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HomeMy WebLinkAboutILA - Pasco School District Agreement for Joint Use of Facilities 2007 Interlocal Agreement City of Pasco And Pasco School District No.l Agreement for joint use of facilities owned by the City of Pasco and/or the Pasco School District No.l RCW Chapter 39.34 authorizes the City and District to enter into an intergovernmental agreement for the use of property for curricular or extra curricular and recreational purposes. Throughout this agreement the City of Pasco and the Pasco School District are referred to as the"parties". In all cases the intent is to have all provisions apply equally to the City and the District. 1. PURPOSE, INTENT AND TERM OF THIS AGREEMENT To provide guidelines for the use of facilities that belong to the City of Pasco or the Pasco School District by the other party in a manner that does not interfere with the specific educational and/or recreational purposes for which the facility was intended. 2. GOVERNANCE 2.1 The Administrative and Community Services Director or his designee shall represent the City and the Assistant Superintendent of Business and Operations or his designee shall represent the District and each shall be jointly responsible for administering this AGREEMENT. 2.2 The parties shall each have facilities use policies that detail the day-to-day guidelines and procedures for operation of their respective facilities. Rules governing priority of use for each party in the other's facilities shall be clearly delineated in rules and regulations adopted by each party. (See attachments A, B and C) 3. USE OF PARTY'S FACILITIES BY THE OTHER PARTY 3.1 The parties shall each give the other priority or first right of refusal for facility use over other outside agencies. Each school will submit a list or calendar citing all school functions which conflict with the times requested for Recreation Services. This list will accompany the returned, signed Facility Use Agreement. (See attachment A&D) Interlocal Agreement City of Pasco and Pasco School District 3.2 The parties shall not be charged for the use of the other party's facilities for recreational, curricular or extra curricular purposes, unless extraordinary staff labor or incremental costs are incurred and agreed upon by the City and District in advance. 3.3 A list of the shared parties' facilities may include elementary school, middle school and high school gymnasiums, classrooms, play fields, Edgar Brown Stadium, Memorial Swim Pool, City Hall gymnasium, softball complex and soccer fields. 3.4 The party using a facility shall be charged for damage or loss to equipment and/or facility, or extraordinary clean-up caused by participants in activities sponsored by that party. The facility administration will determine the actual cost of damage and bill the user for the expense of repair or replacement. The facility administrator will be trusted to determine the cost of damage and affix a fair cost to repair damage of facility and/or equipment. (See attachment A) 35 The facilities that are used by the other party will be left in the condition existing before said event, except that facility staff will clean and maintain all areas. 3.6 If a facility becomes unusable due to breakdown or an extreme maintenance issue, each party will do all they can to rectify the situation or provide alternate facilities. 4. SCHEDULING OF ACTIVITIES AND CANCELLATIONS 4.1 The Owner of a facility reserves the final right to cancel any scheduled use of such facility. In the event of cancellation of use of facilities other than for emergencies, 10 days written or electronic notice shall be provided when possible. The cancelling party will work cooperatively with the other party to provide an acceptable alternative when circumstances require a cancellation. 4.2 Both parties agree that their use of the other party's facilities will comply with the rules and policies governing the use of the facility. (See attachment B) 4.3 Both parties will submit facility request forms to the other for all anticipated use during the school year at least 90 days before the date of use. 5. SECURITY Both parties recognize the importance of proper security and acknowledge responsibility for buildings/site security before, during and after events. Facility supervisors wiil report any suspicious activity to the police. Facility supervisor will make sure building is unoccupied after activity and that all Interlocal Agreement City of Pasco and Pasco School District participants have exited the building and make sure that the building is secure upon his or her departure of the said facility. 6. COSTS AND FEES 6.1 User fees may be set for programs and activities that either party schedules in facilities of the other party. The scheduling party shall retain such fees as revenue. 