Apollo-Ridge School District
ATHLETIC FIELDS REQUEST FORM
2016 - 2017
The Apollo-Ridge School District strives to work cooperatively with both school-related groups and our community. Groups seeking to use school district facilities must complete the district’s Athletic FieldsFacilities Request Formand return the form to Carol Kopnicky, in the Facilities and Property Services Office. Questions regarding the form can be answered by calling 724-478-6051.
IMPORTANT INFORMATION: In an effort to accommodate the needs of groups who wish to use the District’s facilities, we must require that all facilityrequests be submitted at least TWO WEEKS prior to the date that thefacility is needed. Following these guidelines will assist us with meeting your needs, supporting the efforts of our hard-working employees, and providing all groups with facilities that are clean and safe. This TWO WEEK time period is essential.
Please Note: Requests received with a minimum TWO WEEK notice may be rejected due to safety or sanitation needs.
As always, thank you for your support and your cooperation with this very important matter!
WE STRIVE TO GO THE EXTRA MILE FOR YOU AND OUR STUDENTS!
2016-2017
6/7/16
Apollo-Ridge School District
REQUEST FOR USE OF SCHOOL ATHLETIC FACILITIES
Groups Using Facilities
Group I:School activities connected directly with the school program or very closely related: (School groups, parent/teacher organizations, Booster Clubs, PTA, etc.)
Group II:Non-profit local groups that pertain to the curriculum and/or school services and support groups.
Group III: Non-related School Activities/Including Private Interest Groups and/or for profit groups: (Civic groups, clubs, independent sport groups, carnivals, car shows, etc.)
NOTE: The organization or individual making the reservation is responsible for the order and discipline during the use of the school’s facilities. Regardless of the group designation, an adequate number of responsible adult representatives shall be present at all times. Failure to provide enough responsible adult supervision may result in the loss of facilities use privilege.
FIELD REQUESTED:
PERSON/ORGANIZATION MAKING REQUEST:
*Signature indicates person has understood all rules/regulations pertaining to this application and accepts responsibility for the organization making the facilities use request.
DATE(S) OF USE:
(If you need to come in earlier to “set up”, please list “set up” time:
Hour Event is to Start:Hour Event is to End:
PURPOSE:
Est. Number in Admission Fee
AttendanceCharged______Yes ______No
PERSON RESPONSIBLE FOR SUPERVISION:
ADDRESSPHONE:
Group’s Contact Person in Case of emergency situation (deemed by the district) where as the event has to be cancelled on a last-minute notice:
Name:______PHONE/CELL PHONE:______
ATTENTION: All groups should prepare a “PLAN B” in case the event needs to be suddenly cancelled by the school district due to weather, parking conditions, emergencies, and/or any other unforeseen situation that may arise.
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************
Approval:Administrator:Approved______Disapproved:______Date:______
Upon approval the building administrator is to send a copy of approved form to:
[ ] Custodial Supervisor ______Date Sent
[ ] Facilities Use Coordinator ______Date Sent
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Is Security needed:______Yes______No
Equipment Needed: [ ] Podium [ ] Microphone(s): # of wired____ # of wireless____
Concession Stand #1[ ] Yes[ ] No
Concession Stand #2[ ] Yes[ ] No
**Any group(s) wishing to use the field’s Concession Stand(s) will need prior special approval from the Apollo-Ridge School Board. SEE ADDITIONAL REQUIREMENTS ON PAGE 5.
OTHER ITEMS NEEDED:
______
(Note: We do not provide extension cords – please bring your own. Thank you.)
Extra Custodian(s) Needed: ____Yes ____No
Describe any special set-up needed:
______
Reason for Disappr0val of Facilities Use:___
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PROCEDURES
- Athletic FieldsRequest Forms may be obtained from any principal’s office. Please fill in the blank spaces in specific detail. Completed Athletic Fields RequestForms must be submitted to the building principal at least two (2) weeks prior to the date of use.
- The application is to be sent to the Building Principal for approval or disapproval. If approved, the principal must send a copy of this form to the Custodial Supervisor and Facilities Use Coordinator on the same date as approval is made.
- Please request any school owned equipment such as utilities, chairs, etc., in the space provided.
- Disapproval must be accompanied by an explanation.
- The check for the security deposit must be attached to Athletic Fields Request Form when it is submitted to the building principal for approval. All facilities use fees (see attached schedule) will be invoiced to person/group requesting facility. All fees must be paid by check (made payable to Apollo-RidgeSchool District) and mailed to Apollo-RidgeSchool District, Attention: Carol Kopnicky, P.O. Box 219, Spring Church, PA15686.
