OVERVIEW

The North Linn Community School District facilities are owned, maintained, and

supported by the public. The North Linn Board of Directors actively seeks to respond to

the educational, recreational, and cultural needs of the community through the total

resources of the community schools. The use of school facilities as centers for

community participation should be encouraged whenever those activities are beneficial

to the community-at-large. However, all school facilities and outdoor areas have been

primarily erected and maintained for the use of the students of the North Linn

Community Schools District and shall not be used for any other purposes that will

conflict with that primary use.

 

The facilities of the school district may be made available for use by certain local, social,

civic, or service organizations when the use does not conflict with the education

program or school related activities, with due consideration given to the conservation of

energy and district expenses. Users of school district facilities must comply with all

federal, state, and municipal equal opportunity laws, regulations prohibiting

discrimination, and school board policies. Any activity connected with approved school

programs will take precedence over any request for use of facilities for any other

purposes. The NLCSD Board of Directors reserves the right to deny use of district

facilities to any group.

 

This document outlines administrative policies, guidelines, and processes for

community use of school facilities and grounds in the North Linn Community School

District (hereafter referred to as the district). Please read this manual thoroughly before

completing a facilities request via the district website (https://northlinncsd.org/).

 

SCHEDULING OF DISTRICT FACILITIES

 

1. Types of activities prohibited:

 

a. District facilities shall not be used for the teaching or propagating of any

theory or doctrine of a subversive nature which is intended to undermine

or overthrow the constituted government of the United

States;

 

b. Possible controversial issues that may cause disunity and disharmony

among those supporting the general welfare shall be cause for refusing

facility use; and/or

 

c. Private parties, social events, celebrations, or other similar private uses.

 

2. Rental of district facilities is for occasional or temporary use, not for regular or

ongoing use.

 

3. Only indoor sports/activities will be provided indoor facility space for practices.

 

4. No overnight stays will be permitted.

 

5. Facility rental times cannot be requested before 6:00 AM and must end no later

than 10:00 PM.

 

6. It is within the discretion of the superintendent [or designee] to allow use of

district facilities on Sundays.

7. School facilities are not normally available for rent on school-designated holidays

and over school breaks (including summer break). The superintendent [or

designee] may allow use at these times if doing so does not interfere with facility

maintenance/cleaning schedules and is contingent upon availability of adequate

personnel.

 

8. When school is canceled or dismissed early for weather-related or other

reasons, all facility rentals will be canceled. The school district also reserves the

right to cancel non-school day (including weekend) facility rentals when the

conditions are deemed unsafe.

 

9. Facility use regulations, fees, and other terms for before/after school programs

contracted with the district will be detailed in their individual board-approved

agreements.

 

10. The district reserves the right to reject any or all applications, as well as the right

to rescind, modify, or amend any or all rules or regulations or to make

exceptions.

 

FACILITY REQUEST PROCESS

 

1. Organizations, individuals, and other entities interested in using district facilities

and/or grounds should make such requests online through the website

(www.northlinncsd.org). A facilities request form must be submitted a minimum of

 

2. Upon receipt of a request, the Superintendent (or designee) will determine the

availability of the facility/area requested and the proper user group classification

based on the fee schedules.

 

3. Once classification is determined, the school business manager will determine

the appropriate charges (if any) for the use of district facilities based on

classification, activity, personnel fees, equipment, fee schedule, and deposits.

When necessary, additional fees may include but not be limited to cleaning fees,

failure to cancel a reservation, law enforcement supervision, replacement or

repair for damage or theft, or other costs. All, or a percentage of, the estimated

usage and personnel fees for a group’s activity may be required to be paid prior

to facility use.

 

4. The extent of district staff (building supervisors, custodians, technicians, Food

Services, etc.) needed by groups reserving district facilities will be determined by

the school business manager [or designee].

 

5. Permission granted for facility usage by the Superintendent (or designee) shall

be made electronically.

 

a. It is the responsibility of the group’s representative to read the Facilities

Use Manual and be aware of all guidelines for usage, as well as any other

specific instructions set forth by district, buildings, or administrative staff.

 

b. A signed facilities use agreement, including proof of insurance (required

for Class D and Class E groups), must be submitted to the school

business manager in the District Office prior to rental. The submitted

certificate of insurance must be in the amount of at least $1,000,000 per

occurrence/$2,000,000 aggregate and show coverage dates.

 

c. The district reserves the right to cancel or postpone any activity due to

conflict, disregard of policies, or other uncontrollable circumstances

including Class A activities (Refer to user group classifications). If

approval has been given to a group and it is later determined that the

facilities will not be available, notice of cancellation or change of venue

shall be given to the group’s representative as soon as possible with

reasons for the cancellation or change. District administrators, the

designated building supervisor, custodian, or other district staff on duty

have the right to terminate any activity at any time due to violations of

school board policies; federal, state, or municipal laws; or if the activity is

deemed to be hazardous to people, buildings, or equipment.

