HANSON SCHOOL DISTRICT #30-1

CHAPTER 6

Page 8 of 10

CHAPTER 6

COMMUNITY RELATIONS

6.1 DOWNTOWN AUDITORIUM USE GUIDELINES

6.2 REQUESTS TO THE BOARD

6.3 COMMUNITY QUESTIONS

6.4 HANDICAP ACCESSIBILITY

6.5 CITIZEN COMPLAINT POLICY

Appendix A – Auditorium Use Agreement

6.1 DOWNTOWN AUDITORIUM USE GUIDELINES

Auditorium rent:

$75.00 per hour/Max $225.00 PER SINGLE DAY EVENT

$250 Dances

$20/$50 Sweep/Sweep & Scrub

All dances at the discretion of Board

Floor to be refinished the week of July 20th, once every three years beginning in 2005.

Renter responsible for set up and take down. (chairs, tables, etc.)

Clean up. Check list for Auditorium Use.

____ Sweep tarp _____ Scrub tarp where needed

____ Sweep lobby _____ Scrub lobby

____ Put chairs away in boys’ bathroom _____ Put tables on stage against west wall

____ Take all garbage to school and place it into the appropriate receptacle.

____ Double check with Hanson School custodians for any special request.

Liability use agreement must be signed and turned in to superintendent - Appendix A

Reviewed and accepted: April 13, 2009; Action 2008-09-89 April 13, 2009; Action 2008-09-89

6.2 REQUEST TO THE BOARD

All employees and community members are encouraged and shall be given opportunities to express their suggestions to the School Board.

All complaints and requests shall be made through appropriate channels. There are two appropriate channels through which the suggestions of employees or community members may reach the Superintendent of Schools and the Board:

1.  Through Line of Authority.

2.  Through an authorized committee or president of an officially recognized employee organization.

Reviewed and accepted: April 13, 2009; Action 2008-09-89 April 13, 2009; Action 2008-09-89

6.3 COMMUNITY QUESTIONS

  1. Relating to elementary students, curriculum and teachers should be referred to the Elementary Principal. The principal will administer this area or if needed, refer the question to the Superintendent of Schools, then the School Board for further action.
  1. Relating to high school student, curriculum and teachers should be referred to the High School Principal. The principal will administer this area or delegate it to the Counselor or Superintendent and then School Board for further action.
  1. Relating to school board action should be given to the Superintendent so the item may be placed on the board agenda if required.
  1. Relating to Ethics, Communication, Chain of Command shall be pursued through the Chain of Command in bringing problems to or in making requests of the administration.

Reviewed and accepted: April 13, 2009; Action 2008-09-89 April 13, 2009; Action 2008-09-89

6.4 HANDICAP ACCESSIBLITY

Our schools are planned and designed to be used for many years. To provide long-term usefulness to the District and to justify the expense invested in a school plant, the following general principles will be applied to the design of new buildings and the renovation of older facilities.

  1. Flexibility: Versatile construction materials will be used so as to provide a building adjustable to future changes in curriculum and teaching methods.
  1. Durability: Buildings will be constructed of durable materials. These may not necessarily be inexpensive; on the other hand, materials of an initial higher cost may be chosen to offset operational or maintenance expense.
  1. Safety: Construction materials, and architectural and equipment specifications will meet the state safety requirements to ensure the safety of the students and staff, as well as other persons who may use the school facilities.
  1. Expandability: The building design should provide for the possibility of future additions while leaving the original concept of the structure intact.
  1. Accessibility: Buildings should be designed to allow easy flow of traffic, for all who use the building. This principle applies not only to vehicular traffic (accessibility to public thoroughfares and ample provision for parking), but also to the establishment of good traffic patterns inside the school. All building plans as well as extensive remodeling will be in compliance with Section 504 requirements.
  2. Environmental: Aesthetic values and energy conservation measures will be considered in planning the total school environment. In order to provide the best possible learning environment, the surroundings should be comfortable, pleasing, and safe.

Before advertising for bids on the plans and sites for the building or remodeling of school facilities, the Board will submit all plans to the South Dakota Department of Public Safety for examination and approval.

