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HomeMy WebLinkAbout03022011SpecialQIN OF HOME OF PELICAN ISLAND INDIAN RIVER COUNTY SCHOOL BOARD AND SEBASTIAN CITY COUNCIL MINUTES INFORMAL JOINT WORKSHOP WEDNESDAY, MARCH 2, 2011 5:30 P.M. CITY COUNCIL CHAMBERS 1225 MAIN STREET, SEBASTIAN, FLORIDA 1. Mayor Hill called the Joint Workshop to order at 5:30 p.m. 2. The Pledge of Allegiance was recited. 3. INTRODUCTIONS A. Indian River County School Board Members Staff Matt McCain, Chairman Carol Johnson, Vice Chairman Claudia Jimenez, Board Member Jeff Pegler, Board Member Karen Disney Brombach, Board Member (5:35 p.m.) Harry La Cava, School Superintendent B. City Of Sebastian City Council Members Staff Jim Hill, Mayor Don Wright, Vice Mayor Andrea Coy, Council Member Richard Gillmor, Council Member Eugene Wolff, Council Member Robert Ginsburg, City Attorney Al Minner, City Manager Sally Maio, City Clerk 4. WORKSHOP ITEMS A. Request by City of Sebastian to Discuss Use of School Facilities by Organizations During Off Hours Mayor Hill thanked the School Board for meeting with Council, and recommended there be an informal discussion of the topic of use of school facilities. Ms. Coy said Council members had discussed the topic of use of school facilities and sharing of responsibilities by both parties during tough economic times for quite some time due to the lack of a community center, senior center or youth center space in Sebastian, other than the Boys and Girls Club, which is limited, and the growing need for meeting space by various local organizations. Mr. Wolff said the genesis of this for him was discussions with Ms. Disney Brombach on issues of mutual interest, and recent discussions with Council about need for spaces, noting Sebastian is the largest municipality in Indian River County. He discussed the Indian River County School Board Sebastian City Council Joint Workshop March 2, 2011 Page Two need by many groups for facilities and the lack of infrastructure in the City, citing the high cost of the new covered basketball court at the Boys and Girls Club. He cited the availability of the School Board's physical plant including buildings and sports facilities, asked if we could sit down and assess the risk and discuss whether the schools could generate revenues by renting their facilities, and concluded that we should make the best use of the facilities out there and share them to benefit everyone. Mayor Hill said the School Board took action in years past to deny access to the high school track by the general public and then after some further review made it available again. Mayor Hill noted for the record that Karen Disney Brombach had arrived. (5:35 pm) Chairman McCain said this was similar to an issue addressed by Fellsmere when the School Board visited there, concerns were expressed about cost and liability, and noted there are currently procedures in place to utilize School facilities. Dr. LaCava provided a copy of the County's 2005 facility usage plan (see attached), noted it is also on their website, is in need of updating, cited the issues involved in use of facilities such as liability, custodial and other rules. He said the School Board tries to share as much as possible, are lenient with fees, cannot open up school kitchens, and would have to know what the City's needs are. He said the schools have tremendous after school programs supported by other foundations which are in effect until sometimes as late as 6:30 pm, and described extensive use of SRHS sports fields by the schools. Mayor Hill said the baseball field at one of the elementary schools is not always in use, and suggested maybe we can work out a schedule for its use by other sports organizations. Dr. LaCava reiterated that is why there needs to be an outline of the City's needs. Mr. Wolff asked if there were agreements between the School Board and other governmental agencies for use of facilities. Dr. LaCava cited an agreement between the County Transportation and School Board for use of garage facilities, and said agreements can be worked out. Mr. Wolff said perhaps we can ease the School Board budget, by the City funding some things which may be cheaper for us rather than build infrastructure. Ms. Coy said after reviewing the plan, she is not certain how the City would fit into any of the four categories described. Ms. Disney Brombach said she and Ms. Johnson worked on this diligently in 2007 before Dr. LaCava was hired, and there was a backlash from the community expressed in regard to the fee structure, stating certain costs should not be funded with School District funds, because they are watchdogs of School funds which must be used for education and not other purposes. She said Council can be ambassadors of that policy by making the citizens understand that facilities are available, but that there are usage fees involved in the use and staffing of the facilities. 