*IMPORTANT NOTICE: Any person/group wishing to change or cancel a scheduled event must contact Carol Kopnicky, Facilities & Property Services
Administrative Assistant AT LEAST 24 HOURS IN ADVANCE at 724-478-6051.
If Carol Kopnicky cannot be reached, please contact Mr. Steven Kijowski, Director of Facilities & Property Services at 724-478-6050. FAILURE TO NOTIFY THE FACILITIES USE ASSISTANT OR COORDINATOR OF ANY CANCELLATIONS OR CHANGES WILL RESULT IN A “NO SHOW” FEE BEING LEVIED AGAINST THE RESPONSIBLE PERSON/GROUP REQUESTING THE FACILITIES USE in the amount of at least $50.
RULES AND REGULATIONS FOR USE OF ATHLETIC FIELDS
- Any extra curricular activities that involve Apollo-RidgeSchool District students using the facilities shall do so without cost as long as the event is held within the normal custodians’ scheduled shift. Any event scheduled during non-scheduled custodial work hours (i.e.: events held on Saturdays or when school is not in session) will be subject to a fee totaling an amount to cover the additional custodial hours and utility fees.
- Permits granted to organizations or individuals may be cancelled at the discretion of the superintendent subject to review by the Board. School activities have preference in scheduling.
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- The use of school athletic fields is limited to residents of the Apollo-Ridge School District except by special application to the superintendent and approval by the Board.
- Groups and organizations will abide by all school district regulations and policy relative to the use of school facilities.
- Smoking, gambling, the use of alcoholic beverages or any depressant or stimulant which is dispensable only by prescription unless in compliance with a physician’s orders is prohibited; nor shall any person come upon school premises when under the influence of such materials unless pursuant to physician’s orders.
- No equipment is to be brought onto the fields (or in the stadium) without the permission of the Athletic Director and/or facilities use coordinator. All decorations must be of fire resistant materials and meet current fire standard codes.
- The party signing the Application for Use of School Facilities form shall be construed as the person responsible for assigning supervision, charges, and fees. They will also be responsible for having ADEQUATE RESPONSIBLE ADULT SUPERVISION during the activity. Failure to have enough responsible adult supervision will result in the loss of facilities use privileges.
- Users of school equipment accept liability for any damage or loss.
- Any school district equipment used shall be operated by school district personnel only.
- All groups and/or individuals must indemnify and hold harmless the District and its agents and employees for and from any loss including attorney’s fees, damages, expenses, and/or liability arising out of their use of school property/facilities. They must pay for any/all damages to school athletic facilities and/or equipment arising out of their use of school athletic facilities whether such damage was accidental or deliberate. The cost of damages will be based on the repair or replacement cost, the choice ofwhich is at the School Board’s discretion.
- It is required that all non-school group users (Groups #II and #III) of the facilities have a liability policy. All non-school groups (Group #II and Group #III) must attach acopy of the group’s Certificate of LiabilityInsurance to the facilities use requestform when submitting the form for approval. It is recommended all school related groups (Group #I) have a Certificate of Liability Insurance (and attach it to the facilities use form).
- VIOLATION OF ANY ATHLETIC FIELDS FACILITIES USE RULES/REGULATIONS MAY RESULT IN FUTURE REQUEST(S) BEING DENIED. The Board reserves the right to deny continuing use of the facilities when damage occurs, (even though damages have been paid) or failure to comply with rules.
- When the Apollo-Ridge schools are closed because of weather or emergency conditions, all activities of all organizations are cancelled. (Groups would need to refer to their Plan B “Back up Plan” at this time.)
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- All fire safety codes and regulations shall be strictly followed and adhered to at all times.
- The group/organization requesting the facility use will be charged a “no show” fee to cover the school district’s expenses if the school’s facilities contact person is not informed of the group’s cancellation at least 24 hours in advance. The amount will be obtained from the group’s security deposit.
- If a flyer is going to be distributed for the event scheduled, a copy of the flyer must be attached to the completed facilities use request form for submission. **The flyer must be pre-approved by the maintenance office/superintendent office before distribution.
- ALL ATHLETIC FIELD USE REQUESTS:
- All field prep is to be done by Apollo-Ridge School District personnel ONLY.