Reviewed and accepted: April 13, 2009; Action 2008-09-89 April 13, 2009; Action 2008-09-89

(Mr. Harmon has been contacted regarding the last paragraph)

6.5 CITIZEN COMPLAINT POLICY

Hanson School District 30-1 has established this Complaint Policy to ensure that a citizen’s complaint is given respectful attention and the integrity of all concerned is upheld.

The term “complaint” in this policy is restricted in meaning to an allegation in writing that an existing school policy has been unfairly applied or interpreted and also includes an allegation by a Hanson School District resident that a particular school employee, has acted in an illegal, unethical or unprofessional manner which requires action by school authorities.

The procedure and steps for handling complaints are as follows:

Step I. Principal, Complainant(s), School Personnel

Step II. Superintendent, Complainant(s)

Step III. School Board, Complainant(s)

Step I. A complaint which comes to the Principal shall be listened to in a courteous manner. There shall be no commitments, admission of guilt, or threats. The employee will be provided with a copy of the complaint. The principal shall conduct such investigation as the principal believes is necessary to understand the complaint. The investigation may include a conference between the complainant(s) and employee(s) with the Principal mediating and recording the meeting. At the conclusion of this meeting, and not more than 5 business days thereafter, the Principal shall write a summary of the meeting together with his proposed resolution and distribute copies of his summary and decision to the complainant(s) and the affected employees.

Step II. Superintendent, Complainant(s), School Personnel

If the complainant(s) are not satisfied with the resolution of the matter as proposed by the Principal, the complainant(s) shall notify the Superintendent in writing within 10 business days of reception of the Principal’s decision. The complainant(s) shall enclose a copy of the written complaint and the Principal’s decision with the complainant(s)’ request for review by the Superintendent.

The process in Step II shall be handled in the same manner as Step I with one exception:

The Superintendent shall mediate and record this meeting. At the conclusion of this meeting, and not more than five business days thereafter, the Superintendent shall write a summary of the meeting including his resolution of the matter and distribute copies to the complainant(s) and the affected employee(s).

Step III. School Board, Complainant(s), School Personnel

If the complainant(s) are not satisfied with the resolution of the matter as proposed by the Superintendent, the complainant(s) shall notify the Board in writing within 10 business days of reception of the Superintendent’s decision. The complainant(s) shall enclose a

6.5 CITIZEN COMPLAINT POLICY(cont.)

copy of the written complaint, the Principal’s decision and the Superintendent’s decision with the complainant(s)’ request for the review of the Board and deliver the request to the School Business Manager who shall then provide it to all Board members.

1.  When the Board considers complaints, it shall do so in executive session in the presence of the complainant(s) and the employee against whom the complaint was raised and the Superintendent.

2.  All parties involved in this executive session shall have the right to the legal representative of their choosing at their own cost, the right to present evidence, and the right to examine and cross examine witnesses. The Board shall determine in its sole discretion whether a verbatim record of the proceeding will be made.

3.  The Board shall conduct the meeting(s) in a fair and just manner. Hearsay evidence shall be discounted by the Board in this proceeding. The Board shall be the sole judge of the evidence.

4.  The Board has the right to request a disinterested third party to act as a hearing officer to help the Board conduct a fair and orderly proceeding.

Reviewed and accepted: April 13, 2009; Action 2008-09-89 April 13, 2009; Action 2008-09-89

Appendix A – Auditorium Use Agreement

DOWNTOWN AUDITORIUM FACILITY USE AGREEMENT

WHEREAS, the HANSON School Board (hereinafter "District"), has determined that allowing (hereinafter "User") to use the facilities below would constitute a community service as that term is used in SDCL 13-24-20;

WHEREAS, the User has determined that it wishes to use the identified facility (hereinafter "Facility") pursuant to the terms of this Agreement and the policies and procedures of the District;

NOW THEREFORE BE IT AGREED AS FOLLOWS:

FACILITY AND EQUIPMENT SUBJECT TO AGREEMENT

______

_

______

The Facility identified above is for use on the ______day of____200--- between the hours of _ __(hereinafter "Use"). The fee for the Use shall be $ plus one custodian to be in the Facility at an additional cost of ______Dollars ($___) per hour. The custodian will open and close the building and assure the building is secure at the conclusion of the Use.