2 Indian River County School Board Sebastian City Council Joint Workshop March 2, 2011 Page Three Mr. Wolff said it is understood that we have to come up with the money for items such as utilities and custodial services, and the School Board will have risk and could take a different policy on risk. Mayor Hill said it seems both groups are on the same page as long as we have a an agreement in place, and Council needs to approach the School Board with specific needs and find out what the costs will be. Mr. Gillmor noted in the schedule the SRHS auditorium seats 1000 and then an asterisk takes you to a cost sheet. He said there are activities planned in Riverview Park for such things as Pearl Harbor Day on days when school is not occurring, and suggested in the event of inclement weather, we could come to an agreement with the School Board to use that facility, citing the use of the auditorium on Sundays by Calvary Baptist Church. Mr. Wolff said we could start with an inventory of what facilities are available, narrow it down and then the City would determine how we would pay for it and what would be of interest to us and other groups and it would be on us that we are providing the facilities. Mayor Hill agreed it is not scary to have user fees, noting we have them on all of our facilities. Ms. Jimenez said this is a wonderful opportunity to collaborate, but the City should determine what its needs are, and figure out what is a realistic proposal for usage, and then they can work on knowing what is available, noting the School Board would need to know way in advance, and a proposal would be a starting point. Mr. Wolff said that is a good approach. Ms. Disney Brombach said it is up to Mr. Minner and Dr. LaCava to work those things out, and it is the Board and Council's job if we have the political will to have our staffs work these things out. She said there will be issues such as, was the school left as clean as it was, or did someone got hurt. She noted Calvary Baptist had taken some ownership of the school and in conjunction with school administration, has cleaned it up and taken great pride in it. Ms. Johnson said she was not aware that the Senior Center was no longer being used for senior social activities, and Ms. Coy said the facility on US 1 is now used only for adult day care. Ms. Johnson continued that the City has identified a need in its community, and perhaps the Board could meet that need for a less expensive cost than the need for capital outlay by the City. She said they have been very careful to provide facilities that are available for others to use, and she asked where the seniors are going now. Ms. Coy said good question and noted the City had a senior fair recently to help with letting seniors know what is available, said congregate meals was no longer able to be conducted at the Senior Center and fortunately By the River stepped up and offered their services for senior lunches. She said that is an example of how the community can make things happen, and how we can work together. She said seniors have great needs in Sebastian right now, and she also suggested having children getting involved with the seniors after school to share skills with one another. 3 Indian River County School Board Sebastian City Council Joint Workshop March 2, 2011 Page Four Ms. Jimenez said this would be a tremendous opportunity for mentoring of children for seniors who are able to do that. Ms Coy said there is tremendous talent out there, that sharing resources won't cost us a fortune, and sometimes we don't take the opportunity to spread our wings and cooperate. Mr. Wright said we are looking at civic events, sports groups and senior activities, and we are up against lack of facilities at Barber Street due to its use, and asked if there were facilities available Monday through Friday. Dr. LaCava said availability is not always the issue, there are other issues such as the Jessica Lundford Act, which requires us to know who can be in the same building as children, and diligence involved in knowing who comes and goes in your buildings, so it is always difficult Monday through Friday. He said current facilities are at about 80% capacity. Mr. Wright said he was just curious to know when facilities are not available, so we can get a schedule that reflects that and pin down availability, such as when school is not in session. Mayor Hill said as a Council we each need to come up with a list and present it to the City Manager to get it out to Dr. LaCava. Dr. LaCava said he liked Mr. Wright's idea of the focus on sports, senior and civic activities and that will make it easier for them to figure out what is available. Ms. Coy said from her past experience, even in inclement weather veterans' functions go on, because that ground is sacred