(See also Energy Management Conservation Policy; Asbestos Hazard; Promotion of Trips) 

The primary purpose of all school buildings, grounds, and property is for the education and advancement of our students. However, the Board of Education may permit limited use of certain facilities by responsible organizations or groups not identified with the school if certain conditions are met. The final determination of facility usage is made by the Board of Education. 

School activities take precedence over any and all non-school activities. The use of any school facility may be peremptorily denied. 

Jenks facilities will not be rented on a regular basis to groups who provide direct competition to Jenks Public School organizations. However, rental opportunities may be approved on a temporary, as needed basis. 

Requests for use must be made via the Jenks Public Schools website. The form must be submitted at least twenty (20) days prior to the event, and the request must be approved by the required Jenks school personnel before the facility is to be used. Forms submitted less than twenty (20) days before the event may be denied. A copy of the facility use approval must be presented to the school representative before access is granted to facilities each day of the event. 

The purpose must be for general interest to the public and community and shall not embrace in whole or in part, spoken or implied, any action of a controversial, polemical or subversive nature. Only under exceptional circumstances will any school facility be used for non-school purposes when school is in session. School facilities will be approved for use for the specific function, activity or event for which the building is intended to be used. 

Organizational meetings held for the purpose of discussing private or commercial non-school sponsored travel activities will not be permitted at a District facility during the school day and will only be permitted at District facilities during non-school hours. Rental charges and custodial personnel costs will be charged according to the schedule listed in this policy book.

The use of any school facility for non-school use for a series of meetings, gatherings, or activities
that deviates from policy must be approved by the Board of Education. In the case of long-term
rentals, the following conditions shall apply: after six (6) months of continuous rental, the cost 

shall double; after one (1) year of continuous rental, the cost shall double again; and additional cost increases for long-term rentals may be considered by the Board of Education.

The District’s policies regarding the prohibition of the use, possession, dispensing, and distribution of illegal drugs, alcoholic beverages and dangerous weapons shall apply to all groups and individuals using District facilities and grounds. The user will assume full responsibility for the actions and conduct of participants and spectators at the event. No smoking or tobacco products will be permitted. Decorum in conduct and behavior shall be observed at all times.  Anyone found in possession of alcoholic beverages or a controlled substance of any kind will be expelled from the facility. Jenks District Police will be notified.

 Group 1:

Jenks Public Schools PTAs, PTAGs, student groups, athletics, site events, community education, Jenks Public Schools Foundation (JPSF), JPS athletic summer camps, booster clubs with activity accounts, Special Olympics and locally sponsored scouting groups, will be exempt from rental charges. PTAs, PTAGs, community education, JPSF, and booster clubs will be charged for custodial services if a custodian is not scheduled to be on duty in the facility. 

Group 2:

Religious groups, political groups, non-profit groups, and organizational meetings held for private or commercial purposes will be charged a rental fee and custodial, event worker and security fees.

Proof of liability insurance in the amount of $125,000 per person and total coverage of $1,000,000
per event will be required for all booster clubs, PTAs, PTAGs and outside groups (Group 2) requesting use of any Jenks Public Schools facility. The insurance policy must carry an endorsement showing Jenks Public Schools as the additional co-insured. 

All payments for building use will be sent through the central office and will be deposited to the general fund account. Rental, custodial, event worker and security charges, pursuant to the hours on the facility use form, must be paid one week in advance of the event. Charges for additional rental, custodial, event worker and security charges, plus damage charges, equipment rental and other add-ons, (if applicable) will be billed after the event. Failure to pay charges one week in advance will result in cancellation of the scheduled event. The user will pay all fees assessed within (60) sixty days of receiving a bill. An additional fee of $25.00 per month will be assessed for all payments past due more than (60) sixty days.

