School Board of the City of Virginia Beach
Regulation 7-48.1

COMMUNITY RELATIONS

Facility Use and Maintenance Agreement Between Virginia Beach City Public Schools and Department of Parks and Recreation

A. Use of School Facilities

The Virginia Beach Department of Parks and Recreation shall have first priority use of elementary, middle, and high school facilities (indoor and outdoor) after school programs have been scheduled and as can be reasonably accommodated.

Parks and Recreation shall have accessibility to school facilities (indoor and outdoor) before and after school operating hours on weekdays during the school calendar year. When school facility use is required on non-teaching days, i.e., weekends, holidays, and summer vacation, reasonable accommodations shall be made. All requests for use of outdoor school facilities will be approved by the principal via the application for school use form. However, principals may not enter into outdoor facility use agreements with groups or agencies without coordination with Parks and Recreation.

Virginia Beach City Public Schools shall provide facilities for Parks and Recreation indoor activities. Air conditioning will be provided when and where applicable.

If Parks and Recreation requests use of the cafetorium and it is being utilized for school-sponsored activities, the gymnasium will be made available and cafeteria tables provided if possible.

When school programs or renovations displace a previously approved Parks and Recreation program, an alternate site will be provided if at all possible.

B. Use of Park and Recreation Facilities

The Virginia Beach City Public Schools shall have first priority use of Parks and Recreation facilities after Parks and Recreation programs/activities have been scheduled and as can be reasonably accommodated.

Virginia Beach City Public Schools shall have access to Parks and Recreation facilities (indoor and outdoor) before and after operating hours during the year.

Parks and Recreation shall provide facilities for Virginia Beach City Public School's indoor activities. Air conditioning will be provided when and where applicable.

If Virginia Beach City Public Schools requests a facility and it is being utilized for Parks and Recreation sponsored activities, an alternate site will be made available if possible.

When Parks and Recreation programs or renovations displace a previously approved school program an alternate site will be provided if at all possible.

C. Application Procedure

The Director of Business Services or designee shall act as liaison for school facility use.

The Director of Parks and Recreation or designee shall act as liaison for Parks and Recreation facility use.

The Director of Business Services and Director of Parks and Recreation shall conduct a seasonal review of the annual usage applications. The Director of Business Services or Director of Parks and Recreation shall make the final decision on any conflicts of usage under his/her respective responsibility.

The Department of Parks and Recreation will submit school use forms on behalf of Parks and Recreation programs and all other community recreational programs. The use form will be for use of all indoor and outdoor school facilities.

The Virginia Beach City Public Schools will submit Parks and Recreation use forms on behalf of school programs. The use forms will be for use of all indoor and outdoor recreational facilities.

An annual school usage application will be submitted for year-round programs.

D. Maintenance -- School/Parks and Recreation Facilities

The Department of General Services/Landscape Services Division shall be responsible for grounds, equipment, and facility maintenance, which includes softball/baseball fields (infield maintenance, outfield grass cutting, trash collection), court resurfacing at all schools, and any other indoor or outdoor facility designated by Public Schools or the City. NOTE: General Services is responsible for trash collection at elementary schools only. Individual school sites are responsible for trash collection at the middle and high school levels.

The agency providing the facility shall have the sole responsibility for facility cleanliness, including biohazard clean up and waste disposal.

When it becomes necessary for custodial services to be used for any activity, beyond normal working hours, such services shall be paid for in accordance with overtime provisions of the Fair Labor Standards Act by the agency using the services.

Maintenance of lights on baseball/softball fields, tennis courts, and outdoor basketball courts shall be the responsibility of Parks and Recreation. Public Schools shall be responsible for lights on all football fields controlled by Public Schools.

E. Insurance -- School/Parks and Recreation Facilities

In consideration of the agreement between Public Schools and Parks and Recreation, both parties agree to indemnify and save harmless each other, their agents and employees, to the extent permitted by law, from claims arising out of either party's negligent use or maintenance as required herein, but only to the extent that such indemnification does not amount to a waiver of any governmental or sovereign immunity available to either party. If claims arise involving negligence on the part of both city and school board personnel, both parties to this agreement will work cooperatively in the defense or adjustment of such claims.

F. Duration

This agreement is in effect from July 1, 1998, until June 30, 2003.

 

Approved by Superintendent: February 2, 1995
Revised by Superintendent: September 17, 1998