to them. She said she would find out if they might be interested, but noted it is hard to get the word out at the last minute. Mr. Wright agreed. Mayor Hill said there other events such as Concerts in the Riverview Park which could get rained out. Ms. Disney Brombach said most of our schools are precincts for voting, and while neither of these bodies make that decision, perhaps we can go to the voter office and ask them to make some changes, noting every four years during presidential elections they have to close the schools and this is not in the best interest of the children or parents. She asked them if they had other places in the City to serve as polling places. Mayor Hill said there are only two schools in Sebastian, and there used to be voting at the community center, noting this building would make a pretty good precinct. Ms. Coy said no polling places she has ever been to have been very busy, though Mayor Hill noted at the last election there were lines out the door at one precinct. Mr. Wright said we would start with a discussion with the elections people, and Mayor Hill said the City Manager could contact the Supervisor of Elections and see what the process is and suggest this facility. 4 Indian River County School Board Sebastian City Council Joint Workshop March 2, 2011 Page Five Mayor Hill said he had spoken to Chairman Solari about having Commission meetings in Sebastian City Hall periodically, and perhaps the School Board could consider conducting meetings in Sebastian periodically in the evening so parents could attend. Ms. Jimenez said their meeting issue had been that of recording the meetings, and that setup is available here and thought it was a great idea. Mr. Wolff noted the City has hosted other meetings here such as the Mayors' meeting. Jeff Pegler said he and Mayor Hill had discussed that the local government paradigm is changing with this economy, and in other states agencies are sharing resources, and as we move forward over the next two years, he recommended we explore combining purchasing power with other governmental agencies, and look at ways we can really work together on a practical and basic level which will require more give and take and compromise, but if we have the political will it can have extraordinary results. Mr. Wright said we had a purchasing contract with the School Board in place already that was done a few years ago. B. Other Items Mr. Wright said he liked the idea of the School Board having a meeting in Sebastian, and another issue is doing a better job of publicizing information about what all of the agencies do, and described work being done to get an arrangement with ATT for better coverage of meetings and other activities for people who are not receiving Comcast Cable. He introduced Ed Herlihy who is leading the charge on this. Ed Herlihy said in December several governmental agencies approached ATT about running programming on ATT UVerse in addition to the existing Comcast, and that ATT said it would cost approximately $600 to $1000 per month. He said legal research had been done and a letter was recently drafted and sent around for all agencies to the President of ATT. He noted the law says if a new franchisee comes into an area it could pick up the old franchisee signal and put it on their system, which would cut out most of that cost. He said he has been in touch with the Communications Department for the School Board, and they had told them Board members have heard from parents who are interested in viewing meetings on UVerse. The City Manager said they were trying to get as many jurisdictions as possible to participate in getting ATT to extend their infrastructure, that he sent out the letter drafted by Mr. Herlihy, there are issues that need to be worked out, that the County is in position where they are going to send out a letter drafted by County Attorney Polackwich to tell ATT they need to be providing the services, though there needs to be a definition of "distribution center" defined. Mr. Wright said we are all in the same boat with this and if we are losing access to the public, we need to get that corrected, and suggested the School Board and other agencies get involved. 