A school representative, or event worker, will be assigned to attend events as determined by the facility review committee. The school representative will monitor the event at the designated facility, ensure all doors are open, utilities are on, and the facility is ready for use. The user will be billed thirty dollars ($30) per hour for each employee required. Custodial fees will be charged at a rate of thirty dollars ($30) per hour. Security fees will be charged at a rate of thirty-five ($35) per hour.

All fees will be assessed on a four (4) hour minimum. Any additional expenses which exceed the four (4) hour minimum will be billed to the organization at the actual cost to the District. Building usage beyond an eight (8) hour maximum may be subject to an increased rental fee. 

Damages to the facility or equipment which may occur during the event or activity will be the responsibility of the group using the facility, as determined by the school representative. The determination of damage and the assessment of fees to cover the repair of damaged equipment or facilities will be the sole responsibility of Jenks Public Schools. 

If the event is canceled or rescheduled, the Business Office must be notified at least 24 hours prior to the event. If the group fails to notify the District, they will be responsible for actual costs incurred by JPS, the minimum four-hour personnel charge and may be responsible for the lease amount in full. 

The administration will periodically study facility charges based upon utility costs, personnel costs, and other economic factors; and recommend an appropriate fee schedule to the Board of Education for approval. 

The use of school facilities for non-school activities will follow the schedule as listed below: 

Audio/Visual Equipment and Sound Equipment 

The practice of loaning equipment is discouraged and will be permitted only when and where the loan serves the best interest of the school. 

District owned audio/visual and/or sound equipment can only be used by an authorized District
representative.  A fee of thirty dollars ($30) per hour will be added to the facility use charges. 

Auditorium in High School Building #6 

The High School Auditorium is a meeting room, and the user must provide all media equipment. Light switches and auditorium equipment are to be operated by a Jenks Public Schools representative. No equipment will be removed from the auditorium. No food, drinks, or confections shall be permitted in the auditorium. 

The schedule for this facility is recorded on the calendar of the high school principal’s office and
in the finance office. The facility use charges are seventy-five dollars ($75) per hour (4-hour
minimum), plus thirty dollars ($30) per hour for custodial/school representative services. 

Cafeterias 

When scheduling these facilities, the Child Nutrition Department should be contacted prior to submitting a facility use request.

Rental for use of the facility is seventy-five dollars ($75) per hour (4-hour minimum) plus service charges of thirty dollars ($30) per hour for an event worker, thirty dollars ($30) per hour for custodial services and thirty-five dollars ($35) per hour for security services. Rental and services will be billed at a 4-hour minimum. In the event a cafeteria worker is scheduled, there will be an additional thirty dollar ($30) per hour charge.

A child nutrition employee must be on duty anytime a “banquet” or meal is planned in any cafeteria by any group or the serving counters are used for serving food not prepared in the school kitchen. Cafeteria labor charges are thirty dollars ($30) per hour (4-hour minimum). The sponsoring group is responsible for leaving the facility in a clean and neat condition unless arrangements have been made with the custodial department for extra cleaning services. The child nutrition employee on duty is not responsible for clean-up. 

Only under exceptional circumstances and under the direct supervision of the cafeteria manager or someone designated by the manager will the use of the kitchen or kitchen equipment (including ice machines) be permitted. These will be considered on a case-by-case basis and charges will be determined, as needed. Starting rental fees for kitchens are one hundred dollars ($100) per hour plus cafeteria labor charges of thirty dollars ($30) per hour/per person, with a 4-hour minimum.

All non-profit Jenks Public Schools student groups, PTAs, PTAGs, and booster clubs with activity accounts: 

1. Will be exempt from rental charge but will be charged for a child nutrition employee if the kitchen will be used or food served in the cafeteria and charged for custodian services if a custodian is not on duty in the facility when the event is being held. 

2. If “refreshments” (i.e., cookies, drinks) only are planned, a child nutrition employee will not need to be employed. The sponsoring group is responsible for leaving the facility in a clean and neat condition unless arrangements have been made with the custodial department for extra cleaning services. 

