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Use of District Facilities Requests

We are pleased to offer our school facilities to support community activities and events. Please review the following guidelines and procedures for utilizing our facilities.

 
1. Facility Availability:

Our facilities are available for community organizations, individuals, and groups for activities compatible with the school district's educational mission. Priority for facility use is given to school-related activities and events.

 

2. Facility Reservation Process:

The district utilizes the Master Library Facilities Scheduler online system to schedule facility requests. Click here to start the process https://ca1.mlschedules.com/Login.aspx 

 

3. Group Designation:

I. District Related Group: District facilities shall be granted to officially recognized El Centro Elementary School District student and staff groups, the City of El Centro Recreation Department, County of Imperial Elections Department (polling place), and established school site parent-teacher club organizations without charge. Free use may also be granted for fundraising, entertainment, or meetings where admission fee charges or contributions solicited are expended for the welfare of school programs. This does not waive fees for employee overtime, if necessary.

 

II. Direct Cost Non-Profit Groups (ECESD Resident): El Centro organizations, including youth and adult groups committed to community service (Girls and Boys Scouts and Non-Profit sports leagues, etc.), senior citizen organizations, and other El Centro public agencies, shall be assessed a reduced direct cost fee. This group should be selected when the requestor resides within the boundaries of the ECESD school district.
 
ECESD Resident Status Requirements for Requestor (Any of the following may be provided):
1. Driver’s License
2. Utility Bill
 
Non-Profit Status Requirements:
1. Non-Profit 501(c) 3 EIN
2. Confirmation that the group is registered with the California Secretary of State/Department of Justice and maintains an active status.
3. Copy of your organization’s filed IRS Form 990 or 990N.
4. A copy of your organization's registration for the individuals or parents to sign to join a group with fees charged.
 
III. Direct Cost Non-Profit Groups (Non-ECESD Resident): Organizations, clubs or associations organized for cultural activities, religious activities, general character building, or welfare purposes of El Centro citizens shall pay direct cost charges, as shall organizations requesting use for entertainment or meetings where admission fees are charged or contributions are solicited, and the net receipts are not expended for district programs. This group should be selected when the requestor is a non-profit but does not reside within the boundaries of the ECESD school district.
 
Non-Profit Status Requirements:
1. Non-Profit 501(c) 3 EIN
2. Confirmation that the group is registered with the California Secretary of State/Department of Justice and maintains an active status.
3. Copy of your organization’s filed IRS Form 990 or 990N.
4. A copy of your organization's registration for the individuals or parents to sign to join a group with fees charged. Youth and adult organizations committed to community service (Girls and Boys Scouts, Non-Profit sports leagues, etc.) and senior citizen organizations. All non-El Centro-based organizations will be considered fair rental value groups.
 
IV. Fair Rental Value Groups: Profit-making organizations or non-El Centro-based organizations that do not qualify for free or direct cost rates shall be charged fair rental value rates following the adopted fee schedule. This category might include independent dance, theater, musical groups, private instructors, or private businesses, assuming these groups would satisfy city zoning and business ordinances.

 

4. Spaces Available:

All available facilities, including multipurpose rooms, gymnasiums, classrooms, and outdoor fields, are listed on the Master Scheduler online system. The district allows the use of facilities during non-school hours from Monday to Friday from 6:00 p.m. to 8:00 p.m. and on Saturdays (when available). The district will follow its school calendar and block out dates for holidays and some breaks. Check online for current availability.  

  • •    BT Washington                 223 South 1st Street
    •    DeAnza Elementary School             1530 South Waterman
    •    Desert Gardens Elementary School    1900 South 6th Street
    •    Harding Elementary School            950 South 7th Street
    •    Hedrick Elementary School            550 South Waterman
    •    Imperial Valley Home School Academy    2350 W. Main Street
    •    Kennedy Middle School            900 North 6th Street
    •    Lincoln Elementary School            200 North 12th Street
    •    ML King Elementary School            1950 Villa 
    •    McKinley Elementary School        1177 North 8th Street
    •    Sunflower Elementary School        2450 Main Street
    •    Wilson Junior High School            600 South Wilson

The district has five athletic fields with sports lighting: BT Washington, Harding, Sunflower, Kennedy, and Wilson. The remaining athletic fields are subject to the time of year and sunlight available.

MPR with kitchen rental always requires the presence of an ECESD food service employee, which is reflected in the fee schedule.

 
5. Fees:

Facility fees are determined based on the type of event, duration, and facility requested. Fees may include rental charges, custodial fees, security deposits, and other applicable costs. Fee schedules are available on the website. Fees must be paid to Fiscal Services, located at 1256 Broadway, El Centro, at least 48 hours before using the facilities. Fees may be waived at the Superintendent's discretion.