5 Indian River County School Board Sebastian City Council Joint Workshop March 2, 2011 Page Six Mr. Wolff said this discussion has suggested that both groups do have the political will to work together and we are going to hand it over to staff to work things out, the City can offer the services of our City Attorney to assist with agreements, and said he would like us to keep the enthusiasm expressed tonight and keep it burning. Ms. Disney Brombach said though we try to get the word out, awareness of what goes on in our community seems to just fall on the crowd that would know anyway, talked about comments by the Teacher of the Year about accountability, said that Council as a group has influence on what its constituents hear and knows best what is needed to make known the successes of our community, and the School Board also needs to do a better job of sharing information with the City for them to get to get the information out to the City's constituents. Ms. Coy agreed with the idea of having the School Board come to Sebastian to conduct meetings and highlight some of those things. She said Sebastian gets left out a lot and takes a second seat to Vero because of Vero's business community, and we need to bring more excitement to this area. Mr. McCain assured her they know about Sebastian, noting he used to live in Sebastian. Ms. Coy said Sebastian gets left behind because sometimes we don't tout what we have and we don't get our message out. Mr. Wolff said the City's commitment to education by inviting Indian River State College here to our City Hall campus has been successful and brought a lot of vitality to Sebastian, said that the School Board would get a fine reception in Sebastian, and suggested highlighting the Teacher of the Year. Ms. Disney Brombach said it is a boon to economic development to be able to say how many kids have received scholarships, citing four times the national average for athletic scholarships, and other achievements by local students, and it is those things that make people want to come to the community. Ms. Jimenez said we need to own how we are going to get all this good news out to you, are we going to send updates and emails because this is just political will at this meeting. She said people want to know, and the City won't be able to get the information if the Board doesn't get it to the City. Mr. Gillmor said Ms. Jimenez is right on the mark, that education is one of the most important things that attracts people to a community, and suggested we could provide a link on our website to the School Board site. Mr. Wolff suggested use of Channel 25, noting the City had just invested in new audio- visual /broadcast equipment. Ms. Johnson the School Board has "fast facts and it would not take a lot to Zink up. Mr. Wright said when the School Board has meetings in Sebastian, they could focus on Sebastian, and questioned why Channel 25 is not broadcast in Vero Beach or Vero 6 Indian River County School Board Sebastian City Council Joint Workshop March 2, 2011 Page Seven Approved at the Beach meetings are not broadcast in Sebastian, and said this needs to be followed up on and expanded. Discussion took place on how the Comcast franchise functions and where programming can and cannot be seen. Mr. Wright said he would like to be able to watch Vero meetings. Mayor Hill said Sebastian meetings can be seen live online from wherever you are on the City website. Ms. Jimenez said the School Board streams its meetings, said technology is changing and TV is becoming obsolete rioting she can stream video, and if we are going to spend time and money maybe we need to be looking to future technologies. Ms. Coy said the City just spent $75,000 to update its broadcast programming and perhaps could use some students to help with that. Ms. Disney Brombach asked Ms. Coy about the writing challenge regarding the veterans, and Ms. Coy said the information can be found on VFW.org for the topics for the next year, and that she is no longer actively doing that but we need to get the word out. Ms. Jimenez said she would leave dates for a Parents Academy, which will take place in Vero with several schools hosting speakers, and said this is another way to get the word out and she will suggest bringing that to Sebastian. Mr. McCain, on behalf of the School Board and Dr. LaCava thanked Council for hosting the workshop, said it is just a start but we need to keep moving forward, and recommended we think of this in terms of a long time, long horizon focus in terms of sharing facilities. Mayor Hill said it had been a pleasure having the School Board here, encouraged the groups working together, was glad to hear they are open to this, noting he has three children in the school system and said this type of communication is part of what will make this happen. He said if there is anything the City can do for the Board they should contact him or any member of Council and it will be brought before Council, and said he looked forward to the School Board meeting in Sebastian. 