Facility Use

Use of school facilities will only be allowed with prior approval through the online application program. Requests for use of school facilities must be submitted at least ten (10) days before the proposed date.

1. All contracts are subject to review and cancellation by the Building Administrators or Operations & Maintenance Department as student events take priority. The review shall be based on the best interest of the students, community, and Fraser Public Schools.
2. During normal school hours no contracts will be issued for activities that would be incompatible with the instructional purposes or directly related activities of Fraser Public Schools.
3. A school employee shall be on duty whenever any interior part of a building is used.
4. Proper supervision shall be the responsibility of the group using the school facility. If necessary, police protection may be required to ensure protection of the school property and enforcement of these rules and regulations. Any additional cost shall be the responsibility of the user.
5. Decorations are permitted only with approval of the building administrator. Only materials acceptable to the fire marshal may be used. Under no circumstances are any materials to be used on floors or other parts of the buildings without the approval of the school employee on duty. Decorations shall be removed by user at the end of the event.
6. Applicant organizations or individuals shall provide sufficient, competent, adult supervision. The individual signing the building usage agreement must be eighteen years of age and will be attending the event and will be responsible for all damages to the building or grounds.
7. Do not block fire doors, means of egress or block or tamper with any fire protection apparatus.
8. To protect the community’s investment, the District requires the following:
   • Return furniture and equipment to original locations
   • Leave school writing on white/chalk boards undisturbed
   • Erase whiteboards if vacant sections are used
   • Be respectful of a teacher’s desk and materials
   • Materials and equipment in the area should be left undamaged
   • Clean up the area after use, including table tops and floors
   • Close windows and turn off lights upon leaving
   • Place all waste in the proper receptacle
9. If damage occurs, please report it promptly to the custodian on duty. Users are held responsible for damage. If no custodian is on duty please contact Operations and Maintenance at (586) 439-7114.
10. The user is not to use or operate any school equipment other than that specified in the contract.
11. Any furniture or equipment that needs to be moved should be done so by custodial staff only.
12. In case of medical or other emergency situations, please notify the custodian or building administrators on duty, and they will take a report of the incident.
13. Groups are responsible for providing all supplies and materials necessary.
14. If schools are closed due to bad weather, all scheduled building activities and outdoor facility use are also canceled. Consult a radio, TV or the District website for notification of cancellation.
15. No running or playing in hallways or restrooms. Do not open hallway lockers or enter open classrooms.
16. The use of district telephones by user groups is prohibited unless prior approval is granted. If granted, the group agrees to reimburse the school district for any charges incurred.
17. Smoking in a school building or on school property is strictly prohibited by law (Section 333.12604).
18. Alcoholic beverages are not permitted on school property. Anyone who appears to be under the influence of alcohol will be denied access to a school facility.
19. Guns, weapons, or guard dogs are not allowed in any school building or on any school property without prior written permission from the Superintendent/designee. (Government law enforcement officers are exempt; private security guards are not exempt.)
20. Any activity that may violate the canons of good morals, manners, or taste or be injurious to the buildings, grounds, or equipment is prohibited.
21. Commercial advertising is prohibited.
22. Sub-leasing or shared use is prohibited.
23. For Group 1 and 2 users, serving food or utilizing the kitchen facilities to the general public, the following must be arranged through the Food Service Director. A district food service employee must be present at all times when the kitchen is in use during the scheduled event, including set up and clean up. This requirement may be waived at the discretion of the Food Service Director. When serving food, whether utilizing the kitchen facilities or not, one of the following options must be arranged through the Food Service Director:

• Option 1 A district food service employee must be present during their entire time (see above)
• Option 2 A temporary Health Department License must be issued for the schedule event. The application must be applied for at least one week in advance of the event to the Health Department. The Director of Food Service should be contacted at least one month prior to the event for assistance.
• For Group 3 and 4 users, all the above options and rules above are applicable plus the following additional option:
• Option 3   Utilize the catered services of a licensed food service establishment without using the kitchen facilities.
• For Option 2 and 3, Fraser Public Schools, must be named as an additional insured and indicating that the group has Products Liability endorsement on the policy.

The Fraser Public School District will attempt to satisfy all building use requests. However, due to scheduling conflicts it may become necessary to move your meeting location to another area within the school or school district.

It is the policy of Fraser Public Schools to make school facilities available to the residents of the school district within established regulations intended for the protection of the interest and property of the school district. School facilities are available via the following priority:

Group 1: School Affiliated Groups

School Affiliated Groups are defined as those whose activities directly relate to the District.

The following groups within Fraser Public Schools community are in general, exempt from indoor and outdoor facility fees and may use the school facilities during the normal work day as approved by the appropriate administrator. Events under this designation are not subject to facility fees. Any personnel costs incurred by Fraser Public Schools for the event will be billed accordingly if event occurs at a time other than the regular custodial schedule or causes overtime due to additional work.