6.2 Extraordinary costs incurred by the District for City activities or City for District activities must be defined as such in advance; then billed accordingly These costs will include actual custodial or groudsman overtime rates or rental of equipment. The City of Pasco will pay overtime for custodians for events which encompass high traffic and high use of facility. Such costs may include, but are not limited to, vandalism or damage, additional maintenance and utility/mechanical incremental costs (such as, but not limited to, playing field lights, gym use or computer use). The parties will develop a list of allowable incremental costs. 6.3 In allowing for the joint use of each party's facilities, the parties intend that such use and/or development shall not cause any additional non-reimbursed direct or indirect costs or liability or degradation of property for the owner of the facilities. It is the intent of the parties that all other agreements entered into between the parties pursuant to this provision shall be consistent with this AGREEMENT including this section and shall be construed accordingly. 6.4 Each party agrees to hold the other party harmless, to the extent allowed by law, from any and all liability incurred as a result of the use or development of the other party's property. Each party shall be responsible for losses arising from its own negligence and any damages attributed to joint negligence shall be comparatively apportioned between the parties involved. 7. INSURANCE Unless otherwise provided, it is agreed that the parties each shall maintain their own facilities and equipment, which is used by the other party, and each shall maintain their own liability and property insurance coverage. 8. AMENDMENTS This AGREEMENT may be amended at any time by the mutual consent of the parties expressed by the adoption of appropriate resolution by the governing body of each ply. 9. TERMINATION Interlocal Agreement City of Pasco and Pasco School District This AGREEMENT may be terminated by either party acting alone for any reason upon ninety(90) days written notice to the other party. This AGREEMENT may be terminated at any date upon the mutual agreement of the parties. 10. REAL OR PERSONAL PROPERTY The Parties do not intend to purchase or hold any real or personal property related to this agreement, which will require transfer of ownership at any time nor on termination or expiration of this agreement. 11. RECORDING Upon execution of this agreement by authorized representatives of each of the Parties, this agreement shall be placed of record by recording with the Franklin County Auditor. Dated this day of 2007 Pasco School District City of s o Y. Ma iel , i Gary retch eld upenntendent Cit anager APPRO TO FORM Lee Kerr City Attorney Interlocal Agreement City of Pasco and Pasco School District Attachment A 2.2 Middle school facilities supervisor's procedure for using school facilities 1. Upon entering the facility, check for damages and report it to the Recreation Services office. 2. Inspect restrooms and equipment that will be used for recreation activities. 3. Make routine walkthroughs to ensure people are not in areas that are off limits. 4. Clean up all trash before leaving facility. 5. Sweep basketball court and return equipment to designated storage area. 6. Lock every door before leaving facilities. Grade schools (Twin City Youth Basketball 1. Parents will drop off kids on time and only if coach is present. 2. Parents will pick up kids on time. 3. Coaches,players and parents will not use school/P.E. equipment. 4. Coaches, players and parents are to remain in the gym at all times, except when getting a drink or using the restroom. S. Facility will be left as it was found, including returning the basket to its' original height. Adult volleyball program, McLoughlin Middle School 1. Gym supervisor will sweep gym floor. 2. Gym supervisor will set-up and take down volleyball equipment. 3. Janitors are asked to help with clean-up and putting away of bleachers and garbage from school event/games immediately following school functions. 4. See attached Facility Use Form (reverse side) for each school's requirement. 3.1 Typical annual schedule of events 1. Fall choir and band concerts. 2. Winter choir and band concerts. 3. Spring choir and band concerts. 4. Sports home games, including post season playoffs. 5. PTA meetings once a month. 