Business & Support Services
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Business & Support Services
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~ Support Services ~ POLICIES & PROCEDURES The following Governing Board Policies relate specifically and/or generally to Facilities Maintenance: EB Safety Program The Superintendent (or designee) will establish procedures to protect the safety of all students, employees, visitors, and others present on District property or at school-sponsored events. The practice of safety shall also be considered a facet of the instructional plan of the District schools by virtue of educational programs in traffic and pedestrian safety, driver education, fire prevention, and emergency procedures, appropriate for students at different grade levels. General areas of emphasis shall include, but not be limited to: in-service training; accident record keeping; plant inspection; driver and vehicle safety programs; fire prevention; school site selection; and emergency procedures and traffic safety problems relevant to students, employees, and the community. Adopted: August 23, 1994 LEGAL REF.: A.R.S. 13-2911 EB-R Safety Program Responsibilities of the Maintenance Director:
Responsibilities of building principals:
Responsibilities of the Transportation Director:
Responsibilities of the employees:
Responsibilities of students:
Responsibilities of other individuals utilizing school buildings:
EBAA/EBAB Reporting Hazards/Warning Systems In accord with A.R.S. 15-152 and A.A.C. R7-2-315, the District shall:
Pest-control applicators employed by the District shall provide the school contact person with notice at least 72 hours prior to the date and time the application of pesticides is to occur, including in such notice the brand name, concentration, rate of application, pesticide label, material safety data sheet, the area or areas where the pesticide is to be applied, and any use restrictions required by the pesticide label. Prior to the application, the applicator shall provide the school contact person with a written pre-application notification containing the following information:
In case of pesticide applications performed for or by public health agencies or emergency applications because of immediate threat to the public health, the licensed applicator shall give the school site office oral and, if possible, written notice, with posting of the area to be treated in accord with A.R.S. 32-2307. The Superintendent (or designee) may require the pest-control applicator to fill out and make all required postings in accord with statute and with District policy and regulation. The name and telephone number of the applicator shall be attached to any posting. The Superintendent (or designee) shall prepare regulations for the implementation of this policy. Adopted: August 23, 1994 LEGAL REF.: A.R.S. 15-152 EBAA/EBAB-R Reporting Hazards/Warning Systems The site administrator (head teacher, principal, or other) shall be the contact person for providing information regarding pesticide application activities at the school, including but not limited to giving oral and written notification, supervision the posting of notifications as required, and maintaining records of pesticide-application notifications. Oral and Written Notice All oral and written notification shall contain, at a minimum, the date, time, general areas to be treated, and brand name of the pesticide to be applied. During the regular school session, and not less than 48 hours prior to pesticide application, notification shall be provided in the manner indicated below.
The Superintendent (or designee) shall prepare regulations for the implementation of this policy. Adopted: August 23, 1994 LEGAL REF.: A.R.S. 15-152 EBB Accident Prevention The Superintendent (or designee) will work in close cooperation with local fire departments and the state fire marshal to provide for the necessary inspections that will assure that all school facilities will conform to the requirements of the state fire code. Adopted: August 23, 1994 LEGAL REF.: A.R.S. 15-151 ECA Buildings and Grounds Security The Superintendent (or designee) will develop plans and procedures that will:
Adopted: August 23, 1994 LEGAL REF.: A.R.S. 13-3715 ECAA Access To Buildings Any person who knowingly causes to be manufactured or duplicated or who possesses or uses a key to any building or other area owned, operated, or controlled by the District without authorization from the Governing Board/Superintendent in charge of such building or area is guilty of a Class 3 misdemeanor. Any person who, for personal use or for someone else, manufactures or duplicates a key to any building or area owned, operated, or controlled by the District, with knowledge that neither has authorization from the Board/Superintendent in charge of such building or area, is guilty of a Class 3 misdemeanor. Employees and students who are in violation of the above are subject to disciplinary action. Adopted: August 23, 1994 LEGAL REF.: A.R.S. 13-3715 ECAA Access To Buildings Possession of keys shall be in accordance with the following principles:
ECAB Vandalism Each employee of the District shall report to the principal or other administrator every incident of vandalism of which the employee is aware, and, if known, the names of those responsible. The Superintendent will establish a system through which students and members of the community can report any instance of vandalism or suspected vandalism. The Superintendent is authorized to sign a criminal complaint and to press charges against perpetrators of vandalism against school property, and is further authorized to delegate, as desired, authority to sign such complaints and to press charges. Students who destroy school property through vandalism or arson, or who create a hazard to the safety of other people on school property, may be referred to law enforcement authorities. Such students who are caught vandalizing school property shall be subject to disciplinary action, including but not limited to suspension and expulsion. A conference with the student's parents will be required. Parents and students shall be made aware that the law provides that parents are liable for the willful destruction of property by a minor in their custody or control. The District may file