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Community Use of District Facilities

District Facility Usage

The superintendent or designee will grant permission to use district facilities in keeping with the district policies, rules, and procedures. Please refer to district policy KG for further clarification of information, policy cross-references, and legal references. All federal, state, and local laws for public school districts must be followed when using district facilities and equipment. This includes, but is not limited to, the prohibition of smoking, gambling, alcoholic beverages, and possession of intoxicants or illegal drugs/chemicals. Any violation of district policy may result in termination of the activity and any future usage.

Unless otherwise approved by the superintendent or designee or stated in policy KG, facilities will be available for use after 6 p.m. on school days (including summer work days) and after 8 a.m. on the weekend and other days when school is not in session. 

Rental fees will be charged to help offset operational costs and custodial services. The fee structure will be used when establishing rental charges. There will not be charges for district-sponsored activities. Upon written request, the superintendent may consider waiving the fee for special public programs.  

Facility usage is not allowed without a permit. Permits can be obtained through the reservation process using the FMX system. All reservations will be canceled when school is canceled due to inclement weather or other reasons. Reservations will be made available annually starting July 1 and ending June 30.  

A certificate of liability insurance will be required for individuals or organizations categorized as user groups 2 or 3 using district facilities and will be submitted with the reservation request.

There is an age restriction for completing a reservation for facility usage; only persons over 21 years of age may apply for use of district facilities. The applicant assumes full responsibility for facilities, must be 21 years of age, and adhere to the relevant district policies established by the school district. All facility usage requests will be taken on a first-come, first-served basis.

The Ladue School District reserves the right to:

  1. Limit or deny use to groups that do not comply with policy KG or the established procedures and guidelines;
  2. Limit or deny facility use to groups that have a history of non-compliance to district policies and procedures, are delinquent with rental payments, violence or prior damage to district facilities, and
  3. Take any action, which may be necessary or appropriate, in the judgment of the superintendent or designee to deal with emergency situations relating to the use of district facilities.

District Policy KG – Community Use of District Facilities will be implemented in accordance with district policies GBCA - Staff Conflict of Interest and GBAA – Staff Extra-Duty Assignments.

Defining Facility Usage Groups

  • User Group #1 (Priority #1 Scheduling)
    User Group 1 includes school or district-sponsored and supported organizations serving the students, parents, and teachers of the Ladue School District.  Tier one priority will be given to this user group regarding rentals.  Examples of this user group include but are not limited to the following:

    • District-Sponsored MSHSAA Sanctioned Athletic/Activity Events

    • District-Sponsored Activities

    • District Parent Organizations (LEF, Parent Association, Dads Club)

    • Employee Professional Organizations

  • User Group #2 (Priority #2 Scheduling)
    User Group 2 includes nonprofit organizations. Non-profit organizations are entities that are exempt from paying income taxes. Tier two priority will be given to this user group regarding rentals.  Examples of this user group include but are not limited to the following:
    • Boy Scouts and Girl Scouts
    • Community-Based Youth Groups, Clubs, and Organizations
    • Athletic “Feeder” Teams
  • User Group #3 (Priority #3 Scheduling)
    User Group 3 includes for-profit groups, non-district sponsored groups, and organizations whose activities are not administered by the district but are deemed by the superintendent or designee to benefit the educational environment and/or school district community. Tier three priority will be given to this user group regarding rentals. Examples of this user group include but are not limited to the following:
    • Local Civic, Political, Religious, and Service-Oriented Groups
    • For-Profit Youth Sport Leagues
    • Club Sports Organizations
    • Adult Sport Leagues
    • Private Party Individual and Group Rentals

Note: Club sports sponsors seeking the rental of district facilities, who have 95-100% of their student-athletes currently enrolled in the Ladue School District, will be granted access with no rental fees. To qualify, the club sponsor must complete the rental request process and contact the appropriate individual listed in the “Facility Usage Contact Information” section of this section.

Building Rental Hours

District facilities are available to rent after school hours on weekdays between 6 p.m. - 9 p.m. On the weekend most facilities are available to rent between 8:30 a.m. - 4 p.m.  However, athletic fields will be made available between 8:30 a.m. - 6 p.m.  District facilities may be closed for periods of time during the winter, spring, and summer and on other published holidays. If, for any reason, the district is closed, all facilities will be closed as well. Therefore, rentals will not be made available during these occurrences. A request to rent district facilities can be made using the FMX system. This system is a new cloud based system for managing facilities and maintenance requests. All rentals must be facilitated by using this system.
 

Building Weekday Weekend
Ladue Horton Watkins High School 6 p.m.-9 p.m. 8 a.m.-8 p.m.
Ladue Middle School 6 p.m.-9 p.m. 8 a.m.-8 p.m.
Ladue Fifth Grade Center 6 p.m.-9 p.m. 8 a.m.-8 p.m.
Elementary Schools 6 p.m.-9 p.m. 8 a.m.-8 p.m.

 

Defining Event Personnel (Staffing Fees)

Custodial and event supervision fees will be applied to all weekend rentals and (some weekday rentals). Custodial fees will encompass cleaning, trash removal, and basic organization and breakdown when warranted. District staff will provide supervision during the event to help ensure buildings are maintained in an orderly fashion, and visitors are in the designated location.

