FACILITY USE GUIDELINES & PROCEDURESThe School Board of Dassel-Cokato Schools recognizes that its buildings and grounds are essential community resources. The District encourages the use of its facilities for appropriate civic, cultural, welfare, educational, and recreational activities that do not interfere with school operations.

Questions
Email: Community.education@dc.k12.mn.us
Phone: 320-286-4120
Phone and email requests are not accepted as applications.

I. GENERAL USE OF FACILITIES
All facilities must be used consistently with their intended design unless prior approval is granted by the Director of Community Education.

• Users must assist with clean-up and return all areas to their original condition.
• Organizations must provide their own equipment (basketballs, volleyballs, coffeemakers, etc.) unless pre-approved.
• The use or possession of alcohol, tobacco, illegal chemicals, weapons, and gambling are prohibited in district facilities and/or on district property.
• All local, state, and fire codes must be followed.
• Community use does not imply district sponsorship or endorse

II. REQUEST PROCESS
All use of district facilities outside the regular school day (before/after school, weekends, non-school days) must be scheduled through Community Education.

Three Items Required:

1. Completed Facility Use Request
2. Certificate of Liability Insurance ($1,000,000 minimum)
3. Approved Facility Use Request

How to Apply:

• Submit all requests online: https://isd466.arux.app/
• Requests must be submitted at least 10 business days prior to use.
• Phone/email reservations are not accepted.
• All equipment, set-up needs, and staffing requests must be included in the request
  
  Community Education will confirm availability and provide an estimate of fees if requested.

III. INSURANCE & LIABILITY

A Certificate of Liability Insurance is required with:

• Minimum $1,000,000 coverage
• Dassel-Cokato Schools #466 listed as Additional Insured/Certificate Holder

District 466 assumes no responsibility or liability for damage, loss, or personal injury resulting from the use of District facilities.

A. The permit holder will indemnify the school district for all damages to the school or other property occurring during the scheduled activities by persons participating or in attendance.

B. Any loss, breakage or need of repairs of facilities or equipment must be reported to the administration immediately by the leader in charge of the scheduled activity. Damage done to district facilities or property will be assessed for replacement or repair fees. 

The organization (party pursuing the facility rental) agrees to assume all responsibility for damage or liability of any kind and further agrees to hold ISD #466 harmless from any liability and/or expense resulting from the use of the school facilities. ISD #466 is not responsible for the loss or theft of any personal items by individuals or groups using its facilities.The organization or individual (for a private party) named on the contract are required to assume full responsibility for personal injury to any participants or spectators.

Steps to obtain a Certificate of Liability Insurance document:

1. Contact Your Insurance Provider: Reach out to your current insurance provider. This can usually be done via phone, email, or through their website. 
2. Provide Necessary Details: Supply the insurance provider with specific details about the coverage required. Please list Dassel-Cokato Schools #466 as the certificate holder with coverage limits of $1,000,000 and include any specific endorsements needed. 
3. Request the Certificate: Formally request the Certificate of Liability Insurance from your provider. This can usually be accomplished via email or mail.
4. Review and Confirm Information: Once you receive the certificate, carefully review it to ensure all details are correct, including your name, the coverage amounts, and the policy number. Confirm that any special requirements or endorsements are included. 
5. Delivery: Upload your certificate to your account used to request a facility reservation. (isd466.arux.app or email it to: community.education@dc.k12.mn.us

IV. User Classifications

Class 1: District 466 educational programs, activities and or civic related

• School sponsored programs and activities
• Local, state, and national caucuses and elections
• School booster groups or local youth associations with Community Services partnerships. i.e registration through Community Ed.

Class 2: Located in District 466 and serving a majority of its students/residents

1. Local youth associations- not affiliated with Community Services, ISD 466, or Chargers Boosters. 
2. Individual, civic organizations, non-profit groups 
3. School Booster Groups- conducting fundraisers

*** Groups renting multiple spaces for 200+ hours within a facility year may request the establishment of a package rate, subject to review and approval by the Facilities Specialist.

