Facility Use and Rentals

Make a facilities request

Only not-for-profit and nonprofit organizations are allowed to reserve and rent facilities.

FAs a service to the community and in accordance with law, the board of education may allow community groups, as defined in this policy, and individuals to use district facilities for educational, recreational, social, civic, philanthropic and other similar purposes when the facilities are not being used by the district or district-sponsored groups. The superintendent or designee is directed to create and implement procedures addressing facility use and may approve or deny facility use requests in accordance with this policy.

Granting a request to use district facilities does not constitute district endorsement of the activity, organization, organization's mission or any opinion expressed by the individual, groups or members of the groups.

Eligible Users

Use of district facilities is a privilege, not a right. Except as otherwise permitted in this policy or the accompanying procedure, any community group or individual who wishes to use district facilities must complete the application process. The district intends to maintain district facilities as nonpublic forums and reserves the right to exclude individuals or groups from its facilities or cancel or modify any permission granted, to the extent allowed by law.

District facilities may not be used by for-profit entities or by any individual or group conducting business for the primary purpose of making a profit for an individual or group. Priority will be given to applicants who wish to use district facilities for purposes that directly benefit district students. Use of district facilities will not be granted if the use conflicts or interferes with a district-sponsored activity, and all uses granted are contingent upon the district's needs. An individual or group whose request for the use of facilities has been denied by the superintendent or designee may request to speak to the board regarding the usage. The board will make the final decision if any dispute over usage occurs.

Staff use of district property and facilities is subject to this policy and applicable procedures when the use is for personal purposes or reasons other than performing the staff member's duties with the district.

Internal:  School or District events 
No rental fees or custodial fees applied; Use of another building must be approved by that building’s administrator and the Director of Operations. School/District sponsored events must be directly supervised by a WGSD administrator or their designee.
Examples: BOE meetings, band concerts, open houses, etc.

Elections: St. Louis County Board of Elections Polling Places
No rental or custodial fees applied;
RSMo Section 115.117 The election authority may designate tax-supported public buildings or buildings owned by any political subdivision or special district to be used as polling places for any election, and no official in charge or control of any such public building shall refuse to permit the use of the building for election purposes.  

Group 1:  School sponsored clubs, PTO sponsored activities, official feeder teams, Scouts
No rental fees; custodial fees will be applied if needed, WGSD will determine custodial needs. Table and chair fees will be applied if the user requires additional items delivered from another building. 
*Must be directly supervised by a sponsoring adult; school sponsored clubs must be directly supervised by a WGSD administrator and/or certified employee.
Examples: PTO movie night, scout meetings, WGHS designated feeder team practices and games

Club and PTO events:  Events must be approved by the building administrator and must take place at their home building, use of another building may apply Group 2 fees.

Feeder teams:  One local club/team may be designated as an official feeder team for each WGHS athletic team; The head coach, or an assistant coach, for the WGHS team must serve as coach or liaison for the feeder team; all players must reside in WGSD boundaries. The Superintendent, or their designee, will approve feeder teams.

Scouts:  In accordance with law, when the district allows youth or community groups not affiliated with the district to use district facilities outside of school hours, the district will provide equal access and related services and benefits to groups officially affiliated with the Boy Scouts of America, Girl Scouts of the United States of America, Big Brothers Big Sisters of America, Boys and Girls Clubs of America, or other groups or organizations listed in Title 36 of the U.S. Code that are intended to serve young people under age 21.

Group 2:  Local youth groups, parent-led clubs & groups 
Non-for-profit groups located within the district that provide a direct benefit to district students. Custodial fees will be applied if needed, WGSD will determine custodial needs. *Must be directly supervised by a sponsoring adult.

Group 3:  Local adult groups
Non-for-profit groups or municipalities located within the district that provide a direct benefit to residents within WGSD. Rental fees will be applied; Custodial fees will be applied if needed, overtime and/or additional coverage/supervision, WGSD will determine custodial needs.

Group 4:  Outside groups 
Non-for-profit groups that are not based within the district. Rental fees will be applied; Custodial fees applied if needed, WGSD will determine custodial needs.

Groups 1-4 must provide a certificate of insurance in compliance with BOE policy.

USE OF SCHOOL FACILITIES POLICY: KG

As a service to the community and in accordance with state law, the Board of Education may allow the use of public school facilities by individuals, groups and associations for educational, recreational, social, civic, philanthropic and other similar purposes as the Board deems are for the best interests of the community.

Permission to use school facilities will be granted to community organizations and residents by the superintendent, or his or her designee, in keeping with the policies, rules and regulations adopted by the Board. However, such use will not interfere in any way with the regular programs and activities of the school district.

A nominal rental fee to cover operational costs (heat, lights, etc.) and custodial service will be charged in accordance with a schedule recommended by the superintendent and approved by the Board. The Board may consider waiving the fee for special public programs.

The use of playgrounds and buildings during the summer months for recreational purposes shall be governed by the superintendent according to the Board policies, rules and regulations.

A valid certificate of insurance will be required before any permit for school facilities will be approved.

Adopted: April 28, 2003
Legal Refs: 177.031, RSMo.
Webster Groves School District, St. Louis County, Missouri