suit to recover the cost of repair(s) from the student and/or parent(s). Adopted: August 23, 1994 LEGAL REF.: ECABA Vandalism/Property Loss The District shall not assume responsibility for the loss of, or damage to, personal property stored, installed, or used on school premises. Adopted: August 23, 1994 LEGAL REF.: A.R.S. 15-341(A)(1) ECB Building and Grounds Maintenance Adequate maintenance of buildings, grounds and property is essential to efficient management of the District. The Board directs a continuous program of inspection and maintenance of school buildings and equipment. Wherever possible, maintenance shall be preventive. The Superintendent (or designee) shall develop such guidelines as may be preventive. The Superintendent (or designee) shall develop such guidelines as may be necessary for the maintenance and repair of the physical plant. Adopted: August 23, 1994 LEGAL REF.: A.R.S. 15-341(A)(3)(5)(8) ED Material Resources Management The District shall provide for the central purchasing, receiving, warehousing, and distribution of supplies, equipment, and materials common to requirements of all schools. A District warehouse shall be operated as an adjunct of the business office to store and distribute supplies as requisitioned by staff members. All materials needed for instruction, business, and custodial operations of the individual schools shall be ordered from the warehouse when available from that source. Adopted: August 23, 1994 LEGAL REF.: A.R.S. 15-213 EDB Maintenance and Control of Employees are responsible for the proper care of all District facilities, equipment, and property in their custody or control. The District shall maintain an accurate fixed inventory system of all District furniture and equipment that exceeds $300 in value. Surplus Equipment Property that is surplus at any unit shall be transferred to the Superintendent (or designee) for reassignment to other District locations where a need may exist for the equipment. Transfer of Equipment All transfer of property within a school or other District location must first have the approval of the principal or department head. Transfers of equipment from one school to another must be approved by the principals involved. In all instances, whether the transfer is temporary or permanent, the Superintendent (or designee) must be notified of the transfer. Preventive Maintenance The Superintendent (or designee) shall establish a preventive-maintenance program that will assure a useful life for District equipment. The Superintendent is authorized to use the services of specialists for such maintenance, and provision shall be made in the annual budget for such services. Adopted: August 23, 1994 LEGAL REF.: A.R.S. 15-341(A)(4) EDC Authorized Use of School-Owned School property may be used by non-school agencies and individuals for purposes that are not in conflict with any Arizona Revised Statutes, federal or state rules or regulations, or Board policies, subject to the following:
Adopted: August 23, 1994 LEGAL REF.: A.R.S. 15-1105 CROSS REF.: KG - Community Use of School Facilities EDC-R Authorized Use of School-owned School equipment is provided to further the instructional purposes of the District. Alternate use of any equipment that conflicts with instructional programs is not authorized. School equipment may be used to further community cooperation efforts for staff in-service training and employee skill building. No employee shall be permitted to make use of any District equipment (e.g., shop tools, computers, typewriters, etc.), facilities (e.g. buildings, shops, kitchens, etc.), or services (e.g., mechanical, typing, or clerical assistance, etc.) for any purpose connected with a venture undertaken by such employee for financial compensation, gain, or profit accruing to such employee or to any other person. Teachers or instructional support staff members who wish to take equipment home for the purpose of preparing educational materials for use in the classroom or for other purposes directly related to their teaching duties must secure permission in writing from the building principal. In each such case the teacher assumes responsibility for the equipment and must pay fully for repair of the equipment if damaged or shall replace at full value the equipment if lost. Vehicles and other motorized equipment such as lawn mowers, snow-blowers, tractors, etc., are not available for non-school use. Under special circumstances, as approved by the Superintendent, transportation vehicles operated by school employees may be used for community service. Office equipment such as computers and typewriters may be used by school employees to enhance their skills. Such equipment is not available to non-school staff members except volunteers in their school-related function. Shop equipment may be used in community education programs under the supervision of qualified school instructors. School staff members may use shop equipment to strengthen their own instructional skills, but not for commercial projects leading to personal or other gain. Copy equipment may not be used for personal use. With prior building principal approval, copy equipment may be used in conjunction with approved facility use by Class 1 groups under Policy KG. The District shall be compensated for such use through use fees prescribed by the District business manager or designee. Use of gymnasiums, weight training equipment, swimming pools, etc., by District employees may be allowed by the building principal. Such use must be properly supervised and scheduled at such time as to not interfere with school activities or other approved use of District facilities under Policy KG. Chairs, tables, portable stages, audiovisual equipment, musical instruments, etc., may be loaned by the Superintendent or principal is support of public community events consistent with the purposes of the District. The on-site use of instructional computers by staff members and/or students may be authorized by the building principal. Authorization for such use will be limited to the following purposes:
Unauthorized uses include:
