of Richfield

                               (Highest priority listed first)

    a.      Educational K-12 programs and co-curricular activities

    b.      School building and/or district parent involvement programs

    c.      Functions of school-related organizational meetings

    d.      City government use

    e.      Parks and recreation


    Category 2 - Richfield Youth Group Meetings


    a.      Small youth groups after school

    b.      Youth athletic organizations as recommended by athletic director and approved by the superintendent (athletic feeder programs, etc.)


    Category 3 - Richfield Non-Profit Community Organizations and Activities


    a.      Richfield special interest groups

    b.      Richfield youth organization activities for large groups

    c.      Richfield organizations


    Category 4 - Other Non-Profit Organizations


    a.    Non-Richfield organizations

    b.    Non-Richfield interest groups

    c.    Universities

    d.    Colleges

    e.    Vocational technical schools


    Category 5 - For Profit Organizations


    a.    Groups who want to use a building for educational or recreational activities

    b.    Buildings may NOT be used for advertising, to make a profit, or for commercial enterprise.


    B.     Fund Raising Activities and Events


             Any category #3 or 4 user group will be charged the category #5 rates for fund raising activities and events which occur on Saturday, Sunday or holidays, when an admission fee is charged.


    C.     Permit Required


    1.      Buildings are not to be opened or equipment provided unless a permit has been signed and approved and the equipment needed has been requested in the permit.  (See attached)


    2.      Cancellation of a building use permit should be made at least 72 hours before the event or facility rental charges and staffing costs will be assessed.


    3.      The permit use of school facilities is offered on an hourly basis during periods when they are not being used.  Permit use is not intended to govern long-term rental of excess school space.  Such use is covered in Board Policy 803 – Rental of School Space.  Persons interested in leasing school property should contact the School District Business Manager.




    A.     No facility use fee or rental charge will be assessed groups identified in Category 1.


    B.     Overtime custodial fees will be charged for groups using a building after 10:15 p.m. and on weekends/holidays.


    C.     Facility use costs associated with Category 2 shall be $10.00 per use and those additional costs incurred by the School District due to the use.


    D.     Richfield High School Football and Baseball field rates will be determined at the time of the permit request and be based on current market rates.


    E.     Facility use fees for defraying operating costs for Categories 2, 3, 4 and 5 are as follows:




    Facility users in Categories 2, 3, 4 and 5 are expected to supply all their own equipment, such as basketballs, volleyballs, bats, balls, etc.  If district owned equipment is used, equipment charges will be applied.




    1. Prior to approval of any use permit, the applicant must provide the School District with evidence of liability insurance as required below, and proof of non-profit status and proof of Workers’ Compensation Insurance if applicable.


    1. Insurance Requirements


             Prior to approval of any use permit, the applicant must provide the School District with evidence of liability insurance as required below, naming Richfield Public Schools, Independent School District 280, as an Additional Named Insured.  Failure to provide the District with evidence of such coverage shall not relieve the permit holder of the obligation to maintain such insurance for the benefit of the District.  The Superintendent of Schools or designee may waive the certificate of insurance requirement for events designed to benefit Richfield School students.


             Coverage shall be provided by an insurance company licensed to do business in the State of Minnesota with Best ratings of A or above.


             The applicant shall provide a certificate of insurance specifying amounts of coverage equal to or greater than the minimum required limits of liability stated below.  All certificates shall provide the School District with thirty (30) days of notice of cancellation, material change, or non-renewal.  The certificate must be altered to eliminate the words “endeavor to” and “but failure to make such notice shall impose no obligation or liability of any kind upon the company, its agents or representatives.”


    1. Commercial General Liability


             Bodily Injury Including Death                           $1,000,000 Each Occurrence

             Personal Injury                                                   $1,000,000 Each Occurrence       

             Products/Completed Operations                     $1,000,000 Each Occurrence

             General Aggregate                                            $1,000,000

             Products/Completed Operations Aggregate $1,000,000


    1. Workers’ Compensation


    1. Statutory
    2. Employers Liability                                   $100,000 Each Accident

                                                                                           $500,000 Disease Policy Limits

                                                                                           $100,000 Disease Ea. Employee 


    1. The individual initiating the facility request agrees to leave all areas in the same condition they were in at the time of arrival.


             Please observe the following rules.


    1. Use of alcohol or drugs on school property is prohibited.


    1. No smoking or other use of tobacco in the building or on school grounds.


    If your group violates this rule you will be asked to leave the building and your right to future use will be forfeited.


    1. Treat school property with care; you are responsible for all damages.


    1. Protect gymnasium floors through the use of tennis shoes or stocking feet.


    1. You may not use rooms or facilities not asked for and authorized by this permit.


    1. If a problem occurs:


    1. Report any damage to school property to the principal within 24 hours.


    1. If you don't make satisfactory replacement or payment for any loss or damage, your right to future use will be forfeited.  The school district assumes no liability for loss of personal effects of participants.


    1. Adhere to the hours of use designated in the contract.


    1. Permits for building use involving student participation such as Scouts, Campfire Girls, athletic banquets, etc. require that there be adequate adult supervision to assure safety of facilities and participants.




             It is the expectation of the Board of Education that when conflicts in use of facilities occur that these conflicts will be resolved respectfully considering the needs of both parties.  The resolution of conflicts should be handled by the building administration and athletic director's office.




                Applications for use of buildings must be made electronically through the ARUX building registration system.  The application, if approved, becomes a contract, but the contract may be canceled by either party 72 hours in advance.  An application for use of school facilities should be submitted at least two weeks in advance of the scheduled use.


                Permits should be completed with precise dates and times (including set-up and tear down as well as set-up diagrams).  Permits will be reviewed and approval or rejection will be communicated in 10 business days, the building permit coordinator communicating with the requester.


                All buildings will be required to submit their building curricular and co-curricular schedules to the Building Permit Coordinator by May 1st of each year to block off dates on the master calendar for those requesting use of building facilities.  The Business Manager will provide lease agreement information to the Building Permit Coordinator by May 1st for inclusion into the master calendar.


                Request for building use during scheduled school hours are excluded unless approved by the Building Principal and/or Superintendent.          


                After the building permit is approved it will be forwarded to the appropriate building and departments (custodial, food service, sound and light, etc.)



                Cancellations – In the event that the requestor needs to cancel, they must do so using the ARUX building registration system at least 72 hours prior to the event.  Notices will be e-mailed to the building and appropriate departments.





    DATED:               September 7, 1982


    REVIEWED:       October 20, 1986


    REVISED:           July 21, 1986; December 7, 1987; June 18, 1990, November 21, 1994, September 3, 1996, August 11, 1997, May 15, 2000, March 5, 2001, May 7, 2001; April 19, 2004, April 18, 2005; July 11, 2005; December 17, 2007; February 1, 2010; November 12, 2013