Class 3: Commercial businesses, private organizations, or individuals located in District 466 conducting activities for profit

• Commercial businesses, private organizations, or individuals located in District 466 conducting activities for profit
• School booster groups- that do not provide direct support to District 466 students/facilities.

Class 4: Commercial businesses, private organizations, located outside of Dist 466

• Commercial businesses
• Private organizations
• Individuals and Civic organizations

VI: SUPERVISION REQUIREMENTS

The organization must provide competent adult supervision (21 years or older) for the entire duration of facility use. The Organization’s Primary and/or Designated Contact is responsible for ensuring compliance with district rules, maintaining appropriate behavior, and overseeing the safety of all participants.

If expected attendance exceeds 100 participants, a school-authorized supervisor may be required.

All participants must remain within the areas designated in the rental agreement and may not roam throughout the facility.

Children and siblings in attendance must be under the direct supervision of a parent or guardian at all times. While district staff members’ children are present, district staff are required to directly supervise their own children.

Organizations are responsible for clearly communicating and enforcing these expectations. Continued supervision concerns may result in cancellation of facility use privileges.
Unsupervised children and their parents/guardian may be directed to leave the premises

SUPERVISORS
Competent adult supervision (21 years or older) must be provided by the organization during the entire use. The Organization's Primary and/or Designated Contact will be held responsible for compliance of rules, general behavior and safety of participants. Continued supervision problems will result in the cancellation of user privileges. 

Any children or siblings of participants must be under the direct supervision of a parent or guardians at all times. Organizations are responsible for communicating and enforcing these expectations. Unsupervised children and their parents/guardian may be directed to leave the premises.  They must stay in the rented areas, and cannot roam around the facilities.

 

Payments
If applying a check, be sure to apply payment to an invoice rather than to an account.  This way if it’s not full payment, you will be able to resend the original invoice.

Invoicing Process

1. You can invoice right away if you know that the fees will remain the same.
2. You can invoice after the event (you would need to keep track) OR
3. You can batch invoice at the end of the month, however, this may not be the best solution if you need to change personnel fees after the event.  You will have to work with Abbey to see if you need to contact Amanda Johnson to get the actual hours worked for personnel, or if Abbey wants to go with estimates on personnel costs. OR
4. You can invoice at the end of the month but invoice individually.
5. If an event is cancelled or revised but you’ve already invoiced it.  Remove the invoice, then modify and reinvoice.  If there are recurring fees (due to trimesters) you may have to adjust the fees to show a single rental.  You will always have the “non-refundable permit fee” to invoice for any outside group.  
6. For Boosters and school groups that only incur fees occasionally, their accounts are flipped to “no” for paperless invoices (to avoid batch invoicing).  They will have to be invoiced manually.
7. * You may want to do a mass invoice report prior to sending a mass invoice email to check to see what will go out before it does.  You may choose to invoice individually.

VII. RULES AND GUIDELINES
These rules and regulations exist to protect the public’s investment in Dassel-Cokato (DC) facilities.

The Facility Use Request must be signed by an adult (21 years or older) who is responsible for the organization. By signing the application, the user group agrees to abide by all district rules and guidelines outlined below.

1. FACILITY AVAILABILITY
Closed / Unavailable Dates

Facilities are closed on the following holidays:
Thanksgiving Day, Christmas Eve, Christmas Day, New Year’s Day, Good Friday, Easter Sunday, Memorial Day, Juneteenth, Fourth of July, Labor Day

Additional closures may occur on:

• Non-school days (varies by facility availability)
• Election days (6:00–8:00 pm)
• Precinct caucus dates (after 6:00 pm)
  (Does not apply to the Recreation Center.)

Weekend & Summer Use

• Facilities are available daily, subject to district needs and availability.

• Summer use is dependent on maintenance schedules and staffing availability.

2. INCLEMENT WEATHER / EMERGENCIES
All permits are automatically canceled when school buildings are closed due to inclement weather or building emergencies, unless otherwise approved by the Superintendent or designee.

