Facility Usage Request Process for School and Non-School Organizations

Objective: The objective of this process is to establish a streamlined and efficient procedure for school and non-school organizations to request the use of school facilities. This process aims to ensure fair access, proper scheduling, and adherence to administrative regulations and policies.

Definitions:

School Organization: Any officially recognized organization affiliated with the school, such as clubs, teams, or student associations. These are activities that are a part of District programming, led by coaches, or advisors employed by the school District. This also includes WIndber-only athletic teams including elementary youth sports programming such as the Windber Youth Baseball and Softball Association and the Windber Youth Football League to name a few.
PTOs/PTAs and Booster groups will fall under this category and are exempt from all related fees unless otherwise directed.
Non-School Organization: Any external organization or group that is not affiliated with the school but wishes to utilize school facilities for a specific purpose. This includes inter-governmental and community service activities. Fees may be waived by the Board of Directors at their discretion and such waiver will not create a practice or precedent for other requests.
The below rental charges are subject to change yearly and may be updated accordingly.

Rental Charges

Area

Non-Profit Organizations (not WASD related)

For-Profit Organizations

Cafeteria Rental Fee

PLUS:

Cleaner/Staff (if needed)
Cafeteria Manager (if needed)

Cleaning supplies/utilities are included in the costs. Managers for the kitchen and cafeteria may be combined for one fee if renting both areas.

$40/hour

$30/hour

$50/hour

$30/hour

Kitchen Rental Fee

PLUS:

Cleaner/Staff (if needed)
Kitchen Manager (if needed)

Cleaning supplies/utilities are included in the costs. Managers for the kitchen and cafeteria may be combined for one fee if renting both areas.

$40/hour

$30/hour

$50/hour

$30/hour

Classroom

$25/hour

$45/hour

Auditorium Rental Fee

PLUS:

Cleaner/Staff (if needed)
Facilities Manager (if needed)

Cleaning supplies/utilities are included in the costs.

$30/hour or $300/day

$30/hour

$40/hour

$50/hr or $500/day

$30/hr

$40/hr

Gymnasium Rental Fee

PLUS:

Cleaner/Staff (if needed)
Facilities Manager (if needed)

Cleaning supplies/utilities are included in the costs.

$30/hr or $300/day

$30/hour

$40/hour

$50/hr or $500/day

$30/hour

$40/hour

Windber Stadium Rental Fee

PLUS:

Cleaner/Staff (if needed)
Facilities Manager (if needed)

Cleaning supplies/utilities are included in the costs and stadium lights for up to 6 hours.

$500 per day

$30/hour

$40/hour

$5,000 per day

$30/hour

$40/hour

Softball Fields Rental Fee

PLUS:

Cleaner/Staff (if needed)
Facilities Manager (if needed)

$250 per day

$30/hour

$40/hour

$400 per day

$30/hour

$40/hour

Baseball Fields Rental Fee

PLUS:

Cleaner/Staff (if needed)
Facilities Manager (if needed)

$250 per day

$30/hour

$40/hour

$400 per day

$30/hour

$40/hour

Cross-Country Rental Fee

PLUS:

Cleaner/Staff (if needed)
Facilities Manager (if needed)

$250 per day

$30/hour

$40/hour

$400 per day

$30/hour

$40/hour

Track/Soccer Field Rental Fee (near baseball and softball fields)

PLUS:

Cleaner/Staff (if needed)
Facilities Manager (if needed)

$250 per day

$30/hour

$40/hour

$400 per day

$30/hour

$40/hour

Camp Hamilton Rental Fee

PLUS:

Cleaner/Staff (if needed)
Facilities Manager (if needed)

Note: staff will not be available for overnight events

$300 per day or

$750 for an overnight event

$30/hour

$40/hour

$5000 per day or

$7500 for an overnight event

$30/hour

$40/hour

Tennis Courts Rental Fee

PLUS

Cleaner/Staff (if needed)
Facilities Manager (if needed)

$10 per hour, per court

$30/hour

$40/hour

$12/hour, per court

$30/hour

$40/hour

Pavillion at Windber Stadium

Cleaner/Staff (if needed)
Facilities Manager (if needed)

$25/hour

$30.00 per hour

$40.00 per hour

$75/hour

$30.00 per hour

$40.00 per hour

The base rental charges shown above are the minimum amounts to be charged. It is the intent of the Windber Area School District to keep these charges at a minimum; however, it is not our intent to absorb any excessive or unforeseen costs.