5. Being no further business, Mayor Hill adjourned the Joint Workshop at 6:46 p.m. March 23 2011 Regular Meeting 7 SCHOOL DISTRICT OF INDIAN RIVER COUNTY Administrative Procedures for Use of District Property, Facilities and Equipment Office of Risk Management and Employee Benefits Gerard J. Koziel, Director Phone: (772) 564 -3060 Fax: (772) 569 -2360 November, 2005 Table of Contents ADMINISTRATIVE PROCEDURES 1 Responsibilities of Principal Site Administrator 1 Responsibilities of User Conditions of Use 2 Facility Use Categories 3 Scheduling Facility Rentals 5 Hold Harmless Agreement Insurance 5 FACILITY USE CHARGES 6 FACILITY USE HOLD HARMLESS STATEMENT 9 REQUEST FOR FACILITY USE 10 INSURANCE RATE SCHEDULE FOR USE OF DISTRICT FACILITIES For One Day Events Only 11 Groups Using Facilities on a Regular Basis 12 ADMINISTRATIVE PROCEDURES FOR USE OF DISTRICT FACILITIES Authority to Grant Use of School Facilities School property, facilities and equipment are intended primarily for school educational purposes and for the benefit of students. No other use shall interfere with these purposes. School facilities may be made available for community use as long as all conditions are met and approved by the Director of Risk Management and Employee Benefits. Responsibilities of Principal Site Administrator (1) Determine if proposed use of property, facilities or equipment is consistent with Indian River County School Board Rule 10.01 and suitable for the facilities to be used. (2) Determine if dates of proposed use are in conflict with School Board sponsored activities. (3) Calculate the charges for use of school facilities. See the facility fee schedule on pages 6 through 8 of this handbook. (4) Request references from prior (landlords) if applicable. (5) Refuse to grant the use of any property, facilities or equipment when the organization or the proposed use fails to comply with School Board Rule or where an organization's prior use of school facilities in this or other school districts has been unsatisfactory. (6) Terminate the use of any school property, facilities or equipment whenever the organization using the facility fails to comply with any condition for use. (7) Prepare and submit to the Office of Risk Management written agreements on behalf of the School Board granting the use of school facilities. See forms on pages 9 and 10 of this handbook. 1 (8) Submit the following completed forms to the Office of Risk Management and Employee Benefits: a. Request for Facility Use b. Hold Harmless Statement c. Facility Rental Fee, if applicable (check or money order) d. Insurance Certificate OR Insurance Fee, if District is providing coverage e. Tax Exempt Certificates (Non -profit organizations) f. Custodial fee, if applicable g. Utility fees, if applicable h. Occupational License Responsibilities of User Conditions of Use (1) Risk of any loss to User's property shall be entirely upon User. User may not store any equipment, material or other matter in School Board's facility without written approval of the Director of Risk Management and Employee Benefits or designee. The use of open flames, makeshift electrical wiring, flammable and /or caustic materials and the like are prohibited. (2) All persons using the School Board's facility pursuant to the Facility Use Request shall confine themselves to the area of the facility to which temporary use has been granted. (3) The use of or possession of any form of tobacco, illegal drugs, alcohol, obscene materials or acts is prohibited. Profane language, gambling and/or violence are prohibited. (4) Food or beverages may not be used without written approval from the Director of Risk Management and Employee Benefits or designee. (5) Equipment or material owned by the school district may not be used or moved without written approval from the principal /site administrator in consultation with the Director of Risk Management and Employee Benefits or designee. If approval is granted, the User will be assessed a fee for any damage of School District equipment or material. 2 (6) Prior to the termination of the temporary use, all equipment. material and other matter brought onto the facility by User shall be removed and the facility cleaned and restored to the condition in which it was provided unless other arrangements are expressly approved in writing by the principal /site administrator in conjunction with the Director of Risk Management and Employee Benefits or designee. Failure to do so will result in an additional charge for custodial service based on the school district's need for school readiness. (7) User shall at all times provide sufficient supervision of its activities to insure compliance with the Facility Use Agreement. The School Board may require additional supervision to he paid by user, including police, as deemed appropriate by Principal /Site Administrator and Director of Risk Management and Employee Benefits. (8) Use of a facility may be terminated by the Director of Risk Management and Employee Benefits due to district need or breach of the Facility Lease Agreement. (9) The maximum capacity of the facility as set forth in Board Rules or as otherwise set forth by the School Board, shall not be exceeded. (10) Use of District facilities on a regular basis must be reviewed annually before renewal is granted. Facility