THE DISTRICT SHALL:

1. Provide a copy of rules and regulations regarding use of the Facility to User.

2. Reserve the right for sale of refreshments of any kind in the Facility.

3. Have the right to make photographs at any time for any purpose.

4. Have no responsibility whatsoever for handling, receipt, custody, or control of funds connected with the event.

5. Authorize members of federal, state, and local law enforcement to enter the Facility at any time during the Use for law enforcement purposes.

6. Assume no liability for any injury occurring upon the Facility for any reason during the Use.

USER SHALL:

1. Adhere to the rules and regulations governing use of the Facility.

2. Not mark, damage, deface, or permit anyone to damage or deface the Facility.

3. Reimburse the District in full for any damage to the Facility occurring during the Use.

4. Refrain from taping, pasting or otherwise affixing signs or other displays on walls, drapery, or any wall surfaces within or without the Facility without specific written permission of the District, which permission can be withheld for any reason.

5. Provide workers for setup and tear down of chairs and tables involved in the Use. The User shall be responsible for any wages or costs incurred in setup and tear down.

6. Comply with all ordinances of the City of Alexandria and the laws of the State of South Dakota and the United States. The Use of the Facility in violation of law or in any manner determined to be detrimental to the District results in immediate termination of the Use. The District shall have the exclusive right to determine whether such violation has occurred.

7. Not allow occupancy of the Facility in excess of the rated capacity posted in the Facility.

8. Obey and enforce the following:

a. No smoking anywhere within the Facility.

b. No beverages may be brought into the Facility.

c. All federal, state, and local statutes and regulations regarding alcoholic beverages will be observed.

9. Not sublease or otherwise allow use of the Facility nor any part thereof by another without written consent of the District, which consent may be withheld for any reason.

10. Hold harmless and indemnify the District from any and all damages and liabilities for any claim arising from or out of the Use of the Facility by the User.

11. User herewith consents to the entrance of federal, state and local law enforcement for any lawful purpose during the period of this Agreement.

12. Contact the Alexandria Police Department so that it is aware of the use of the Facility.

NEITHER THE DISTRICT, SCHOOL BOARD, NOR ANY OFFICER OR EMPLOYEE OF THE DISTRICT IS LIABLE FOR ANY INJURY THAT OCCURS AS A RESULT OF THE USE OF THE FACILITY REGARDLESS OF THE CAUSE OF THE INJURY, INCLUDING DESIGN, MAINTENANCE, OR CONDITION OF THE FACILITY AND EQUIPMENT USED UNDER THIS AGREEMENT.

THE USER AND ITS MEMBERS, OFFICERS, AND EMPLOYEES ARE LIABLE FOR DAMAGE TO ANY PERSON THAT MAY ARISE AS A RESULT OF THE USE OF THE FACILITY AS PROVIDED IN SDCL 13-24-20. THE USER, ITS MEMBERS, OFFICERS, AND EMPLOYEES ARE LIABLE AS WELL FOR ANY DAMAGE TO THE FACILITY OR EQUIPMENT PROVIDED UNDER THIS AGREEMENT AND ARE LIABLE FOR THE DISTRICT'S ATTORNEY'S FEES IF THE DISTRICT IS SUED AS A RESULT OF THE USE OF THE FACILITIES.

The Agreement is not valid and the Facility may not be used unless the Agreement is signed by the person or organization submitting the request prior to the Facility Use.

I have read the foregoing Agreement and agree with its terms. I understand that I, individually, the organization I represent as well as it’s members, are liable for any damages caused to the Facility, any damages or injuries that may occur to any person, and the attorneys' fees of the District arising as a result of the use of the Facility.

______

NAME OF ORGANIZATION ------______

______

Date------

Signature of individual or representative------

I hereby certify that the foregoing rental of the Facility was approved by the Alexandria School Board on the _____ day of ______, 20___.

______

School Board President/Superintendent/or Business Manager

(Mr. Harmon has been contacted in regard to the Alcohol prohibitions and use on this form)