School-sponsored and school-related organizations (see definition above) are exempt from all rental charges and contractual agreements for meetings. If the group or organization is unsure of its designation, they should work with the Athletic Department to get clarification before making such a request. As such, non-school organizations shall be charged a rental fee.

Other event fees may be waived or adjusted for school-sponsored and related organizations. Gate Access / Maintenance fee of up to $45.00 per event may be applied if after hours, on weekends, or with limited staffing.

For all events where Manager(s) and/or Cleaner(s)/Staff are needed, the Per Hour charge applies to each District Employee assigned by the District to work the event. All Windber personnel incidental to the use of the facility will be charged on a costs basis to include their overtime rate plus any employer-paid benefits based on wages (i.e. FICA, Retirement)

The district and its staff shall use a shared Google calendar in order to ensure that there are no conflicting events and proper coverage is available by support staff, if necessary, and proper security measures are in place. If there is a conflicting event between a school activity and a non-school activity, the school activity will take precedence.

WASD Facilities Request Process and Procedure

Step #1: Application Submission

All organizations shall complete a Facility Usage Request Form.

The form should include details such as the name of the organization, contact information, proposed date(s) and time(s) of facility use, specific facility requirements, and any additional relevant information which may include but is not limited to, insurance certification if necessary.
All facilities requests must be submitted to the Athletic Director at least 15 days prior to the scheduled event for review/consideration of the request.

Step #2 Review and Approval Process:

Upon receipt of the Facility Usage Request Form, the Athletic Department shall review the application for completeness and compliance with school policies with the building principal and Facilities managers.

If any information is missing or clarification is required, the Athletic Office shall contact the applicant for further details.
The Athletic Office shall evaluate the availability of the requested facility based on the school's calendar and existing bookings.
Priority for facility usage shall be given to school organizations (as defined previously), followed by non-school organizations in the order of submission.

For non-school organizations, the Athletic Department with work with the Business Office to indicate the rental charge PLUS an estimated amount of personnel costs.
Once approved, the Athletic Office shall notify the applicant via email or written communication, specifying the approved date(s), time(s), and assigned facility.

In case of denial or unavailability, the Athletic Office shall provide a reason for the decision and suggest alternative options if available.
The Athletic Department will communicate accordingly with the Applicant, Principal, Director of Maintenance, and Business Office.

Step #3 Conditions and Responsibilities:

The approved organization shall adhere to all school policies, rules, and regulations during the usage period.

A Hold Harmless Agreement must be provided.

A designated representative from the organization shall be responsible for coordinating with the school's facilities managers/and or the Athletic Department to ensure compliance with any facility-specific guidelines which include, but are not limited to the following:

Tobacco, alcoholic beverages, and gambling are prohibited.
Organizations using school property are responsible for the conduct of participants and spectators and must make adequate provisions to handle anticipated crowds.
Permission for use, when granted, is for specific rooms or areas. The remaining areas of the facility are not to be entered.
When school equipment is used, a designated school employee may be required to be present and have general supervision of said use.
No signs, banners, pennants, etc., are permitted in or on school buildings. All decorations, furnishings, and equipment provided by the renter shall be installed or removed under the supervision of the school district staff.
When, in the opinion of the District, police are needed to protect District property, police will be assigned and the additional costs will be included in the charges indicated on the application.
The District may reserve the right to cancel any facility use, upon a 48-hour written notice, when the area requested is needed for school activities.

The organization shall be responsible for any damages or additional costs incurred during the usage and shall promptly report any incidents or issues to the school administration.

A $500 Security Deposit will be refunded to the applicant, or deducted from the amount owed to the District, upon the favorable condition of the facility at the conclusion of the rental.

The organization shall provide proof of liability insurance coverage before the approved usage date. A certificate of insurance must be presented to the administration in the amount of at least $500,000 combined single limit or $500,000/$1,000,000 liability/bodily injury and $100,000 property damage. A certificate naming the District as an additional insured must be received before access to the facility is granted. A $500 security deposit is required for any rental.
If the organization wishes to make any changes to the approved request, it must inform the school administration well in advance for evaluation and potential rescheduling.