3.4 Facility Administrator The "Facility Administrator"for the school district is the Director of Support Services (546-2691) and the administrator for the city is the Recreation Services Manager (545-3456). Any facility problem or concern should be reported to these offices immediately. Interlocal Agreement City of Pasco and Pasco School District Attachment B PHS Softball Field Use Concerns: • Be responsible for opening and closing own gates, double check gates for security, lock padlocks to fence when gate is open to prevent loss. • Open and close restrooms (unlock and lock) each day. This will be coordinated with McLoughlin or other user group when present. • Caution players about speeding in the parking lots, it will not be tolerated. • Use only Fields #4, 5 & 6 unless other arrangements have been made. • Keep the office current with your practice and game schedules; exact days and times. Call anytime to leave a message, Recreation Services 545-3456. • Call control link to schedule the lights 1 (877) 347-3319 anytime, you will need a user name and password. Notify the Recreation office when lights are scheduled. • If practice or game is cut short or cancelled, call control link to have the lights shut off. • Do not allow unauthorized users of the fields to come in through your gate, and do not lock anyone in. • If the green main gate or green walk through gate is open it should be left open as well as the restrooms for evening use. • Do not allow hitting or throwing of balls into the fence or backstop. McLoughlin Softball Field Use Concerns: • Be responsible for opening and closing own gates, double check gates for security, lock padlocks to fence when gate is open to prevent loss. • Open and close restrooms (unlock and lock) each day. This will be coordinated with Pasco High or other user group when present. • Use only Fields# 2 & 3 unless other arrangements have been made. • Keep the office current with your practice and game schedules; exact days and times. Leave a message after hours, Recreation Services 545-3456. • Do not allow unauthorized users of the fields to come in through your gate, and do not lock anyone in. • If the green main gate or green walk through gate is open it should be left open as well as the restrooms for evening use. • Do not allow hitting or throwing of balls into the fence or backstop. Interlocal Agreement City of Pasco and Pasco School District Attachment C APPROVAL OF AN APPLICATION FOR USE OF PASCO SCHOOL DISTRICT FACILITIES IS SUBJECT TO THE FOLLOWING REGULATIONS:. 1. Any group or individuals using the facilities accept responsibility for damage done to District property and shall reimburse the District for such damage. 2. Approval will not be granted for any activity which may be in any way prejudicial to the best interests of the schools. Satisfactory sponsorship and adequate supervision must be provided by the group or individuals using the facilities. This shall include proper police and fire protection where necessary. 3. The user agrees to protect, indemnify, and hold harmless the District, its elected and appointed officials, employees, agents and staff from any and all claims, liabilities,damages, expenses, or rights of action, directly or indirectly attributable to the User's activities and/or use of premises in connection with this agreement. 4. The requirement to provide insurance and the amount of the insurance required shall be applied at the discretion of the District administration and shall relate to the nature of the scheduled event or activity. 5. When no service charge is made, the user agrees to clean the facilities and restore the equipment/furniture to its original arrangement. The District reserves the right to charge the user for cleaning or damange costs associated with retuming facilities to their original state. 6. The building principal or his/her designee may require the presence of a custodian or other staff member to be on the premises when a non-school group is using a district facility. 7. Standard approved gym shoes are required for all activity-type usage in the District's gyms. Proper attire shall be worn at all times. 8. Use of the District facilities, equipment and services shall be restricted to those spaces and times specifically set forth in the Application and Permit for Use of School District Facilities. 9. Smoking is not permitted on District premises. Groups or individuals using school facilities accept responsibility for enforcement of this rule. 10. The transacting of business, merchandizing, advertising or the signing of contracts, other than those which occur in the normal business of the District or affect the students and employees of the District, are not allowed on District'oroperty except by special contract arrangement. 11. Advertising material of any kind shall not be distributed in the school buildings or on school premises without prior approval of the District. 12. Games of chance, lotteries, raffles,etc.,are not allowed on District property with the exception of certain fund raising events of the District parent-teacher organizations or student organizations. 13. Boisterous conduct, profane language, possession or use of intoxicating liquor and or drugs shall not be permitted on District premises. 14. Users agree to abide by the laws of the State of Washington and the County of Franklin and by the regulations of the Pasco School District. 