3. If a cafeteria is to be used on a Saturday or Sunday, a custodian must be on duty. 

Custodial 

Responsibilities include opening and closing the facility, removing trash, cleaning the bathrooms, and cleaning the floors. If the kitchen is needed or a banquet is held on a Saturday or Sunday, a child nutrition employee must be on duty in addition to the custodian. The sponsoring group is responsible for leaving the facility in a clean and neat condition unless arrangements have been made with the custodial department for extra cleaning services. The sponsoring group will be responsible for service charges of thirty dollars ($30) per hour for a cafeteria worker, thirty dollars ($30) per hour for custodial services and thirty-five dollars ($35) per hour for security services.

Classrooms 

All classroom use within a building must have previous approval by the principal of that building prior to submitting a facility use request. Costs for the use of a classroom is thirty dollars ($30) per hour rental charge. If rental is after normal working hours for the site, costs for an event worker and custodian will be assessed at $30 per hour each and security charges will be assessed at $35 per hour. Classroom use is strongly discouraged due to confidentiality issues, and classrooms will be used only when it is in the best interest of the District. 

Grounds and Fences 

School fences, walls, scoreboards, etc., may be used by non-profit Jenks student and Jenks parent/guardian groups (such as PTAG and booster clubs) for the purpose of fundraising by displaying advertising based on the following conditions: 

1. The organization seeking to make use of the referenced school facilities must have
   approval, in writing, of the athletic director and/or site principal and the administrator in charge of building and grounds. 

2. If approval is granted to a club or organization, then the club or organization is required to deposit all funds raised by such activity with the treasurer of the Jenks School District, to be deposited into an appropriate school activity account. 

3. Only those groups, organizations and booster clubs which exist for the benefit of students of the Jenks School District may seek permission to conduct fundraising activities under this policy. 

Facilities Fee Schedule

•    All facility rentals will be billed for a four (4) hour minimum, unless otherwise stated.

• In addition to rental charges, all facility rentals will be billed 4 hours minimum, for each of the following service charges, unless otherwise noted:

  •  Thirty dollars ($30) per hour for an event worker

  •  Thirty dollars ($30) per hour for custodial services

  •  Thirty-five dollars ($35) per hour for security services

•    Night hours begin at 7PM.

•    No Soccer or Futsal in indoor facilities.

School Gyms:

East Elementary Gym $  85 per hour

Northwest Gym North $  85 per hour

Northwest Gym South $  85 per hour

Southeast Elementary Gym $  85 per hour 

West Elementary Gym $  85 per hour

East Intermediate Gym $110 per hour

West Intermediate Gym $  85 per hour

Middle School Gym $110 per hour

Middle School Wrestling $  45 per hour

HS PEG Gym North $  85 per hour

HS PEG Gym South $  85 per hour

Trojan Activity Center $ 110 per hour

School Fields:

Middle School Track (Night) $ 300 per hour 

Middle School Track (Day) $ 225 per hour

East Intermediate Football $ 60 per hour 

Athletic Facilities:

Baseball Building and Turf $ 225 per hour

Baseball Field (Night) $ 300 per hour

Baseball Field (Day) $ 225 per hour

Softball Indoor $ 135 per hour

Softball Field (Night) $ 95 per hour 

Softball Field (Day) $ 60 per hour

HS Soccer Field $ 225 per hour/per field

HS Soccer Building $ 25 per hour

HS Track Area (Night) $ 300 per hour

HS Track Area (Day) $ 225 per hour

Frank Herald Fieldhouse $ 110 per hour

Rock Gym $ 85 per hour

Allan Trimble Stadium (Night) $ 300 per hour

Allan Trimble Stadium (Day) $ 225 per hour

Sharp Fitness Center, Hall of Fame $ 110 per hour

Other Facilities

Math and Science Center:

Presentation Hall - 3rd Floor $110 per hour 

Commons Lobby - 3rd Floor $ 75 per hour

Auditorium in High School Building #6:

The High School Auditorium is a meeting room, and the user must provide all media equipment. Light switches and auditorium equipment are to be operated by a Jenks Public Schools representative. No equipment will be removed from the auditorium. No food, drinks, or confections shall be permitted in the auditorium. 