 

6. A 72-hour notice is required to request approval for any changes in the initial

request requirements. The district cannot guarantee any requested changes

made after this deadline. Changes to initial request requirements may be subject

to additional fees.

 

7. Groups whose requests have previously been approved and wish to cancel must

give at least a 72-hour notice. Failure of timely cancellation notification will result

in a minimum cancellation fee or the costs incurred to the district in anticipation of

the group’s use, whichever is greater.

 

8. On the dates of the event, access to the district facilities will be granted through a

designated staff member or a district-issued key/access card. A $10.00 deposit is

required for a district-issued key/access card.

 

9. Upon completion of the rental event and, if applicable, the district will invoice the

group’s representative for outstanding charges related to the rental activity.

 

FACILITY USE GUIDELINES

 

1. The group’s designated representative must be an adult and must remain onsite

during the entire activity.

 

2. A district employee must be present while the district facilities and/or equipment

are being used by an outside entity.

 

3. The group’s representative will be responsible for the following regulations for

facility use by the group:

 

a. The group’s representative will be the first inside the facility and the last to

leave, making sure the facility is left in the same condition as it was before

entering;

 

b. The facility must be used only for the purpose that was originally intended

and set forth on the facilities request form;

 

c. Persons using the facilities must confine themselves to the rooms/ areas

assigned for their use and the group’s representative must provide

supervision to prevent trespassing to portions of the facility not authorized

for use;

 

d. The group’s representative is responsible for communicating to group

members and for ensuring group members understand and follow all

guidelines;

 

e. The group’s representative is responsible for reporting any personal

injuries received by any group member while using district facilities. The

group’s representative should contact the district designee (as stated on

the facilities request form) within 24 hours to report any injuries.

Custodians or other district staff present should also be notified;

 

f. Any damage or theft to the facilities or equipment must be reported

following the same guidelines as stated in item “e” above;

 

g. The group’s representative will make themselves known to the custodian

or other district staff present; and

 

h. The group’s representative is responsible for knowing fire and tornado

safety procedures for directing the group members in an event of an

emergency. Guidelines are posted in every room.

 

4. The group’s representative should make a preliminary check of the facilities prior

to their use. If anything that will be used is already damaged, they should contact

the district custodian/supervisor on duty.

 

5. Permission to use additional educational equipment must be approved through

the school business manager in conjunction with the building principal, Food

Services manager, or other district staff. Charges for use of equipment may

apply.

 

6. All equipment used or moved must be returned to the proper place in original

condition.

 

7. The renter assumes individual financial responsibility on behalf of the

organization being represented for any part of the school, or contents made

available therein, that may be damaged or stolen during the hours the facilities

were in use by the rental group.

 

8. The renter shall be liable for any and all loss, damage, or injury sustained by any

person by reason of negligence of the renter. The renter shall indemnify and hold

harmless the district from any and all loss, damage, or injury.

 

9. Food and beverages are permitted in designated areas only. There should be no

other food or beverages brought into the facilities unless previously approved by

the chief financial/operating officer.

 

10. The use of tobacco/nicotine, nicotine products, alcohol, controlled substances

(including copycat drugs), profane language, non-licensed gambling activities,

and weapons within facilities and on school grounds is prohibited. Persons failing

to abide will be asked to leave school premises.

 

11. The maximum number of people in any given area is restricted to the

seating/room capacity indicated and deemed appropriate by the fire marshal.

 

12. No pets or other animals are allowed on district grounds. Exceptions include

service animals as defined under the American with Disabilities Act or other

exceptions as authorized by appropriate district personnel.

 

13. Specific facility/room regulations shall be as follows:

 

a. Stage:

• Groups requesting use of the stage will list in detail their equipment

requests and audio/visual technician needs;

• Only district staff may operate the audio/visual equipment, rigging

systems, and other equipment for the stage;

• Renters will be charged accordingly for equipment and personnel

use; and

 

b. Multi-Purpose Rooms/Gymnasiums:

• No wearing of shoes that mark up the floors;

• No hanging on basketball rims;

• No leaning on volleyball nets;

• No bouncing balls in hallways or off ceilings;

• No climbing or playing on bleachers (If bleachers are needed the

custodians will move them in and out);

• No pushing/pulling of tables, chairs, or other equipment across

floors;

• No taping/marking on floors without prior approval;

• No playing on gymnastic equipment in the gyms; and

• No use of scoreboards unless previously approved.

 

c. Kitchens:

• Use of kitchens will be granted on a limited basis as determined by

appropriate district staff;

• A complete listing of kitchen needs must be detailed on the facilities

request form prior to approval; and

• Additional costs may also be included as applicable.

