Use of Facilities

Thank you for your interest in renting facilities from the Sunnyside Unified School District.

EFFECTIVE 7-1-19: Rental and/or energy fees must be paid prior to event(s).

School facilities are available for rent to public agencies and to responsible and properly organized community groups for the purpose of education, elections, and civic welfare.

►  All requests must be made to the requested facility administrator  no less than 21 DAYS PRIOR to the scheduled event/activity.

• All requests are subject to the guidelines outlined in the SUSD Rental Agreement and must be Governing Board approved.
• All lessees must provide a Certificate of Liability Insurance naming SUSD as a certificate holder on the $1,000,000 policy.
• Rental rates and categories for rates, procedures  and other necessary forms are provided.

NOTE:  School-related functions and events take precedence over rental requests from outside organizations.
If you have any questions about facility requests, please contact Bobbi Leon at 545-2025.

How do I request the Use of Facilities?

1. Requestor completes the forms below:
   • Site Facility Request / (PDF Version)
   • HVAC Request / (PDF Version)
2. Requestor must first submit completed forms to site administrator (site being requested).
3. Site administrator reviews the request and verifies the following:
   • Date availability
   • Equipment needed
   • Signs in appropriate location if approved
     • Site administrator is responsible for notifying the superintendent’s office of any changes to initial request
4. Forms stated in #1 above are routed from District personnel to the Superintendent’s office.
5. The Superintendent’s office will:
   • Verify the request submission occurred no less than 21 days prior to use;
   • Submits request on upcoming District Leadership Team meeting agenda for review and approval;
   • Completes Rental Agreement based on the information on the Site Facility Request form;
   • Assesses appropriate fees and obtains the CFO’s approval and signature;
   • Confirms receipt of the required certificate of insurance;
   • Sends Rental Agreement to authorized representative for their signature;
   • Submits request to the Governing Board for approval;
   • Sends letter of approval or denial to the requester and if approved invoices for rental and/or energy fees where applicable (must be paid prior to event[s]).
   • Routes copies to the appropriate individuals/departments (i.e. site, security, custodial supervisor, Business Office, Energy Management (site will be responsible for submitting PAR(s) to Business & Finance (H Encinas) for custodian/security monitor and time card(s) to Payroll;
   • Obtains payroll information (actual wages will be billed) for custodian/security personnel (if applicable);
   • Processes invoice for security and/or custodial fees to organization (where applicable).
6. Requestor must submit payment for rental and/or energy fees (if applicable) in advance to Elvia Flores in the Business and Finance Office (custodial and/or security fees (if applicable) to be billed after pay period ends.
    

* Any event that requires outside lights will result in charge for cost of electricity.
** Fees for Youth Sports Program may be waived if majority of participants are Sunnyside Unified School District students.

Rental Rates

Rental fee is based on a 2 hour minimum (unless otherwise noted).
Custodial/Security/Kitchen staff fee: $25/hour.
Energy fee: When deemed appropriate, additional “energy” fee shall be calculated and charged.

Use of Facility Forms

• Site Facility Request / (PDF Version)
• HVAC Request / (PDF Version)

The Superintendent of his designee shall periodically review the fees to ensure that they are reasonable or defined by A.R.S § 15-1105(F)(3) and to determine the value of goods and services being provided as compensation for the use of school property.
Fees are subject to change.

Governing Board approved 5/13/15