Individuals within these groups who wish to use the school facilities for personal use will be considered Group 2.
Qualifying groups encompass members of our student body and staff, sponsors, classes, athletics, clubs, etc., including the following:

• District Staff (for professional use)
• Board of Education and School Committees
• Student Clubs
• Fraser Public Schools Athletic Teams and associated practices
• Fraser Education Foundation
• Fraser Alumni Association
• Fraser Employee Associations
• Booster Clubs
• Parent Teacher Organizations

These groups will not be charged for any facility fees unless it is deemed necessary by the Superintendent or an authorized designee.

Group 2: Parent and Student Affiliated Organizations

At least a majority of the members/participants of a parent and student affiliated organization must be students that currently attend Fraser Public Schools and/or parents of a student that currently attend Fraser Public Schools. Some of these groups include:

• Scouts
• Parks & Recreation (located within the District)
• Other District Approved Organizations

These groups will only be charged for facility use if they are using the facility outside of normal business hours. Certificate of Liability Insurance or waivers will be required when submitting a Facility Use Request (see Liability Insurance Requirements).

Group 3: Community Organizations

To be considered a community organization at least a majority of the members/participants of the organization shall be residents of the Fraser Public Schools. The School district may require a membership list of names, addresses, and phone numbers of all members as verification. Some of these groups include:

• Little League or Other Organized Athletic Teams
• Kiwanis, Good Fellows, Lions and other non-profit organizations
• Municipalities
• Neighborhood Groups
• Churches/Religious Education Classes

Fees will be charged for this group in accordance with the Facility Use Fee Schedule. Certificate of Liability Insurance or waivers will be required when submitting a Facility Use Request (see Liability Insurance Requirements).

Group 4 Non-Community Organizations

This group includes all other organizations or groups not listed above. However, a group or organization under this category may conduct training or meeting sessions for employees related to their business, but may not actually generate revenue or profit from the activity. A fee for use is charged as set forth in Facility Use Fee Schedule.

Certificate of Liability Insurance or waivers will be required when submitting a Facility Use Request (see Liability Insurance Requirements).
 

The following rules and regulations are set to preserve our stadiums and fields:

1. All organizers or sponsors are responsible for their groups’ behavior.
2. Any activity that may violate the canons of good morals, manners, or taste or be injurious to the buildings, grounds, or equipment is prohibited.
3. If damage occurs, please report it promptly to the custodian on duty. Users are held responsible for damage. If no custodian is on duty please contact Operations and Maintenance at (586) 439-7114.
4. Alcoholic beverages are not permitted on school property. Anyone who appears to be under the influence of alcohol will be denied access to a school facility.
5. Smoking in a school building or on school property is strictly prohibited by law (Section 333.12604).
6. Guns, weapons, or guard dogs are not allowed in any school building or on any school property without prior written permission from the Superintendent/designee. (Government law enforcement officers are exempt; private security guards are not exempt.)
7. Commercial advertising is prohibited.
8. Sub-leasing or shared use is prohibited.

Stadium Rules and Guidelines

1. Only molded cleats; screw in style football or soccer cleats; turf shoes; or sneakers may be worn on the stadium field.
2. No Gatorade/PowerAde or any other drink supplement can be consumed on the stadium turf as it will stain the turf. In addition no gum, sunflower seeds or similar snacks may be used on the stadium turf.
3. No dogs (unless working dogs) or other pets are allowed in the stadium complex.
4. No bikes, scooters, skateboards, etc. are allowed in the stadium complex.
5. Use of field restrooms & concessions are by approval only. Additional fees will apply if use is requested & granted.
6. Teams must reschedule all make-up game dates by resubmitting the new dates on the Community Use Login Site, subject to availability.

Baseball/Softball Rules and Guidelines

It is the responsibility of the teams using the fields to ensure that all fields are in the same condition as when the team arrived including lining, raking & dragging of the fields.Bases are not provided by the school district. The District is not responsible for the lining of athletic fields.

1. Trash must be removed from fields prior to departure, or the cost of pick up will be allocated to the applicant.
2. The district will maintain grass according to district standards.
3. Uses of field bathrooms and concessions are by approval only. Additional fees will apply if use is requested and granted.
4. All vehicles must be confined to designated parking areas and are not permitted on or adjacent to fields.
5. Teams must reschedule all make-up game dates by resubmitting the new dates on the Community Use Login Site, subject to availability.

Gymnasiums/Weight Room Rules and Guidelines

1. Only water or sport drinks will be allowed. Food is not allowed.
2. Use of gyms will not be permitted for baseball practice /conditioning.
3. When leaving, all doors and windows are to be locked.
4. Uses of field bathrooms and concessions are by approval only. Additional fees will apply if use is requested and granted.
5. Teams must reschedule all make-up game dates by resubmitting the new dates on the Community Use Login Site, subject to availability.