Use Categories For scheduling and rental fees, organizations requesting use of school property and facilities shall be assigned to one of the following categories: (PLEASE NOTE: principal /site administrator in conjunction with the Director of Risk Management and Employee Benefits must approve all facility use requests). Category I: School Groups Clubs and organizations that are an integral part of the school program and support a group of students within a community of interest, under the direct policy leadership of the principal /site administrator. Examples of such groups are academic clubs, school civic clubs and school athletic clubs. Parent or community groups whose purpose is to support school activities. These include such groups as PTA, PTSA, SAC and booster clubs. 3 Category II: School Oriented Non-profit Organizations Educational institutions and certain other organizations or agencies which are not part of the School District of Indian River County, whenever facilities are used to provide services which primarily benefit the school, school district and /or the general public, approved by the Superintendent or his /her designee in advance. Agencies, organizations, companies or individuals who are providing academic or social interventions, therapy or other professional services to students or staff under a contract or written agreement with the school district. Non profit, non school affiliated student/youth oriented organizations which serve the interests or development of students, the majority of whom are from a school. These may include boy or girl scouts, or community led after school tutoring or activities, projects or programs, approved by the Superintendent or his /her designee in advance. Category III: Civic, Church and Fund Raisers Government operations, whenever facilities are used for city, county, state and federal government groups to carry out official functions, programs or meetings. Reciprocal arrangements will be established by the Director of Risk Management and Employee Benefits. Local church groups when needed for services (period of use will be restricted contingent upon group presenting county approved plans for construction of permanent facility). Local or national church or groups meeting for non religious activities. Entertainment or other programs sponsored by parent, civic, or church groups and school clubs and approved by the principal /site administrator. Category IV: For-profit and Other Users (Use of District Facilities for entreprenurial purposes) Commercial enterprises, for -profit organizations, entertainment groups, dance studios, theater groups, individuals who provide tutoring, non school sponsored summer camps, athletic clubs or other group activities that charge a fee. 4 This category also includes any activity that does not qualify under Category II. School District employees who sponsor for profit events must comply with School Board Rules: 2.08, 2.16 and 2.27. Scheduling Facility Rentals Activities sponsored by the School Board shall have priority over the activities of any other organization. Confirmation of community use of facilities may be withheld until such time as the school activity calendars are complete. Non School Board Activities: (1) The highest priority shall be accorded to Category I organizations and the lowest priority to Category V organizations. (2) Category I II organizations based within or primarily serving attendance area of a particular school shall have priority over other Category I and II organizations based outside or primarily serving another attendance area. Otherwise, among organizations of the same category, scheduling shall be on a first -come, first -serve basis. Hold Harmless Agreement Insurance Hold Harmless Agreement: All organizations using school facilities shall covenant and agree at all times to save, hold, defend and keep harmless the School Board and indemnify it against any and all claims, demands, penalties, judgments, court costs, attorneys fees, and liabilities of every kind and nature whatsoever in conjunction with any injury to or death of any person or damage to property due to or arising out of the demised premises or any part thereof, or from the use of the premises by anyone occupying or using the same, or arising out of any activity of the User, or due to the installation., operation or maintenance by the User of any fixtures or equipment in or upon the demised premises or which may be incurred by reason of any default or failure of the User to comply in any respect with the provisions of this agreement. Public Liability and Property Damage Insurance: User agrees to provide at its expense public liability and property damage insurance with limits of at least $1,000,000 for injury to any person or persons, including death, and $1,000,000 for damage to property covering the occupancy and use of demised premises. Said insurance to be placed with an insurance company authorized to conduct business in Florida and having a Bests Rating of A: VI or better. 