Auditorium, High School Bldg #6 $75 per hour

Performing Arts Center (PAC):

All inquiries regarding the scheduling of the Performing Arts Center (PAC), must be made to the Director of Performing Arts. The Director of Performing Arts will maintain the schedule and make all arrangements for PAC activities and events.

The Jenks Performing Arts Center maintains a one-year running calendar of activities and will schedule event dates within that one-year period.  Events are scheduled with the following priority: 

1.  Jenks Schools performing arts groups. 

2.  Jenks Schools organization meetings and assemblies. 

3.  Non-School rentals. 

General Guidelines for use: 

• The users will assume full responsibility for the actions of their personnel. 

• The users and their participants will be responsible for personal belongings and valuables. 

• The users will be responsible for returning the dressing rooms to their normal state after every performance. 

• The users will make arrangements to have all equipment, props, and sets cleared from the stage immediately following the last performance. 

• All equipment will be operated by persons trained by the director. 

• Unless other arrangements are approved by the Director of Performing Arts, the director will choose all technical staff from the high school stagecraft class. 

• The use of photographic or sound recording equipment is prohibited during a performance. 

• Only personnel associated with the production will be allowed backstage during a performance. 

• There will be no beverages or food in the Don Decker Hall or on the stage at any time. 

Organization Types:

• Educational, Non-Profit Organizations

• Non-Profit Organizations - (Oklahoma based and incorporated with State of Oklahoma).

•  Commercial and other Organizations (includes all other Non-Profit Organizations)

Rate Schedule: 

• Rental rates include, at no additional cost when requested in original contract: Make-up room, two dressing rooms, lectern with microphone, two (2) additional microphones with stands, four (4) tables, twenty-five (25) chairs, projection screen and general stage wash from house lighting plot. 

• The PAC Director may levy additional costs based on the performance needs of lessee.

• Additional custodial fees may be incurred if PAC policies are not adhered to.

  
  

Rental Fees:

Performance Rates (up to 8 hours):

• Educational, Non-Profit Organizations $500

• Non-Profit Organizations $800

• Commercial and other Organizations $1000

Rehearsal/Load in Rates (up to 4 hours):

• Educational, Non-Profit Organizations $200

• Non-Profit Organizations $300

• Commercial and other Organizations $400

Additional Hourly Rates:

• Educational, Non-Profit Organizations $60/hr

• Non-Profit Organizations $100/hr

• Commercial and other Organizations $150/hr

Additional Room Rental Rates (Per Day):

• Drama Room, Green Room, Scene Shop $50/day

• Lecture Room, Classroom $70/day

Labor Charges (per person, per hour, 4 hour minimum):

• Stagehands/Technical Staff (PAC Director assigned, includes: 

• Light/Sound Board Ops, Stage Mgr, Fly Rail, Deck Crew) $15

• Custodial Fee (required) $30

• Security (required) $35

• House Staff Fee (House Manager, Box Office, Ushers) $15

• Supervisory Fee (required) $35

Additional Equipment Rental Rates (Per Day):

• Piano - Grand $120

• Piano - Upright $50

• Additional Microphones/day $10

• Follow Spot $100

• Additional Chairs (25) $50

• Video/VCR/DVD $50

If items are displayed for sale, the District will receive five (5) to ten (10) percent of the gross sales based on agreement between the group and the District. 

For other rental fee schedules, please contact the appropriate department.

Revised by the Board of Education September 2000

Revised May 2006

Revised May 2007

Revised May 2012

Revised June 2013

Revised June 2015

Revised May 2017

Revised June 2018

Revised May 2021

Revised September 2022