Warsaw School Board Looks at Facility Rental Changes
July 28, 2016 at 4:25 p.m.
By David [email protected]
The board will be asked to approve the policies at its regular board meeting Monday.
The big change, according to Chief Financial Officer Kevin Scott, is that rental categories changed from “A,” “B” and “C” groups to groups 1-5.
Group 1 is official school activities. For those, there are no facility or personnel charges, no room or equipment fees, and no deposit or agreement required. It includes direct school-related activities such as classes or WCS organized clubs.
The board made a slight change to groups 2 and 3.
Group 2 includes jointly school-sponsored events and other government units. An agreement is required. Facility and personnel charges only apply when there is an additional cost to the corporation, such as on weekends or holidays.
It includes groups like booster clubs, PTOs, educational or professional education association meetings, local tax-supported governmental units for training or testing and groups working primarily with community youth as their first and foremost purpose whose members or participants consist of WCS students.
Those groups include Scouts, 4-H clubs and youth athletic leagues not organized by WCS. After some discussion, the board also agreed to move the Boys & Girls Clubs and Baker Youth Club up from group 3 to 2.
Group 3 covers those groups that service school-aged children. An agreement and damage deposit is required, and group 3 fees and personnel charges apply. It includes fundraisers put on primarily by local community youth for non-WCS sponsored activities, and not-for-profit organizations serving school-aged children within WCS district whose benefit goes directly to charity and does not charge spectator admission to attend the event being held at the WCS facility. Examples include Special Olympics, Junior Achievement and Sacred Heart School.
An agreement and damage deposit are required for group 4, as are fees and personnel charges. It includes commercial organizations within the WCS district that do not fall into groups 2 or 3, such as adult athletic leagues, company meetings or company presentations. Also included are groups dealing directly with youth as their first and foremost purpose whose members or participants do not meet the student/residency requirement for group 3, college-sponsored adult education programs, paid tutoring, not-for-profit community and religious organizations that do not fall under group 3 and personal rentals.
The last group, No. 5, is outside organizations. Agreement and damage deposits are required, as are fees and personnel charges. Full payment must be made in advance by certified check or money order. This includes organizations and groups outside the WCS district that do not fall under group 3 or 4.
Rentals may not interfere with scheduled school activities. Official school activities have priority over all requests.
According to the administrative guidelines, “It is preferred that WCS facilities not be used for profit-making activities unless the renter has for their primary objective community betterment and/or charitable purposes. Exceptions may be made for local businesses conducting community performing arts activities or trade shows.
Facilities will be made available without charge to agencies such as the Red Cross, Civil Defense and Salvation Army during emergencies.
Scott told the board that rates have stayed relatively the same. Specific classroom rental has been eliminated, he said, and WCS wold like to see groups rent common space like gyms, cafeterias, etc.
Charges for the middle school cafeterias have been added, as has a charge for the Black Box Theater at the high school.
Requests for building rental will not be approved more than 60 days in advance of the desired date, except on a tentative basis. Failure to comply with the stated terms and conditions will be sufficient reason to deny further rental requests.
For local district rentals, payment is due immediately upon receipt of the invoice. Out-of-district rentals for non-educational entities must be paid in advance by certified check or money order.
Board member Jay Baumgartner asked Scott how much money WCS generates from rentals. Scott replied that it was probably $10,000 to $15,000 a year, which offsets utility and staffing costs.
WCS facilities available for renting include auditoriums, cafeterias, equipment, athletic fields (except varsity football field), gymnasiums, libraries, multi-purpose and group rooms and the pool. Personnel rates range from $20 to $35 per hour.
For the Warsaw Community High School Performing Arts Center, rates are for a four-hour time period. Anything more than four hours will be prorated. Rental costs for the auditorium range from $250 to $1,000; Black Box Theater, $75 to $300; and personnel $7.50 to $35 per hour.
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The board will be asked to approve the policies at its regular board meeting Monday.
The big change, according to Chief Financial Officer Kevin Scott, is that rental categories changed from “A,” “B” and “C” groups to groups 1-5.
Group 1 is official school activities. For those, there are no facility or personnel charges, no room or equipment fees, and no deposit or agreement required. It includes direct school-related activities such as classes or WCS organized clubs.
The board made a slight change to groups 2 and 3.
Group 2 includes jointly school-sponsored events and other government units. An agreement is required. Facility and personnel charges only apply when there is an additional cost to the corporation, such as on weekends or holidays.
It includes groups like booster clubs, PTOs, educational or professional education association meetings, local tax-supported governmental units for training or testing and groups working primarily with community youth as their first and foremost purpose whose members or participants consist of WCS students.
Those groups include Scouts, 4-H clubs and youth athletic leagues not organized by WCS. After some discussion, the board also agreed to move the Boys & Girls Clubs and Baker Youth Club up from group 3 to 2.
Group 3 covers those groups that service school-aged children. An agreement and damage deposit is required, and group 3 fees and personnel charges apply. It includes fundraisers put on primarily by local community youth for non-WCS sponsored activities, and not-for-profit organizations serving school-aged children within WCS district whose benefit goes directly to charity and does not charge spectator admission to attend the event being held at the WCS facility. Examples include Special Olympics, Junior Achievement and Sacred Heart School.
An agreement and damage deposit are required for group 4, as are fees and personnel charges. It includes commercial organizations within the WCS district that do not fall into groups 2 or 3, such as adult athletic leagues, company meetings or company presentations. Also included are groups dealing directly with youth as their first and foremost purpose whose members or participants do not meet the student/residency requirement for group 3, college-sponsored adult education programs, paid tutoring, not-for-profit community and religious organizations that do not fall under group 3 and personal rentals.
The last group, No. 5, is outside organizations. Agreement and damage deposits are required, as are fees and personnel charges. Full payment must be made in advance by certified check or money order. This includes organizations and groups outside the WCS district that do not fall under group 3 or 4.
Rentals may not interfere with scheduled school activities. Official school activities have priority over all requests.
According to the administrative guidelines, “It is preferred that WCS facilities not be used for profit-making activities unless the renter has for their primary objective community betterment and/or charitable purposes. Exceptions may be made for local businesses conducting community performing arts activities or trade shows.
Facilities will be made available without charge to agencies such as the Red Cross, Civil Defense and Salvation Army during emergencies.
Scott told the board that rates have stayed relatively the same. Specific classroom rental has been eliminated, he said, and WCS wold like to see groups rent common space like gyms, cafeterias, etc.
Charges for the middle school cafeterias have been added, as has a charge for the Black Box Theater at the high school.
Requests for building rental will not be approved more than 60 days in advance of the desired date, except on a tentative basis. Failure to comply with the stated terms and conditions will be sufficient reason to deny further rental requests.
For local district rentals, payment is due immediately upon receipt of the invoice. Out-of-district rentals for non-educational entities must be paid in advance by certified check or money order.
Board member Jay Baumgartner asked Scott how much money WCS generates from rentals. Scott replied that it was probably $10,000 to $15,000 a year, which offsets utility and staffing costs.
WCS facilities available for renting include auditoriums, cafeterias, equipment, athletic fields (except varsity football field), gymnasiums, libraries, multi-purpose and group rooms and the pool. Personnel rates range from $20 to $35 per hour.
For the Warsaw Community High School Performing Arts Center, rates are for a four-hour time period. Anything more than four hours will be prorated. Rental costs for the auditorium range from $250 to $1,000; Black Box Theater, $75 to $300; and personnel $7.50 to $35 per hour.
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