5 User shall furnish School Board with a certificate or duplicate of such insurance policy or policies attached to the request for facility use. Said insurance certificate shall contain a statement stating that the School Board is an additional named insured and that the insurance is not cancelable without first giving thirty (30) days written notice to the School Board. Failure to Provide Required Insurance Coverage: In the event User is unwilling or unable to provide insurance coverage, then an amount shall be added to the use fee to cover the cost of insuring User in accordance with the Facility Use Policy in existence at the time of the use. See Insurance Rate Schedule on page 9 and 10 of this handbook Charges: Organizations using School Board facilities will be required to pay in advance and make a security deposit refundable after inspection is made by district staff and no damage noted. Facility Use Charges No charge will be assessed for use of outside grounds except for those listed in this schedule however, insurance is required. User categories: Category I: No Facility Rental Charge and no insurance required for indoor facility use. Category II: No Facility Rental Charge and insurance is required. Category III and IV: The following rental fees will be charged and insurance is required. For Category IV, seven (7) percent sales tax will be assessed to the rental fee. Use of any property or facility outside of normal school hours, by any category user, will carry a fee of $26 per hour for district personnel to open and close the property or facility. This fee will be paid to the school at the time that application and other appropriate fees are paid. Classroom Fees: $25 per use up to three hours. $10 for each additional hour or portion thereof after three hours. 6 Multi- Purpose Room: $50 per use room up to three hours. $15 for each additional hour or portion thereof after three hours. Non Classroom Facilities (up to 5 hours use) Auditoriums: Seating Rent Sebastian River High School. 1,080 Vero Beach High School 1,012 Freshman Learning Center 200 $320 Sebastian River Middle School 200 $320 Gifford Middle School 200 $320 Oslo Middle School 200 $320 See Presenter's Manual and Contract Gymnasiums Seating Rent Vero Beach High School (old) 2,000 $520 Vero Beach High School (new) 200 $320 Freshman Learning Center 1,200 $420 Sebastian River High School 1,618 $520 Sebastian River Middle School 1,000 $420 Oslo Middle School 600 $370 Football Stadiums: Seating Rent Utility Fee Vero Beach High School. 7,000 $1,020 $100 Citrus Bowl Sebastian River High School Shark Stadium 4,000 $1,020 $100 Baseball and Softball Stadiums: Vero Beach High School $420 $100 Sebastian River High School $420 $100 Fenced /Gated Soccer Fields: Vero Beach High School Sebastian River High School Rent $100 100 Cafeteria/Kitchens Cafe Cafe Kitchen Secondary Elementary Driving Range Utility Fee (NO CHARGE for daytime use) Vero Beach High School (three hour use) $75 Technical Equipment The use of technical equipment such as: televisions, VCRs, computers, printers, copiers etc. are assessed a fee of $5.00 per piece of equipment per contract period. This fee does not include paper. Paper must be supplied by the user. Playgrounds and Open Fields: Playgrounds and open fields are not assessed a fee and are available after school hours until sundown. Individuals using these facilities assume responsibility for any risk of injury or property damage. Organizations using these facilities for after school practices must schedule with the principal and provide certificates of insurance and complete the Hold Harmless Statement. Superintendent and /or his designee has the right to determine any and all category qualifications. Keys will no longer be issued to groups or individuals for use of District facilities. 8 $220 $420 $170 $370 1 Title SCHOOL DISTRICT OF INDIAN RIVER COUNTY 1990 25th Street Vero Beach, Florida 32960 FACILITY USE HOLD HARMLESS STATEMENT PLEASE PRINT Date: _J School/Facility: h duly authorized (Name) representative of (Organization Name) covenant and agree at all times to save, hold, and keep harmless the School Board and indemnify it against any and all claims, demands, penalties, judgments, court costs, attorneys fees, and liabilities of every kind and nature whatsoever in connection with any injury to or death of any person or damaged property due to or arising out of the demised premises, or any part thereof, or from the use of the premise anyone occupying or using the same, or arising out of any activity of the User, or due to the installation, operation or maintenance by the User of any fixtures or equipment in or upon the demised