For updates, check:

• District website: www.isd466.org
• District social media (Facebook / Instagram)

You may also contact the Facilities Department for clarification.

3. SUPERVISION & RESPONSIBILITY

The organization is responsible for proper supervision, participant behavior, and adherence to district policies during the entire rental period.

Failure to comply with district policies may result in:

• Immediate removal from the facility
• Cancellation of the current event
• Denial of future facility use

4. DENIAL, MODIFICATION, OR REVOCATION OF USE

The district reserves the right to modify, deny, cancel, or revoke any facility use application or permit at any time.

Access may be denied for, including but not limited to:

• Activities deemed prejudicial to the best interests of the district
• Non-payment of current or past fees
• Misrepresentation of the organization, activity, or participant numbers
• Failure to comply with scheduling procedures
• History of uncooperative or disrespectful behavior toward district staff
• Prior non-compliance with district facility policies

5. RESTRICTED AREAS & EQUIPMENT
The following are not available for rent or use, including but not limited to:

• Physical Education equipment
• Sports equipment
• Volleyball standards and nets
• FACS (Family & Consumer Science) Room
• Coffee pots

6. SPECIAL FACILITY GUIDELINES
Pool Use

• Lifeguards are required based on the number of swimmers.
• Swimmers under 52 inches tall must have direct adult supervision unless they have completed Red Cross Level 2.
• Life jackets do not replace required adult supervision.

Auditorium Use

• Groups must complete a final walk-through and restore all areas to original condition.
• Additional cleaning or reset costs will be billed to the organization.
• A district technician is required for use of lighting and sound systems.

7. CHURCHES / RELIGIOUS GROUPS
District facilities may be rented to churches operating within district boundaries for worship purposes.

Facilities are not intended to serve as long-term facility solutions. The district may request a plan outlining the organization’s intent for securing a permanent facility.

 

DENIAL OF ACCESS
Facility use may be refused or cancelled due to the following reasons:

• The planned activity, in the judgment of District, may be in any way prejudicial to the best interests of the schools or the educational system.
• District may modify, deny, cancel, or revoke any or all facility use applications or permits at any time.
• Non-payment of fees for current or previous events.
• Misrepresentation of the user, the nature of the group or its activities, or the number of participants in order to avoid fees, charges or other use policies.
• A history of the group and/or individual of being uncooperative or disrespectful to district staff or other facility users.
• Non-compliance of District Facility Use Policy by users, including internal staff, may result in users being asked to leave the facility and may result in denial of future access.
• History of failure to comply with District policy regarding scheduling of facility use.

 

The following is not available for rent or use.  This includes but is not limited to the following; 

• Sport and Phyed Equipment
• Volleyball Standards/ Nets
• FACS Room
• Coffee Pots

VIII. CONCESSION GUIDELINES These guidelines apply to any event using a district concession stand or serving food on Dassel-Cokato School property. Groups must comply with all Minnesota Department of Health (MDH) Food Code requirements.

Groups selling concessions must:

• Use a district concession stand or approved commons/cafeteria space
• Follow all MDH food safety regulations
• Accept liability for food-related illness resulting from their operation

Failure to comply may result in loss of concession privileges at events hosted on Dassel-Cokato School property.

MENU CATEGORIES

Most concession menus fall into one of the following categories:

1. Pre-Packaged Food

Food served in original packaging.
No heating or preparation permitted.
Examples: bottled beverages, candy, chips, frozen novelties.

2. Cooked or Prepared, Ready-to-Eat

Pre-packaged items plus foods requiring minimal handling or reheating.
No on-site food preparation or cooking permitted.
Examples: pizza from a licensed vendor, restaurant food, coffee, hot chocolate.

3. Complex Food Service

Includes items requiring on-site preparation (e.g., hamburgers, sandwiches, walking tacos, barbecue).

Requirements:

• District-approved Safe Serve Certified person present at all times
• Valid MDH food license
• MDH-approved commercial equipment (no domestic warmers)
• No off-site or home food preparation

Non-compliance will result in loss of concession privileges for future events hosted on Dassel-Cokato School property.