 

d. Classrooms:

• Materials/equipment are not to be used or removed from the

classrooms; and

• Users are expected to leave the classrooms in the same condition

they found them.

 

e. Labs (Science Rooms, FCS, Industrial Technology):

• Labs are defined as rooms which contain specialized equipment

other than desks, tables, and chairs;

• Use of labs will only be for purposes appropriate to the lab;

• Use of labs will be granted on a limited basis as determined by

appropriate district staff; and

• Additional charges may apply for district-trained staff supervision

and/or use of the lab equipment.

 

f. Football Field:

• No pets, skateboards, scooters, roller blades/skates, nonauthorized

vehicles, or any similar conveyance or equipment is allowed on

grounds or the field;

• No unauthorized paint, marking materials, or like substances are

allowed on grounds or the field;

 

g. Parking Lots/Open Spaces:

• Groups are expected to clean up all trash, papers, or other litter in

the parking lots or open spaces. Failure to provide appropriate

cleanup will result in additional charges;

• Use of tents, temporary structures, or signage where stakes are

driven into the ground must be pre approved;

• The district reserves the right to cancel any event in order to

prevent damage to athletic fields or other district property; and

• Water and electricity may not be available from district sources

unless special arrangements are made.

 

14. The Lynx Pride reserves the right of all concessions sold at district facilities.

 

15. The school board reserves the right to waive/modify fees for specialized

programs or events with approval from the superintendent [or designee].

 

USER GROUP CLASSIFICATIONS IN PRIORITY ORDER

 

CLASS A: SCHOOL DISTRICT AND DISTRICT-RELATED ORGANIZATIONS

a. Regular classroom activities;

b. School-sponsored activities for students (e.g. clubs, athletics, etc.);

c. School-sponsored activities for parents (e.g. plays, open houses, etc.);

d. School-related groups and organizations (e.g. PTOs, Booster Club, etc.);

e. School/district sponsored staff activities (e.g. trainings, wellness, bargaining groups,

etc.); and/or

f. School board approved community activities.

 

FEE SCHEDULE – CLASS A 

School/Facility	Fee		School/Facility	Fee
North Linn High School			North Linn Elem/MS
Gym (Main)	N/C		Elem. Gym	N/C
HS Commons	N/C		MS Gym	N/C
Kitchen and Commons	N/C		Stage	N/C
Multi-Purpose	N/C		Classrooms	N/C
Regular Classrooms	N/C		Media Center	N/C
Labs	N/C
Weight/Cardio Room	N/C
			Outdoor Areas
N/C = No Charge    *Additional fees may apply (e.g. weekend custodial charges) depending on the reservation request. See other fees for details.			Parking Lots	N/C
			Football Field	N/C
			Baseball/Softball Field	N/C
			Youth Fields	N/C

 

CLASS B: PUBLIC AGENCIES AND DISTRICT CO-SPONSORED ACTIVITIES

a. Official meetings of the Cities of the North Linn Community or a community

activity sponsored by the cities board;

b. Community, social, civic, or service organizations sponsoring money making

activities with all proceeds going directly to the North Linn

Community School District;

c. National, state, and local elections or caucuses;

d. Political meetings not boosting specific candidates, state, or national platforms;

e. Recreational programs sponsored by the City Parks & Recreation for which

participants pay no fees; and

f. North Linn Alumni that are Active Collegiate Athletes or Active Military Personnel.

 

FEE SCHEDULE – CLASS B 

School/Facility	Fee		School/Facility	Fee
North Linn High School			North Linn Elem/MS
Gym (Main)	N/C		Elem. Gym	N/C
HS Commons	N/C		MS Gym	N/C
Kitchen and Commons	N/C		Stage	N/C
Multi-Purpose	N/C		Classrooms	N/C
Regular Classrooms	N/C		Media Center	N/C
Labs	N/C
Weight/Cardio Room	N/A
			Outdoor Areas
N/C = No Charge  FCFS = First Come, First Served   *Additional fees may apply (e.g. weekend custodial charges) depending on the reservation request. See other fees for details.			Parking Lots	N/C
			Football Field	FCFS
			Baseball/Softball Field	Call for Price
			Youth Fields	FCFS

 

CLASS C: COMMUNITY YOUTH ORGANIZATIONS/TEAMS

a. Meetings involving Boy Scouts, Girl Scouts, Camp Fire Girls, 4-H, or other similar

youth-oriented groups;

b. Practices for youth activities during their regular program season. In order to be

considered in this classification, youth athletic teams must be comprised of at

least 80% of North Linn students. Rosters are required to be submitted along

with the rental request;

c. This category is for individual teams, packs, or groups. It is not for the use of an

entire organization; and

d. Recreational programs sponsored by the City Parks & Recreation for which

participants pay fees.