premises or which may be incurred by reason of any default or failure of the User to comply in any respect with the provisions of this agreement. Signed this day of 19 By: White Assistant Superintendent of Operations Canary Organization Pink School District Facility Mailing Address: Telephone Number: 003 -1996 -OPER GS7 -Item #32 Date of Event: Time of Event: Beginning: am/pm Ending: am/pm Date recvd. for processing: School/Facility: Room/Field Location: participants: Organization: Authorized Representative: Mailing Address: Contact Numbers: work: home: cell: User Category (examples may include but not limited to those listed) Please check one: gned: II Non Profit Student oriented groups Ex. Boy Scouts, Girl Scouts Tutoring Program 1 II Civic, Church, Non Profit fund raising Ex. City, County State Gov. Church, Non Profit Agency, Fund raising activity IV For Profit and other White Director of Risk Management Canary- Organization Pink School District Facility Goldenrod Finance School District of Indian River County 1990 25 Street, Vero Beach, Florida 32960 REQUEST FOR FACILITY USE *Please Print Please make checks payable to: School District of Indian River County I School groups /meetings No Insurance Required Ex.- Academic Club, Athletic Club, PTA, SAC Insurance: Certificate attached Fee Paid Insurance: Certificate attached Fee Paid Insurance: Business use Certificate attached Ex. Use supports a profit Fee Paid or business activity, non school sponsored camps or clubs Notes: I. Insurance required for categories II IV. Insurance requirements may not be waived. 2. For Category II IV, if no tax exemption certificate is furnished, tax will be charged. 3. District reserves the right to collect a security deposit. 4. Form must be filled out completely or will be returned. Signed: Date Date Rental Cost: (code 3425) Custodial fee, if applicable ($26.00 per hr x hours) Sales Tax, if applicable (Code 2260) *Sales tax must be charged if no certificate is on file or attached* Insurance fee, if applicable Utility fee if applicable TOTAL Sales Tax: Certificate on file (multiple occurrences) Certificate attached (Code 3495) Fee Paid I, as the above listed representative of the requesting organization, have submitted the above information as true and accurate and have read and hereby agree to the "Responsibilities of User /Conditions of Use" as part of the School District's Administrative Procedures for Use of District Facilities, as described on the reverse side of this request. As Principal/Site Administrator, I have reviewed the above application and hereby submit it to the Director of Risk Management for approval. Seminars Meetings (indoors) Craft Shows Speaking Engagements Auctions Auto Shows Educational Exhibitions Lessor Ushered Exhibitions Social Gatherings Musical Plays Theatrical Performances Class II Medium Hazard Sporting Events in Building Concerts (not rock) Dances, Picnics Lessee ushered Exhibitions Dog Shows Parades (under 500) Rummage Sales Tennis, Handball or Racketball Courts Bingo Games 1 FACILITY USE: The purpose of this policy is to protect the Permittees Licensees of SCERMP against liability claims where the user is the negligent party. 2005 EXTENSION RATE Class 1 Low Hazard Class III Moderate Hazard Parades (over 500) Rodeos Meetings (outdoors) Circus (no rides) Animal Racing Class IV High Hazard Circus (with rides) Carnivals Rock Concerts SCHEDULE MUNICIPAL No of Attendees 0 -50 51 -100 101 -250 251 -500 501 -1500 1501 -3000 over 3000 No of Attendees 0 -100 101 -250 251 -500 501 -1500 1501 -3000 over 3000 No of Attendees 0 -100 101 -250 251 -500 501 -1500 1501 -3000 over 3000 No of Attendees 0 -100 101 -500 501 -1500 1501 -3000 over 3000 BUILDINGS Rates 35.07 inci 70.16 inci 105.19 inci 137.07 inci 275.75 inci 430.35 inci Refer to Company Refer to Company Refer to Company Refer to Company Refer to Company Rates 175.33 302.84 430.35 860.71 1375.54 inci inci inci inci inci Refer to Company Refer to Company Refer to Company Refer to Company Rates 395.29 inci 492.51 inci 586.55 inci 1169.93 inci 1869.65 inci Refer to Company Rates Refer to Company Refer to Company Refer to Company Refer to Company Refer to Company 1 Concerts 2005 EXTENSION RATE SCHEDULE MUNICIPAL BUILDINGS Type of Group All Athletic Leagues (except football) holding practice games on SCERMP property Football Leagues holding practice and games on SCERMP property Individual Athletic Teams Social Groups Civic Clubs such as Boys Clubs, AA Meetings, Girl Scouts, etc with weekly meetings Social Groups Civic Clubs with monthly meetings YMCA Summer Camps (per 100 camper days) Schools Vocational Private using SCERMP classrooms 0 -50 games 50 -100 games 101 -200 games 0 -50 games 50 -100 games 101 -200 games Annual Premium Refer to Company 318.78 446.29 621.62 637.56 892.58 1243.24 446.29 557.87 398.48 ISO Rates 40% 398.48