Room Rental Policy
USE OF ESD 113 FACILITIES/EQUIPMENT PROCEDURES
Authority:
The Superintendent possesses the authority to make the final decision on use of ESD 113 facilities by a group.
Fee:
The Assistant Superintendent, Fiscal shall determine a fee schedule applicable for use of ESD 113 facilities. The fee schedule shall be evaluated as needed.
Supervision:
Sponsoring organizations shall provide sufficient, competent adult supervision. When the facilities are used during non-program hours, an ESD employee must always be responsible to unlock and secure the facility.
The lessee, the individual signing the Facility/Equipment Use Form, or the assigned adult shall be on-site at all times. The ESD 113 reserves the right to require a paid ESD 113 employee to be on-site during the use of the facility or equipment. In such cases, the lessee shall be responsible for said employee's wages.
Custodial:
An ESD 113 custodian's presence may be required when any group is using a facility outside of normal custodial hours. The lessee will be required to pay any such custodial salary.
Restrictions:
- Alcoholic beverages and/or illegal drugs shall not be permitted in ESD 113 facilities or on program property at any time. Pursuant to state law, the use of tobacco products is not permitted within 25 feet of ESD 113 facilities.
- Parking shall be in designated areas only, or vehicles will be subject to being impounded at owner's expense.
- Putting up decorations or scenery, or moving furniture, is prohibited unless special permission is granted by the Assistant Superintendent, Fiscal.
- Nothing will be sold, given, exhibited, or displayed without the permission of the Assistant Superintendent, Fiscal.
- Non-educational groups may not book facilities more than two months ahead of an event. However, education partners indicated on Participation Table 1, column 3 may establish an annual calendar.
Liability:
All applicants for use of ESD 113 facilities shall indemnify and hold the ESD 113 harmless from any loss or damage (including attorney fees), liability, or expense that may arise during or be caused in any way by such use or occupancy of ESD 113 facilities. Any group using or occupying the facilities during the time any property loss or damage is sustained shall be liable and responsible for the full amount of such loss or damage.
Damages:
The Superintendent shall cause a reasonable effort to be made to obtain restitution for any and all damage to the facilities.
Complaints:
The ESD 113 facilities shall not be used for obscure and controversial purposes and purposes of a disruptive nature. Should an objection be lodged against a specific use of ESD 113 facilities by any group, such objection is only valid if it is made in writing to the Superintendent and signed by the individual and/or group of individuals lodging the complaint. At such time as such valid complaint is lodged, the following shall apply:
- The Superintendent may suspend use of the facilities temporarily to afford sufficient time to meet with the concerned parties for the purposes of a hearing. The applicant shall be duly notified in time to contact the members of the group regarding the temporary suspension of use and the pending hearing.
- The Superintendent shall make the decision regarding use after hearing the complaint. An appeal of the Superintendent's decision may be made at the next regularly scheduled Board meeting. The Board's decision shall be final. A written copy of the decision may be obtained, upon the applicant's request.
Facilities Rental Agreements:
No agreement shall be written without contact with and approval of the ESD receptionist and the Assistant Superintendent, Fiscal. Any activity that requires the use of ESD 113 videoconferencing equipment, lab computers, satellite downlink, or other special needs must be arranged for at the time the application is signed at the ESD 113 office. The ESD 113 business office is responsible for collection, recording, and billing of all costs relating to facility use. The rental fee must be paid to the ESD 113 office prior to facility/equipment use unless a total fee cannot be established in advance. Fees for which a bill is required must be remitted immediately upon receipt.
Cancellation Policy:
Cancellation with 48 hours or more hours notice will have no cancellation fee. Cancellation with less than 48 hours notice will be charged $75 per room.
Evaluation and/or Problem Resolution:
Any problem or concern resulting from the use of ESD 113 facilities by non-ESD 113 groups should be brought to the attention of the Assistant Superintendent, Fiscal as soon as possible. An attempt will be made to resolve the problem as quickly as the nature of the problem permits. Repetition of the acts or behavior that created the problem may result in the termination of the agreement between the organization/groups and the ESD 113.
Schedule Conflict:
It shall be understood in the event of schedule conflicts, the ESD 113 retains priority. In the signing of agreements, every effort shall be made to avoid conflicts. A careful examination of the ESD 113 calendar and anticipated ESD 113 activities should be made. If cancellation of facility use by a non-ESD 113 group results from a schedule conflict, provision shall be made for a "make-up" if desired.