Facility Use

OSSD BOT Policy EBH - School Facility Rental

1. School facilities may be used only when they are not needed for instructional, academic, school sponsored, or school related activities. Facilities will be used by the public in accordance with this BOT policy, local codes, and state and federal laws. If found in violation, additional charges may be incurred.
2. Approval for the facility rental will be granted by both the facility administrator and the superintendent's designee.
3. OSSD, in its sole discretion, may require any requesting group or organization to furnish proof of liability insurance in the amount of $1,000,000.00. The group or organization using school facilities shall protect, defend, indemnify and hold harmless the OSSD, the BOT and all OSSD administrators, district officers and employees from any loss, damage, liability, cost or expense that may arise during or be caused in any way by such use of occupancy of OSSD property. If required, proof of insurance shall be submitted with the rental application and reviewed by the OSSD Insurance/Purchasing Specialist.
4. Each group or organization desiring use of OSSD facilities shall submit a written application available on the District website.
   1. In submitting an application for use of OSSD facilities, users must identify the activities to be conducted and shall further state with specificity the areas of building (i.e. gymnasiums, classroom, cafeteria, etc.) to be used. Once approved, the users must confine their activities to the areas identified in the application.
   2. In submitting an application for use, prospective users shall submit the name, address and phone number of the representative of the group, party, organization, etc. OSSD shall require the presence of the representative of the group during the use of the premises.
5. OSSD reserves the right to assign an employee to supervise the use of the facilities and to provide security. OSSD shall be authorized to charge an additional fee of $30.00 per hour with a minimum of $60.00 to cover the custodial, security, and cafeteria cost affiliated with the assignment. OSSD shall be authorized to charge an additional fee of $40.00 per hour with a minimum of $80.00 to cover the cost of other staffing needs affiliated with the assignment. OSSD shall be authorized to charge an additional on-call fee of $75/day. Should someone who is on-call be called into work, that individual will be paid at an additional hourly rate of $40. Said fees shall be in addition to the rental fees set forth in this policy and shall be paid directly to the individuals by the organization renting the facility. In addition to supervising use, the assigned employee will be responsible for opening and closing the facility and protecting the property of OSSD.
6. The following groups may use certain OSSD school facilities without charge but with application when approved in advance by the principal or designated assistant principal or administrator having responsibility for a facility. The facility shall be supervised by the school principal, administrator having responsibility for the facility, or his/her designee who is an employee of OSSD:
   1. classroom teachers and coaches for classroom and athletic related events;
   2. student performances;
   3. PTO/booster club(s) meetings and activities that have been approved by the respective governing board;
   4. student clubs/organizations meetings and activities that have been approved by the respective governing board;
   5. professional teachers' organizations building level or district-wide meetings of the school's membership; and, 
   6. in-service workshops and other professional development opportunities offered by or in cooperation with OSSD for its employees. 
   7. If used for fundraising, then 10% of the net profit may be required to be paid to OSSD.
7. No group or organization may sublet the use of buildings or facilities to any other individual, group, or organization.
8. Any group or organization using or renting buildings or facilities shall be responsible for the cleaning of the building/facility after use or will be charged for cleaning services. Failure to comply with this requirement could result in the loss of consideration for future use by the group or organization.
9. OSSD reserves the right to assign an employee to clean the facility and shall be authorized to charge an additional fee to cover the cost affiliated with the assignment. Said fees shall be in addition to the rental fees set forth in this policy and shall be paid directly to the individuals by the organization renting the facility.
10. The rental fee must be submitted to the OSSD Business Office twenty-four (24) hours prior to the scheduled building/facility use. (See rental schedule). Rental charges shall be sufficient in amount to provide pro rata cost reimbursement to OSSD for utilities, maintenance on the facility, and its equipment.
11. OSSD will consider requests in the order received and OSSD reserves the right to cancel any reservation prior to use of the facility.
12. Building temperatures are set in accordance with OSSD specifications and heating and air conditioning shall not be adjusted or tampered with by anyone except the OSSD Director of Operations or his designee.
13. In the event that any special equipment use is requested, the prospective user, group or organization must have someone available to operate the equipment who has been trained in the use of the equipment. Further, the Superintendent of Schools or his/her designee reserves the right to deny the use of any special equipment, electronic devices, computers, etc.
14. OSSD does not offer the use of its equipment in conjunction with the use of facilities. The group or organization is fully responsible for the care and protection of all OSSD property, equipment, and facilities during their event.
15. Violation of this policy in any manner shall constitute grounds for denying further use of any OSSD property.
16. Extended use rates may be negotiated by the Superintendent of Schools or his or her designee and the minimum negotiated rate shall be greater than the cost of the rate for one day.

Miss. Code Ann. § 37-171-5