Hourly Fees
 
6. Insurance Requirements:

Users must obtain comprehensive general liability insurance with minimum coverage of $1,000,000 for each occurrence, $2,000,000 for general aggregate, and $3,000,000 for sexual abuse or Molestation, naming the ECESD and its officers, agents, and employees as additional insured. Proof of insurance and payment must be submitted to the School District before scheduling events.

 

7. Rules and Regulations:

Users of school facilities are expected to comply with all applicable laws, regulations, and school policies, including but not limited to:

  1. Compliance with fire codes and safety regulations.
  2. Prohibition of alcohol, tobacco, vaping, drugs, and weapons on school premises.
  3. Offensive language is strictly prohibited.
  4. Respectful treatment of school property and facilities. The requestor is liable for any damage to property caused by their negligence.
  5. Responsible adults must always supervise minors, and the applicant must always be present.
  6. Coaches are responsible for their players' and parents' actions during facility use. Minors shall never be left unattended.
  7. No animals are permitted on District property without prior authorization.
  8. The applicant must respect the hours specified in the permit. All participants and attendees must vacate the facility promptly at the end of the authorized period. Failure to do so may result in the loss of future privileges.
  9. The applicant is responsible for maintaining the facility during use and returning it to its original condition afterward. The applicant must properly dispose of all trash in designated bins or remove it from the premises.

Violating any of these rules or regulations will immediately terminate facility use. Depending on the level of violation, the applicant may be banned from using any ECESD facilities in the future.

 
8. Property Condition Disclaimer:

The ECESD does not provide warranties or representations regarding the fitness or safety of the facilities and equipment used. Users assume all risks associated with their use.

 

9. Liability:

Each party shall be solely responsible for any injury to persons or damage to property caused by negligence or willful misconduct. The User agrees to indemnify, defend, and hold harmless ECESD  from and against any claims, damages, losses, liabilities, and expenses (including reasonable attorney fees) arising from or resulting from the User's use of the Facility.

 

10. Sports Teams Reservations Process:

To ensure fairness in the usage of outdoor field facilities, the following process will be enacted for sports teams. Before each season, coaches will have a window of opportunity to submit their applications through our online system.

Sports Application Period:

Summer Sports Period                                      June to July

Summer Priority Application Period                   May 1 to May 7

Fall Sports Period                                              August to December

Fall Application Period                                       July 1 to 10

Spring Sports Period                                         January to May

           Spring Priority Application Period                     December 1 to 10

 

Maximum Usage per team:

Weekday use: Applications may be limited to 3 nights per week.

Weekend use: applications for Saturday may be limited to one day per month.

 

All applications submitted during this “priority application period” will be reviewed. If two or more teams request the same facility, the district will use the following process: First, assess whether the space is large enough for both teams to practice; second, determine which team has the most ECESD students participating; and third, based on the order of application submission. These criteria are a basic guideline for ECESD staff; other factors may be used to determine usage.

Applications received after the “priority application period” will be considered on a first-come, first-served basis based on availability.

 
11. Cancellations and Refunds:

Cancellations must be made at least 3 days before the scheduled event. To cancel, email our Director of MOTF at [email protected]. Rental fee refunds may be issued for cancellations made within the specified timeframe minus any applicable administrative fees.

 

Reoccurring users who fail to notify the district of cancellations may lose their privilege to use facilities.  If you have any questions after 3:00 pm, call the district after-hours number (760) 996-5423.

 

12. Contact Information:

Facilities and Site Access Questions:

Mike Reyla, Director of MOTF

760-353-9200 ext. 7033

After 3:00 pm – Call (760) 996-5423

[email protected]

 

Application and Billing Questions:

Marta Angie Santillan, Senior Administrative Secretary

760-352-5712 ext. 8518

[email protected]

 

13. Non-Discrimination Policy:

ECESD prohibits discrimination based upon race, color, ancestry, national origin, ethnic group identification, age, religion, marital or parental status, physical or mental disability, sex, sexual orientation, gender, gender identity or expression, or genetic information; the perception of one or more of such characteristics; or association with a person or group with one or more of these actual or perceived characteristics.   For questions, concerns, or complaints, please contact the Title IX Coordinator at 1256 Broadway, (760) 352-5712 ext. 8522.

 

Disclaimer:

The El Centro Elementary School District reserves the right to deny or revoke facility use permits at its discretion. The district is not responsible for any loss, injury, or damage from using school facilities.