1. Review the Board Policies 1004.40 and ACSD Facilities Use Handbook to ensure an understanding of the requirements and parameters of facilities rental. 
2. Complete a Facilities Request Form. The district requires at least a two-week notice to ensure appropriate processing of your request. 
3. Work with the Community Engagement Coordinator to provide necessary documentation, including but not limited to proof of insurance and residency. 
4. Complete a Facilities Use Agreement and provide payment.  Note that payments are accepted via credit card in person by appointment.  If a check is preferred, please inform the CE Coordinator (515) 965-9604 x54970) so appropriate processes may be implemented.

The District requires a signed contract and Hold Harmless Agreement from all  requesters. The renter shall be liable for any and all loss, damage or injuries sustained by  any person that arise out of the negligence of the renter. All community groups are  responsible for their own insurance coverage and the District requires a certificate of  insurance as evidence of this coverage to be written as follows: 

1. Liability Insurance  

Commercial general liability insurance covering the premises and operations of  the rental while using ACSD facilities shall be written at a company acceptable  to the District and admitted to do business in the State of Iowa. This insurance  shall cover bodily injury, property damage, and personal injury and shall be  

written with combined single limits as shown below. 

General Aggregate Limit $2,000,000 Products – Completed Operations Aggregate Limit $2,000,000

Personal and Advertising Injury $2,000,000

Each Occurrence Limit $2,000,000 Fire Damage Limit (for one fire) $100,000

Medical Expense (any one person) $5,000 

2. Workers’ Compensation 

If the renter has employees who will be working on or about one of the ACSD  facilities, then the evidence of insurance provided by the renter should also show  the following:

Workers’ Compensation & Employers Liability Insurance as prescribed by  Iowa law with the minimum limits shown below: 

1. Iowa Benefits Statutory 
2. Employers Liability 

 Bodily injury by accident $500,000/each 

 Bodily injury by disease $500,000 

 Bodily injury by disease (each employee) $500,000 

The workers’ compensation insurance shown above, if required, shall include  a waiver of subrogation clause in favor of the ACSD. 

As described below, the cost to rent a facility depends on the space to be rented, the use of the space, and the classification of the renter.  Facilities rentals include BASE FEES and may include SUPPLEMENTAL FEES.  

Base Fees 

As outlined below and in board policy 1004.40, base fees for use are based upon the prospective renter’s (“Renter’s”) classification (Class A, Class B, or Class C). Renters in all classifications may be assessed a fee for use of additional district resources such as personnel, equipment, and/or furniture. 

• Class A: District-Affiliated Groups Class A organizations are those that are listed as additional insureds on the district’s insurance and/or use the district as their fiscal agent.

• Class B: Resident Individuals and Organizations Class B individuals live within the district’s boundaries.  Class B organizations (1) have an official, legal organizational address within the district’s boundaries and/or (2) have both a Facility Use Lease signee who lives within the district’s boundaries and at least 51% of the individuals participating in the event for which the facility is being leased live within the district’s boundaries. 

• Class C: Non-Resident Individuals and Organizations Class C individuals live outside the boundaries of the Ankeny Community School District.  Class C organizations don’t meet either of the conditions for being classified as a Class B organizations.

The district reserves the right to grant exceptions to the above classification structure when, in the superintendent/designee’s discretion, granting such an exception is in the best interest of the district and/or the general public.  

The base fees charged by the district for various facilities are outlined in Board Policy 1004.40 and generally include use of the designated space, standard furniture in the rented space during the time of the rental, electricity and HVAC (at district-set temperatures).

Supplemental Fees 

The district may charge a fee for the hire of additional personnel and/or the use of equipment or services beyond those included in the base fee for the contracted space.  In some instances, the additional hire and/or supplemental equipment fee will be required for the use of a particular space and/or for a particular type of event.  The supplemental fees are outlined in Board Policy 1004.40.

To ensure safety and minimize the likelihood of damage to district property, a custodian may be required for set-up, tear-down, and/or custodial support during an event.  Some common scenarios in which the district might require custodial assistance include, but are not necessarily limited to:   

• Set up / tear down of bleachers, athletic equipment, sound systems, audiovisual equipment, and/or unlocking restrooms
• Custodial support during an event, such as when the space being rented is a gym or auditorium where there will be spectators and/or when the event will serve more than 50 people

Some larger-scale athletic equipment (e.g., basketball  hoops, volleyball nets and standards, track and field equipment, and scoreboards) may be available for rent if the district has the equipment available, if the renter is appropriately trained in use of the equipment, and if the renter’s intended use of the equipment is not likely to cause damage to district property.  Potential renters may contact the Community Engagement Coordinator with specific questions. 

Questions about renting school district spaces? Please contact the Community Engagement Coordinator at (515) 965-9604 x54970.

NOTE: The district reserves the right to deny any facility request for any lawful reason.