 

FEE SCHEDULE – CLASS C 

School/Facility	Fee		School/Facility	Fee
North Linn High School			North Linn Elem/MS
Gym (Main)	N/C		Elem. Gym	N/C
HS Commons	N/C		MS Gym	N/C
Kitchen and Commons	N/C		Stage	N/C
Multi-Purpose	N/C		Classrooms	N/C
Regular Classrooms	N/C		Media Center	N/C
Labs	N/C
Weight/Cardio Room	N/A
			Outdoor Areas
N/C = No Charge  FCFS = First Come, First Served   *Additional fees may apply (e.g. weekend custodial charges) depending on the reservation request. See other fees for details.			Parking Lots	N/C
			Football Field	FCFS
			Outdoor Track	FCFS
			Baseball/Softball Field	Call for Price
			Youth Fields	FCFS

 

CLASS D: COMMUNITY NON-PROFIT ORGANIZATIONS, CIVIC ORGANIZATIONS,

AND EDUCATIONAL INSTITUTIONS

a. A non-profit group is defined as an organization that does not distribute its

surplus funds to owners, members, or shareholders but instead uses them to

help pursue its organization’s goals. The district reserves the right to ask for a

b. This includes but is not limited to community (police, fire, Marine Corp, etc.),

social, civic (Lions, American Legion, etc.), or services organizations for

purposes that have educational, recreational, or cultural purposes; local church

services; and religious classes and activities;

c. Educational activities of public and private colleges and universities and

d. Educational activities of public and private K-12 institutions.

 

FEE SCHEDULE - CLASS D 

School/Facility	Fee		School/Facility	Fee
North Linn High School			North Linn Elem/MS
Gym (Main)	$35/hr		Elem. Gym	$25/hr
HS Commons	$20/hr		MS Gym	$35/hr
Kitchen and Commons	$30/hr		Stage	$25/hr
Multi-Purpose	$15/hr		Classrooms	$10/hr
Regular Classrooms	$10/hr		Media Center	$20/hr
Labs	$15/hr
Weight/Cardio Room	$15/hr
			Outdoor Areas
N/C = No Charge  FCFS = First Come, First Served   *Additional fees may apply (e.g. weekend custodial charges) depending on the reservation request. See other fees for details.			Parking Lots	N/C
			Football Field	$25/event
			Baseball/Softball Field	Call for Price
			Youth Fields	$20/event

 

CLASS E: FOR-PROFIT ORGANIZATIONS/ACTIVITIES AND OTHER PRIVATE

INTEREST GROUPS

a. Commercial groups or businesses;

b. Local, state, and national groups hosting special events, workshops, or conferences;

c. Political meetings sponsoring specific candidates, state, or national platforms;

d. Any group, business, or individual located outside of the district;

e. Groups, businesses, or individuals conducting activities for which a fee is charged or

items are sold;

f. Youth organizations, groups, or teams with less than 80% North Linn enrolled students as

participants. Rosters are required to be submitted along with the rental request; and

g. Other special events.

 

FEE SCHEDULE - CLASS E 

School/Facility	Fee		School/Facility	Fee
North Linn High School			North Linn Elem/MS
Gym (Main)	$75/hr		Elem. Gym	$35/hr
HS Commons	$30/hr		MS Gym	$45/hr
Kitchen and Commons	$45/hr		Stage	$35/hr
Multi-Purpose	$30/hr		Classrooms	$15/hr
Regular Classrooms	$15/hr		Media Center	$30/hr
Labs	$20/hr
Weight/Cardio Room	$20/hr
			Outdoor Areas
N/C = No Charge  FCFS = First Come, First Served   *Additional fees may apply (e.g. weekend custodial charges) depending on the reservation request. See other fees for details.			Parking Lots	N/C
			Football Field	$40/event
			Baseball/Softball Field	Call for Price
			Youth Fields	$30/event

 

OTHER FEES SCHEDULE 

Description	Fee	Minimums
Personnel Fees
Custodian/B&G Staff  (If not already on duty)	$30/hr	2 hour minimum
Building/Event Supervisor   (If applicable)	$40/hour	2 hour minimum
Kitchen Supervisor	$40/hour	2 hour minimum
Stage Supervisor	$40/hour	2 hour minimum
Police Supervision (If applicable)	Actual costs	N/A
Other District Personnel	Charges depend on request	2 hour minimum
Miscellaneous Fees
Minimum Cancellation Fee	$25
Custodial Flat Fee   (If custodian is on duty and deemed necessary)	$25
Chairs and/or Tables	$10
District Issued Key/Access Card Deposit	$10
Clean up of Kitchen (If not billed hourly)	$50
Building/Equipment Replacement or Repair Fees	Actual costs
Additional Equipment/Set up of Equipment	Charges depend on request

 

Approved 10/20/11     Reviewed  3/15/23              Revised     8-20-24