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Facilities Use

Effective January 1, 2011 the Elk Grove Unified School District has revised the facilities use policies and fee structure to accommodate the changing needs of community partners and the district.

The Board of Education is committed to providing access to the district’s facilities when they are not designated for school site curricular or extra-curricular activities. While the district provides access to school facilities, practical economics and California Education Code allow the district to charge minimal fees to cover the associated costs of their use.

The changes follow several meetings with community stakeholders who provided input into the fee structure. These stakeholders include: EGUSD staff, the Cosumnes Community Services District, the Elk Grove Youth Sports Association, Southgate Parks and Recreation Inc., Boy and Girl Scout representatives and other community youth groups.

Revenues generated by the new fees will be used to maintain the fields, gymnasiums, multipurpose rooms, and other district facilities that incur wear and tear produced by usage beyond the curricular day. Funds will also be designated for the replacement of supplies that are consumed during community activities and equipment that may deteriorate over the course of time as a result of greater than expected use.

Facilities Use Fees (.doc)

The following outlines the steps to reserve a school site for your non-sports related activity.  See next section for sports related events.

1. For non-sports related events, contact desired site directly to arrange for a visit to the facility to ensure it meets the needs of the event and to verify availability.
   1. Cost estimate will be provided after approval of application.  If you wish to obtain an estimate of fees prior to submitting an application please e-mail schoolfacilities@egusd.net or call (916) 686-7771 ext. 7632.
      
      
2. Complete an Application for Use of School Facility after reading the “District Application Procedures for Use of Facility” and “Conditions for Use of Facility” which includes prohibited uses.
   
   Link to Application for Use of School Facility (.pdf)
   Link to District Application Procedures for Use of Facility/Conditions for Use/Prohibited Activities (.doc)
   
    
3. Submit completed application along with applicable non-refundable application fee (see Facilities Use Fees above) and required proof of insurance requirements to EGUSD, Robert L. Trigg Education Center, 9510 Elk Grove Florin Road, Room #205-Fiscal Services, Elk Grove, CA 95624

For more information please call (916) 686-7771 x7632 or e-mail schoolfacilities@egusd.net.

Sports Related Event Facilities Use Information

To Request District Facilities for Indoor Activities:
The process to apply for the use of indoor facilities begins with a mandatory meeting for all sports-related groups. The meeting will be held on Wednesday, June 5, 2013, in the Board Room of the Robert L. Trigg Education Center, 9510 Elk Grove-Florin Road.

Sign-ups for the use of elementary multi-purpose rooms will be from 6 p.m. to 6:55 p.m.

Sign-ups for middle school and high school gymnasiums will be from 7 p.m. to 8 p.m.

Only one representative from each group needs to be present at the meeting. Applications for indoor use will not be accepted until after the meeting on June 5 and must be turned in no later than 5 p.m. on June 7. The fall usage period will begin on July 22 (year-round) or August 19, (all other schools), and end on November 22. 

Each group will be required to complete and submit a Requestor Information Form, an Application and Agreement for Use of Facility application, a non-refundable application fee, and a Certificate of Insurance.

To Request District Facilities for Outdoor Activities:
April 22 – May 3, 2013, is the spring registration period to request the use of district facilities for outdoor activities from July 8, 2013 to December 1, 2013.

Each group will be required to complete and submit a Requestor Information Form, an Application and Agreement for Use of Facility application, a non-refundable application fee and a Certificate of Insurance.

For questions regarding facility use, please contact:
Jennifer Ballerini, Athletics/Facilities Office Technician
jballeri@egusd.net  
(916) 686-7797, Ext.7505

Insurance Requirements for all Facility Use

The Risk Management Department determines the insurance requirements for all facility use activities.  The type and limits of insurance required depend upon the nature of the activities to be conducted on district property.  The typical terms and requirements are below:

Indemnification and Hold Harmless:  The applicant agrees to indemnify, hold harmless and defend EGUSD, its officials, employees, volunteers, students and guests from any and all losses to the applicant’s and district’s property, persons and claims arising from the applicant’s use of said facility.

Insurance:  The applicant agrees to enforce its indemnity and hold harmless obligations, and obtain and maintain in full force for the duration of this agreement, insurance respective of the applicant’s use of said facility.  Applicant’s  insurance policy shall be at a minimum, Comprehensive General Liability, with limits no less than $1 million on a per occurrence basis, and $2 million in the aggregate. EGUSD shall be listed as Additional Insured endorsed to said policy,  and such insurance shall be primary. Insurance shall be evidenced by a Certificate of Insurance, with the Additional Insured endorsement attached.

Sample Insurance Requirement (.pdf)

If you are unable to provide insurance, special event insurance may be available to purchase, depending upon the nature of the activity.

A copy of current insurance information with the endorsement to the district as Additional Insured should be included with the application to expedite the process.

For insurance requirement questions, please contact:
Linda Pryor, Risk Management Technician Lead  
(916) 686-7797, Ext.7385

Business Hours: 8 a.m. – 5 p.m.

FAX:
(916) 685-2606

Address:
Risk Management Department – Room 203
Robert L. Trigg Education Center
9510 Elk Grove Florin Road
Elk Grove, CA 95624

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