Violation of these rules and regulations or failure to pay invoiced amounts may prevent the approval of future applications for use of fields and/or may cause existing permits to be revoked. Fraser Public Schools reserves the right to cancel without notice, any permit for athletic use due to snow days, acts of God, school functions or any circumstances beyond the control of the school district. In the event of such cancellation, the district will not be liable for any damages, which may result and it will refund any fees paid in advance that may remain after any costs incurred up to the time of cancellation. If the district decided the use of an athletic field by a Group 3 user requires that staff of the school district be used for snow or ice removal from its parking lots, the wage and benefit cost will be assessed to the user group at the actual time incurred for the grounds.
 

1. No food or beverages may be brought into the auditorium without prior approval of the Performing Arts Center Manager.
2. Only properly trained school personnel will operate or move lighting, sound, projection, stage equipment and curtains.
3. Specific equipment needed (microphones, grand piano, risers, etc.) must be requested at the time of application.
4. All requests for the auditorium and/or its equipment and materials must be approved.
5. Nothing shall be fastened to the auditorium floor or stage front.

• Individuals or groups will not be allowed the use of a swimming pool without the service of two qualified lifeguards.
• No underwater equipment shall be used except with the permission of the Athletic Director.
• Persons using any swimming pool shall conform to the health regulations established by the Board of Education and as administered by the lifeguard or instructor.
• No employees may swim alone at any time. A certified lifeguard must be present if any employee is swimming in the pool. Non-compliance with this rule will result in disciplinary action.

The Board of Education shall make the public school facilities available to local units of government for voting precincts, subject to the following conditions:

1. The local units of government shall be billed for extra services rendered by school employees necessitated by the election.
2. Building administrators prior to election days must approve activities in the locations used as voting precincts. This does not include normal school programs.
3. Election Officials shall submit to Fraser Public Schools Operations and Maintenance Department a building floor layout and a list of equipment needed prior to voting day.
4. All fire lanes and driveways that are considered fire lanes shall be kept free of parked cars.
5. Election officials shall provide adequate supervision to see that the public abides by the rules and regulations of the Michigan State Bureau of Elections.
6. Proof of insurance is required as follows:
   • Commercial General Liability with a combined Bodily Injury and Property Damage limit of not less than One Million ($1,000,000) dollars per occurrence and Two Million ($2,000,000) Dollars per Aggregate.
   • Insurance Company Rating must be rated A- or higher by AM Best.
   • Fraser Public Schools including the Board of Education must be listed as additional insured.
      

The applicant is responsible for payment of all charges associated with the group’s use of facilities/sites. Checks should be made payable to Fraser Public Schools.

Fees associated with the event are due upon receipt of the invoice. Any other special payment considerations must be submitted and approved by the Business Manager or an appointed designee. All fees charged for Use of School Facilities are to be remitted to the Business Office.

General Information

• Hourly rental fees and personnel fees are charged to all users at established rates for a given year. For large events, the building administrator and the facility director will determine the appropriate quantity of personnel. Rates are subject to change without notice. Please refer to rate schedule.
• Notifications of cancellation must be submitted to the Business Office at (586) 439-7034. Cancellations made less than 48 hours before an event may be charged the full rental fee and personnel fees.
• Non-payment of fees within thirty (30) days after invoice will result in the loss of facility use privileges.
• Payments outstanding at the close of the school year are subject to referral to a collection agency.
• The Director of Business and Finance may negotiate contracts for large volume users to benefit the school district. Flat fees may apply to certain events in order to cover costs incurred by Fraser Public Schools.

A Certificate of Liability Insurance is due five (5) business days prior to use for Groups 3 & 4. 

The following are the insurance requirement for outside groups using the Fraser Public Schools facilities: 

• The district and the Board of Education should be named as “additionally insured." 
• The Certificate of Liability Insurance must include Commercial General Liability with a combined Bodily Injury and Property Damage Limit of not less than 1,000,000 dollars per occurrence and 2,000,000 dollars per aggregate. 

The applicant, further known as “The Organization,” hereby agrees to hold harmless and indemnify Fraser Public Schools, its officer, agents and employees from any and all claims, losses, actions, suits, judgment, attorney fees, costs and liabilities regardless of merit, arising from injury to persons, including death, or damage to property which may hereafter be asserted by any person, corporation or other entity against the Fraser Public Schools. Any acts, transactions or occurrences arising during the use of Fraser Public Schools facilities by the aforesaid organization to the extent of liability coverage’s provided under separate cover by said organization and which claims, losses, actions, suits or judgments arise from negligence, through commission or omission of The Organization, its designated agent, servant or employees only. 

It is expressly agreed and understood that The Organization is not responsible for the acts or failures of action of the employees of Fraser Public Schools, defects in design and/or maintenance of the facilities and claims, losses, injuries, actions, suits or judgments there from, nor is The Organization responsible for Workers' Compensation benefits or otherwise to the employees of Fraser Public Schools, such responsibility remaining with Fraser Public Schools. 

By signing the contract the applicant is agreeing that he/she has read the Hold Harmless Agreement, rules and regulations governing the Use of Facilities at Fraser Public Schools including the payment process and I will abide by them to the best of his/her ability. 

Weekends are Friday evenings, Saturdays and Sundays.

Fee Schedule - PDF