15. Fire and safety regulations of the District, Franklin County and the State of Washington shall be observed at all times. 16. The District reserves the right to cancel, upon short notice, any meeting or activity in any District facility. 17, The properly executed Application and Permit for Use of School District Facilities is the complete and exclusive statement of the Agreement between the parties relevant to the purpose described therein and supersedes all prior Agreements or proposals, oral or written and all other communications between parties related to the subject matter of the Agreement. No modification of the Agreement will be binding on either party except as a written addendum signed by an authorized agent of both parties. Ga-1 (Rev. 6/92) ATTACHMENT D City of Pasco Application and Permit for use of City Parks and Facilities User Organization/Applicant; Address Phone Date Emergency contact during event Phone Dates(s) of event Time of event -TO- Park/Facility/Room Memorial Park Shelter Nature of event Organization open to public Yes_ No Will sound equipment be used? Yes—No Event open to public YesT No Estimated attendance: adults children Event free to public Yes No Membership only Yes No Admission free Yes No I hereby certify that I am the authorized representative of the above user organization or the individual applicant,that the above statements are true to the best of my knowledge,and that 1 agree to be bound by the regulations,policies and fee schedules as set forth in the Rules, Regulations,and Fee Schedule for the use of City owned facilities. I accept the responsibility for all clean-up when done and I understand that 1 am fully responsible for any damage that occurs during use of the facility. I agree,personally or on behalf of the named user organization to defend,indemnify and hold harmless the City,its officers,officials, employees and volunteers from and against any and all claims,suits,actions,or liabilities for injury or death of any person,or for loss or damage to property,which arises out of the use of facility or from any activity,work or thing done,permitted,or suffered by user organization or myself in or about the facility,except only such injury or damage as shall have been occasioned by the sole negligence of the City. Signature of Applicant or Representative (Print Namc) Title Date For Administrative Use Approved by Comments Signature Datc Insurance Required: Yes No (see back for requirements) If required, copy of insurance certificate must be provided 48 hours prior to event. Room Rental $ Supervisor$ Coffee/Misc. $ Total Rental$ Deposit$ Rent received: $ By Date Deposit received: $ By Date Deposit returned: Yes No By Date AWACHMENT D PASCO SCHOOL DISTRICT NO.1 33387 FACILITY USE FORM NAME OF ORGANIZATION LAST NAME OF PERSON RESPONSIBLE FOR RENTING FIRST NAME PHONE ALTERNATE PHONE E-MAIL ADDRESS BILLING ADDRESS STREET CITY, STATE ZIP PURPOSE FEIN --. SALES TAX EXEMPTION NO. INVOICE TYPE? CHARGE BACK n PAYMENT NO PAYMENT Ei DOCUMENT NUMBER - _ _ PO NUMBER e.g. contract or permit number Is this activity open to the public? Yes - No If yes, price to the public? $ Is there a charge to participate? Yes Cl No U If yes, price to the participate?$ SCHOOL LOCATION TYPE OF FACILITY II EQUIPMENT REQUESTS Angelou f Gym �-- � Chess j Classroom El Emerson Kitchen �I EQUIPMENT MAY BE MADE -I AVAILABLE ON A FIRST COME Frost � Cafeteria L FIRST SERVED BASIS. SEE FEE Livingston L-] Stadium F/B Field ❑ SCHEDULE FOR CHARGES. Longfellow Lj Stadium Track ❑ TYPE OF EQUIPMENT NEEDED Markham - - Stadium Night Use McGee Other Twain L�OST: Whittier _ R obinson SERVICE REQUIRED ( :1 Stevens Electrician McLoughlin Cusodial F �l Audio Visual n Ochoa I Cafeteria New Horizoni 11_I *Minimum 2 hour charge Pasco High EVENT TITLE __.. _ _ EVENT DATE START TIME _--.. AM 1_1 PM ❑ END TIME AM ._� PM SETUP TIME _ AM F. PM I� BREAKDOWN TIME __ AM PM ■ Page 1 ■ ATrACUMENT D ® PASCO SCHOOL DISTRICT NO.1 r 33387 FACILITY USE FORM INSURANCE INFORMATION COMPANY COMPANY POLICY NUMBER COVERAGE _._.._.._.... —. COVERAGE DATES TO NUMBER OF PEOPLE ATTENDING -- NUMBER OF ADULTS NUMBER OF CHILDREN _-.. SETUP REQUIREMENTS SERVICE DESCRIPTION Audio/Visual ❑ ---------... . Bleachers Concession Stand - - - Custodial ❑ Electrical ❑ ----- Event Breakdown ❑ -- – Event Setup ❑ –– — Food Services F-1 – ----- ---- Grounds ❑ Gym Equipment Heating/Air ❑ _.__ . __..._..--- -- -- _...-.-_. Irrigation ❑ Lighting E- --- - Lunch Tables _-----_.._._....... ...._.-- Music Equipment .. ._..-..---- PA System ❑ (( — - LJ Performance Lights ___.-_.. .-......__._ _... ... and Sounds Performance Mgmt. ❑ -- Playground ❑ – Ramps/Platforms ❑ ---- Scoreboards ❑ -- - --- Screens 1--,-- Stage Setup ❑ ............. . –_---- Translator ❑ (what language) -- OTHER NEEDS --_..,_... .. _-...... SIGNATURE .. _ _. DATE PRINCIPAL'S SIGNATURE DATE . PAGE 2 .