Position Weekday Hourly Rate Weekend Hourly Rate
Security (Uniformed Officer) $65 $65
Event Supervision $35 $35
Custodial/Maintenance $35 $35
Scoreboard Operator $30 $30
Public Announcer $30 $30

Fee Structure

Elementary Schools

Building Facility User Group 1 User Group 2 User Group 3
Elementary Schools Library (Weekday) $0 $25 $50
Elementary Schools Library (Weekend) $0 $25 $50
Elementary Schools Cafeteria (Weekday) $0 $25 $50
Elementary Schools Cafeteria (Weekend) $0 $25 $50
Elementary Schools Classroom (Weekday) $0 $10 $20
Elementary Schools Classroom (Weekend) $0 $10 $20
Elementary Schools Gym (Weekday) $0 $10 $20
Elementary Schools Gym (Weekend) $0 $10 $20
Elementary Schools Grass Field $0 $10 $20

 

West Campus

Building Facility User Group 1 User Group 2 User Group 3
West Campus Library (Weekday) $0 $25 $25
West Campus Library (Weekend) $0 $25 $25
West Campus Cafeteria (Weekday) $0 $25 $50
West Campus Cafeteria (Weekend) $0 $25 $50
West Campus Classroom (Weekday) $0 $10 $20
West Campus Classroom (Weekend) $0 $10 $20
West Campus East Gym (Weekday) $0 $10 $20
West Campus East Gym (Weekend) $0 $10 $20
West Campus West Gym (Weekday) $0 $10 $20
West Campus West Gym (Weekend) $0 $10 $20
West Campus Turf Field (Weekday) $0 $10 $30
West Campus Turf Field (Weekend) $0 $10 $30
West Campus Softball Field (Weekday) $0 $10 $30
West Campus Softball Field (Weekend) $0 $10 $30

 

Ladue Middle School

Building Facility User Group 1 User Group 2 User Group 3
Ladue Middle School Library (Weekday) $0 $25 $50
Ladue Middle School Library (Weekend) $0 $25 $50
Ladue Middle School Cafeteria (Weekday) $0 $25 $50
Ladue Middle School Cafeteria (Weekend) $0 $25 $50
Ladue Middle School Classroom (Weekday) $0 $10 $20
Ladue Middle School Classroom (Weekend) $0 $10 $20
Ladue Middle School Gym (Weekday) $0 $10 $20
Ladue Middle School Gym (Weekend) $0 $10 $20
Ladue Middle School Upper G. Field $0 $10 $20
Ladue Middle School Lower G. Field $0 $10 $20
Ladue Middle School Tennis Courts (Weekday) $0 $10 $20
Ladue Middle School Tennis Courts (Weekend) $0 $10 $20

 

Ladue Horton Watkins High School

Building Facility User Group 1 User Group 2 User Group 3
Ladue Horton Watkins High School Library (Weekday) $0 $25 $50
Ladue Horton Watkins High School Library (Weekend) $0 $25 $50
Ladue Horton Watkins High School Multipurpose (Weekday) $0 $25 $50
Ladue Horton Watkins High School Multipurpose (Weekend) $0 $25 $50
Ladue Horton Watkins High School Cafeteria (Weekday) $0 $25 $50
Ladue Horton Watkins High School Cafeteria (Weekend) $0 $25 $50
Ladue Horton Watkins High School Classroom (Weekday) $0 $15 $20
Ladue Horton Watkins High School Classroom (Weekend) $0 $15 $20
Ladue Horton Watkins High School Nielson Gym (Weekday) $0 N/A N/A
Ladue Horton Watkins High School Nielson Gym (Weekend) $0 $10 $20
Ladue Horton Watkins High School Ramming Gym (Weekday) $0 $10 $20
Ladue Horton Watkins High School Ramming Gym (Weekend) $0 $10 $20
Ladue Horton Watkins High School Wrestling Gym (Weekday) $0 $10 $20
Ladue Horton Watkins High School Wrestling Gym (Weekend) $0 $10 $20
Ladue Horton Watkins High School *Stadium (Weekday) Restrictions May Apply $0 $25 $50
Ladue Horton Watkins High School *Stadium (Weekend) Restrictions May Apply $0 $25 $50

 

Payment/Cancellation

An invoice will be sent monthly within a 30-day period of the activity or event.  The invoice will be sent through email to the individual who made the reservation.  All fees will be included in the invoice and payment expected upon receipt of invoice.  For activities with multiple dates, periodic invoicing may occur.  Please consider the fee structure when deciding the location and length of time of an activity or event.  Cancellations made 10 days or more prior to the event date will be facilitated with a full refund.  Those cancellations made less than 10 days prior to the event will be assessed a 25% cancellation fee.  Any individual or groups who are delinquent with payment will not be approved nor will be allowed to rent any facilities in the district.

Employee Use of District Facilities

District employees requesting use of school facilities for non-district and/or non-school administered activities are subject to the guidelines and associated fees for the type of rental like other user 2 or user 3 groups.

General Information

The Ladue School District reserves the right to cancel a reservation anytime, without cause or penalty. The district reserves the right to change a reservation to other rooms, locations, and/or facilities if the need arises but will commit to honor the approved reservation if possible. All cancellations must be made in writing and at least be received 10 days before the activity or event for a full refund. Those cancellations made less than that timeframe will be assessed an administrative fee of 25% of the original reservation amount.

Facility usage by groups outside district-sponsored events is a privilege. If there is evidence of misuse of district property or its facilities by any user groups, the district may suspend the user group(s) from renting district facilities in the future.

Facility Usage Contact Information

Building Facility Staff to Contact and Email
Ladue Horton Watkins High School

Building rental, fields, stadium, and gyms 

West Campus fields and tennis courts

LMS tennis courts

Greg Kendall (email)
Ladue Middle School Building rental, gyms, fields Jayne Draney (email)
Ladue Fifth Grade Center Building rental and gyms Leslee Small (email)
Conway Elementary Building rental and gyms Rita Hagen (email)
Old Bonhomme Elementary Building rental and gyms Connie Dunkle (email)
Reed Elementary Building rental and gyms Sharon Mosey (email)
Payment and Invoicing All Sandy Fincannon (email)