In instances when equipment is loaned, and the Superintendent or principal deems it necessary because of risk and/or the value of the equipment involved, a Certificate of Insurance may be required with limits commensurate with the value of the equipment. The certificate must provide that the District will be given at least ten (10) days' advance written notice in the event of cancellation or material change in the coverage. Responsibility for loss or damage to any piece of furniture or equipment rests solely with the person signing the agreement and such person shall immediately report loss or damage to the Superintendent or designee. FA Facilities Development Goals Priority in the development of facilities shall be based on identified educational needs and on programs developed to meet those needs. The Board establishes these broad goals for development:
Adopted: August 23, 1994 LEGAL REF.: A.R.S. 15-341 FEA Educational Specifications In the construction of new or remodeled facilities, the Board requires the Superintendent to develop a set of comprehensive educational specifications. In conferences with the architect, the following specifications and statutory references shall be discussed for design inclusion:
Adopted: August 23, 1994 LEGAL REF.: A.R.S. 34-441 KG Community Use of The District supports the community school concept and seeks cooperation with community agencies that can aid in the education of students. Facilities should be used by community organizations for legitimate purposes, at minimal cost to the organizations. Organizations normally housed in their own facilities, such as church groups, are to use school facilities only on an interim basis while planning and/or constructing their own facilities. Conditions Governing the Use of Facilities Requirements of the school program shall receive priority consideration in the assignment of school facilities. School-sponsored activities such as community education programs and parent-teacher organization shall be given priority over non-school-sponsored activities. There will be no charge for these school-sponsored activities. The Flagstaff Parks and Recreation programs will be given priority over other community organizations. Non-school-sponsored, nonprofit service-oriented organizations may use facilities with charges not in excess of costs incurred by the District. Those desiring to use school facilities for financial profit will be discouraged from making application for facility use. However, this does not deny them the opportunity of using school facilities. Rental fees will be charged. Requests for contracted District services by non-school organizations must be made to the building principal, building coordinator, or community school office. Requests will be honored when they can be met by District employees outside their regular hours of employment. Full costs will be charged to the organization making the request. Permission to use any school facility may be revoked at any time as the needs of the District may require. Fees are subject to change at any time. General Rules The District shall provide needed custodial services, cafeteria employees, and/or other employees during each usage. Administrators or caretakers are to have access to all facilities at any and all times. Premises are to be vacated and lights are to be out at the time specified. All properties are to be accounted for and left in the same condition as received. Extra property is to be removed from the premises no later than twenty-four hours after use. No smoking is to be allowed. No refreshments are to be served or sold on school grounds or in the buildings except in the appropriate facilities and with prior approval of the principal or community education office. Any advertising for the promotion, such as newspaper releases, posters, tickets, and handbills must indicate the sponsoring agent. Class definitions Class I - Activities considered to be directly associated with the District (does not require form):
Class II - Non-school-sponsored, nonprofit service organization activities:
Class III - Activities sponsored by commercial or profit-making groups. Class IV - For organizations that do not come under categories I, II, or III that negotiate written agreements (City of Flagstaff Parks and Recreation and Library departments, community college, university, or other vocational education facility users). Additional Facility Use Information When additional personnel are needed on weekends and holidays, an additional charge per hour will be made. The minimum charge is for two hours. Personnel charges are initiated when the facility is opened and cease upon lockup. No refunds will be made for any unused periods of time that have been reserved. Cafeteria and custodial services will be at a designated hourly rate paid directly to the person performing the service. All Class I category users, with the exception of school-related organizations, will be charged Class II fees when facilities must be opened on weekends, holidays, or during summer closure, unless otherwise arranged by the community education office or building principal. Class III rental fees must be paid in advance. Upon notification of cancellation, at least two working days prior to the event, the rental fee, less cost incurred, will be refunded. State law requires user organizations to carry insurance (A.R.S. 15-1105(C)). The District requires a combined single-limit insurance coverage for bodily injury and property damage. A current certificate of insurance must be attached to the form with policy limits of not less than $1,000,000. Utility Fee Schedule A utility fee schedule, reflecting the various types of school facilities (such as gymnasium, classroom, auditorium, and so forth) and class categories of usage will be developed and regularly reviewed for revision as necessary. Hold Harmless Agreement The authorized representative executing the application on the form in consideration of receiving permission to use school facilities personally and for the organization represented and its members release the District, its Governing Board members, officials, employees, and agents from all claims and liability arising from or during use of school facilities, and agrees to indemnify and hold harmless said released parties from all claims of any nature. Adopted: August 23, 1994 LEGAL REF.: A.R.S. 15-511 CROSS REF.: EDC - Authorized Use of School-Owned Materials and Equipment revised 1-14-02 |
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