- Trash clean up and proper disposal is the responsibility of the group/person requesting the field(s). Failure to do so will result in the district having the field cleaned up and trash removed at the group’s/person’s expense. The district may also deny any future field use by the group/person that does not comply with the district’s rules.
Note for Booster Group Organizations: All booster groups are required to annually complete and submit a Facilities Use Request Form for approval. The district must have an approved annual request form on file in order for a booster organization to continue using a district owned concession stand each year.
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FACILITIES USE FEE SCHEDULE
Effective August 1, 2011
GROUP #1
- Use of Owens Field: The organizations included in Group #1 would only be charged a “utilities” fee. In the case of the event being a “no show” the group would be charged a “no show” fee of at least $50.
* A custodial fee of $ 25.00 per hour per custodian will be charged if the event is scheduled after normal working custodial hours (example: Saturdays, etc).
**Note: Any situations that arise that are not designated on the fee schedule will be charged a fee based on the discretion of the Facilities & Property Department, the Superintendent of Schools, and/or the Apollo-Ridge Board of School Directors.
A Current Certificate of Liability Insurance must be attached to the request form.
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Group #2 and Group #3
FEE SCHEDULE FOR OWENS FIELD
OWENS FIELD$50 per hour +Security Deposit $ 300.00
*All Other Fields$50 per hour+Security Deposit $ 200.00
Locker Room:$50 per hour/PER locker room + Security Deposit of $100.00/PER Locker Room
Pressbox:$50 per hour+Security Deposit $100
Garbage Removal:$50 per event
Utilities (lights, water, heat, etc.)$150 per event
Labor/Materials to prep/$100 per event
Line field
**All field prep is to be done by Apollo-Ridge School District Maintenance/custodial staff.
Field Set Up:$100 per event(benches, mats, signs, side line mats, etc.)
Staff On-Site:$25 per hour per each custodian
$25 per hour per each maintenance person
Security:$20 per hour per security person (or current fee issued by security service)
Owens Field -:$50 per day+Security Deposit $250
Parking Lot
Ambulance Service:*Must make your own arrangements when an ambulance is required.
**CONCESSION STAND #1 AND/OR CONCESSION STAND #2 MUST HAVE PRIOR A-R SCHOOL BOARD APPROVAL.
Concession Stand #1$50 per hour+$100 Security Deposit
Concession Stand #2$50 per hour+$100 Security Deposit
- ‘NO SHOW’ FEE – Amount to cover district’s expense – at least $50.
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Group #2 and Group #3
FEE SCHEDULE FOR OTHER ATHLETIC FIELDS
BASEBALL FIELD$20 per hr. + any additional expenses (i.e. field dry)
SOFTBALL FIELD$20 per hr. + any additional expenses (i.e. field dry)
Note: 1. Any situations that arise that are not designated on the fee schedule above will be charged a fee based on the discretion of the facilities/property department, the Superintendent of Schools, and/or Apollo-Ridge school Board.
2. Adult groups that wish to use the school district’s fields on a yearly continual basis can negotiate a yearly field use fee upon the approval of the facilities department, the superintendent, and/or the school board.
- NO SHOW’ FEE – Amount to cover district’s expense – at least $50.
Ambulance Service:*Must make your own arrangements when an ambulance is required.
The Apollo-Ridge School District is an equal opportunity institution and will not discriminate on the basis of race, color, national origin, sex, handicap or age in its activities, programs, or employment practices in accordance with federal and stage regulations. If there are any questions, Mr. Clint Weimer, Title IX Coordinator at (724) 478-6000 (extension 1001).
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Facilities Use Security Personnel Request Form
Activity/Function:
Group/Organization Responsible for Activity:
Date of Activity/Function:
Event Set Up Time:
Time Event Starts:
Time Event Ends:
Number of Security Personnel Needed: (**The number of security personnel will be determined by the building principal and/or facilities use coordinator.)
Security personnel duties (i.e. parking, crowd control):
Additional Information/Instructions:
Signature of person/group responsible for activity:
Date:
Initials of building principal and/or facilities use coordinator:
NOTE: SO WE MAY PROVIDE THE BEST POSSIBLE SERVICE, PLEASE SUBMIT THIS FORM TO US WITH THE COMPLETED FACILITIES USE REQUEST. A minimum of two (2) weeks advance notice is required.
(Office Use Only:)
Date Facilities & Property Services Office received request:
Date Security was called:Time of call:
Security Person Facilities & Property Services office talked to:
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2016/2016
6/7/16