EQUIPMENT REQUIREMENTS

Any concession serving foods beyond pre-packaged, non-heated items must use equipment appropriate to the menu as outlined in the Minnesota Food Code.

PERSON IN CHARGE (PIC)

A designated Person in Charge must be present during all hours of operation and is responsible for:

• Understanding concession safety procedures
• Training volunteers in safe food handling
• Ensuring compliance with established procedures
• Protecting food and cleaning equipment
• Restricting unauthorized access to concession areas

EMPLOYEE / VOLUNTEER ILLNESS

Individuals with fever, vomiting, diarrhea, or other illness symptoms may not work in the concession area.

If illness occurs during a shift, complete an employee illness form and email it to:
community.education@dc.k12.mn.us

FOOD SAFETY REQUIREMENTS

Temperature Control

• Hot foods: 140°F or above
• Cold foods: 41°F or below

Storage

• Store food in sealed, labeled containers
• Store dry goods at least 6 inches off the floor
• Cover exposed foods
• Protect food with shields or coverings
• Ice used for cooling food/beverages MUST NOT be used in beverages

FOOD SOURCES

• No food may be prepared or stored in a private home
• Food, beverages, and ice must come from approved sources
• Off-site preparation must occur in a licensed school kitchen or licensed food establishment
• Home-prepared food may NEVER be offered to the public

FOOD HANDLERS

Food handlers must:

• Wash hands thoroughly for 30 seconds with soap and warm water
• Wash hands upon arrival and after contamination events (going to bathroom, sneezing or coughing, touching face, eating or taking a break, touching contaminated surfaces or utensils, touching uncorked meat, touching cash register, answer phone, dumping the garbage, touching pets, changing diapers, etc.)
• Avoid working while ill or with open wounds
• Wear clean outer garments and hair restraints
• Avoid bare-hand contact with ready-to-eat foods (use gloves, utensils, or deli paper)

• Gloves are recommended but do not replace handwashing, wash hands prior to putting on disposable gloves.
  
  Handwashing:
• Wash Hands in a designated Hand Washing Sink
• Wet hands with warm water
• Apply Soap to hands/work up lather
• Rub hands together for 20 seconds
• Wash:  palms/back of hands / between fingers/forearms
• Use fingernail brush to clean between fingers and under fingernails
• Rinse hands/forearms with warm water
• Dry hands with disposable paper towels - NOTE: Turn off faucet with paper towel to prevent recontamination of hands or hand dryer

CLEANING & SANITIZING

• Clean and sanitize all counters and equipment before and after use
• Clean floors after each event
• Use designated cloths for cleaning surfaces only
• Coordinate with school food service for proper utensil washing
• Multiple utensil sets may be required for weekend events

Menu/Process

Most school concession menus fall into one of the first two of three menu categories:

1. Pre-Packaged Food: Pre-packaged foods served from their original packaging/container. NO cooking or heating of food is permitted. Examples: bottled beverages, pre-packaged items, candy and frozen novelties.
    
2. Cooked or Prepared, Ready-to-Eat Food: Items include the above listed pre-packaged foods, plus foods that require some heating, or minimal handling. Examples: pizza (from restaurant), other food from a licensed vendor (chick-fil-a) and hot beverages such as coffee or hot chocolate. NO on-site food preparation or cooking is permitted.
    
3. Complex Food Service: Menu items may include the above, plus items that require on-site preparation. Examples include: hamburgers, sandwiches, walking tacos and barbeque. NOTE: Complex Food Service requires a district approved Safe Serve Certified individual on site at all times, License to serve food from MDH and MDH approved equipment. No domestic warmers allowed must use commercial grade equipment. No food prep may be done off-site or in someone’s home. Failure to comply with these requirements will result in loss of use of concession areas for future events hosted in Dassel-Cokato Facilities.
    
4. Equipment & Structural Requirements: Any concession serving other than prepackaged, non-heated foods (i.e: bottled beverages, candy, chips, etc.) must have approved equipment appropriate to the menu. Specific equipment needs and facility requirements can be found in the Minnesota Food Code.

