Facilities Use

Facility Use Overview 

The Board supports the community education concept, which encourages the use of school district facilities by community members for education, recreation and service activities.  The Board believes that district educational and extra-curricular programs shall have priority over other community uses, and has directed the administration to develop regulations governing building and facility use by community user groups and/or individuals.  The Board reserves the right to assess fees for community use of district facilities.  Depending on the type of activity, proof of liability insurance may be required.

Full language for the district policy and regulations for “Community Use of District Facilities” can be read under Policy KG and KG-AR.  See links below.

 

Facility Rental Use – Policy and Regulations  

Rate Information

Facility use rates will be determined by the district’s Facility Use Committee and will be reviewed and updated as necessary.  The following classifications will be used to determine the priority for facility use and associated fee charges.  All deposits are required in advance of the event occurrence and will be applied to the balance of charges less any cost for damages.  Payments are to be made to “Jefferson County School District 509-J.”

CLASS “A” USE:
Jefferson County School District 509-J programs and the Madras High School Buff Boosters.
CLASS “B” USE:
Jefferson County School District 509-J partners, and government, educational and non-profit organizations recognized under Section 501(c) of the Internal Revenue Service code or legitimately sheltered under the umbrella of another 501(c) organization who are based within the 509-J district boundary.  Proof of residency and 501(c) status may be required.  Said groups cannot act as agents for outside groups.
CLASS “C” USE:
Government, educational and non-profit organizations recognized under Section 501(c) of the Internal Revenue Service code or legitimately sheltered under the umbrella of another 501(c) organization that are not located within the 509-J boundary.  Proof of 501(c) status may be required.  Also covered are individuals engaged in charitable activities, the entire proceeds of which (less expenses) will be donated to a government or non-profit organization as defined above.
CLASS “CA” USE:
Youth Club sports programs; clubs must be recognized by the athletic director (written approval required) within the Jefferson County School District 509-J as being an athletic program that benefits their programs.  Proof of 501(c)(3) status shall be required.
CLASS “D” USE:
All other users.

 

Submit a Request / Approved Registered Users

Registered Applicants

2015-16 Approved Registered Users

 

Building Use Forms – (Please save copies of these forms to your computer before using)

Step #1:  Building and Facility Use Registration Form

  • The Registration Form is to be sent directly to the attention of:  Facility Use, Jefferson County School District 509-J, 445 SE Buff Street, Madras, OR  97741; or it can be emailed to:  Facilities@509j.net .
  • A confirmation letter will be sent to each registering applicant giving notice of approval/disapproval.  Each registered applicant will be assigned an identification number by classification.
  • All Users are required to re-register after July 1 of each new school year.

Step #2:  Building and Facility Site Use Application Form

  • Step #1 must first be completed and approved before proceeding to Step #2.
  • Applications are to be sent directly to the attention of:  Facility Use, Jefferson County School District 509-J, 445 SE Buff Street, Madras, OR  97741; or it can be emailed to:  Facilities@509j.net .
  • Applications for building use are subject to approval by the District Facility Use Review Committee

Step #3:  Fees and Invoicing

  • Step #3 is completed by the coordinator/event manager or designee for Class B, Class C and Class D users after the event has occurred.  This information is forwarded to Jefferson County School District 509-J Fiscal Services for event fee reconciliation and invoicing.  The Facility Use Pre/Post Inspection Checklist is to be used to determine the final assessment of fees.

 

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