Equipment & Structural Requirements
Any concession serving other than prepackaged, non-heated foods (i.e: bottled beverages, candy, chips, etc.) must have approved equipment appropriate to the menu. Specific equipment needs and facility requirements can be found in the Minnesota Food Code.

 

General Health & Sanitation Guidelines
PERSON IN CHARGE (PIC): A person in charge should be present during all hours of operation and should coordinate all food service and ensure safety of products served.
PIC responsible:

• Knowing: Concession Safety Rules and Procedures
• Providing: Concession workers with safe food handling procedures
• Ensuring: Employees follow established procedures
• Protecting: Food and cleaning equipment
• Restricting: Visitor access to the concession area

EMPLOYEE /WORKER ILLNESS
No ill volunteers/employees with a fever, vomiting and/or diarrhea are permitted in the concession stand/food service area. If someone becomes ill during their shift please fill out the employee illness form. If you use this form please email a copy of it to jgrossman@shakopee.k12.mn.us  

FOOD SAFETY:

• All HOT food must be kept at 140℉ or above
• All COLD foods must be kept at 41℉ or below
• Store Unused product in sealed / labeled containers
• Store dry Food Product a minimum 6” from the floor
• Cover exposed foods not intended for immediate use
• Protect exposed foods from customers via – Shields/Covering
• Ice used for chilling foods/beverages must not be used in beverages

FOOD SOURCES:

• Concession foods cannot be prepared or stored in a private home
• Concession foods, beverages and ice must be obtained from an approved source
• Any food preparation or storage done outside of the concession stand must be done at a licensed school kitchen or licensed food establishment

NOTE: Home prepared food may never be offered to the public

FOOD HANDLERS:

• Food handlers should thoroughly wash hands for 30 seconds with soap and warm water after potential contamination events
• Potential contamination events include going to bathroom, sneezing or coughing, touching face, eating or taking a break, touching contaminated surfaces or utensils, touching uncooked meat, touching cash register, answering phone, dumping the garbage, touching pets, changing diapers, etc.
• Single Use Gloves are recommended as an additional barrier but don’t take the place of frequent hand washings. (Gloves should be changed at every hand washing and when they are soiled or contaminated)
• Food handlers must not have symptoms of disease (coughing, sneezing, sniffling, fever, nauseated, vomiting, diarrhea, etc.) or open wounds when handling food
• Proper clothing includes clean outer garments and hats/hairnets
• Food handlers should not touch ready to eat foods with bare hands and should instead use an appropriate utensil, gloves, or deli paper

HANDWASHING:    

• Wash Hands in a designated Hand Washing Sink
• Wet hands with warm water
• Apply Soap to hands/work up lather
• Rub hands together for 20 seconds
• Wash:  palms/back of hands / between fingers/forearms
• Use fingernail brush to clean between fingers and under fingernails
• Rinse hands/forearms with warm water
• Dry hands with disposable paper towels - NOTE: Turn off faucet with paper towel to prevent recontamination of hands or hand dryer

NOTE:  See the attached signage that is available and should be posted in each concession stand

  When to Wash Hands:

• Immediately upon arrival
• After handling: when switching between raw and ready to eat foods, chemicals, garbage, soiled equipment/utensils, animals, tobacco products
• After:  coughing, sneezing, using a tissue, eating, drinking, removing disposable gloves, touching hair, face, clothing, using the bathroom (Wash Hands in the bathroom and again when entering the work area)
• Before:  putting on disposable gloves

CLEANING and SANITIZING:

• Clean and sanitize all counters and equipment before and after use
• Clean floors after each event (or at the end of the day for events lasting more than one day)
• Cloths for cleaning equipment and counters must be used for no other purpose

CLEANING & SANITIZING SERVING UTENSILS

• Make arrangements with the school food service department for properly washing all utensils
• The staff will wash the utensils daily (Mon-Fri) and return to the concession area 
• You may need to have 2 or 3 sets of utensils in the event of a weekend event 

IX. POLICIES & RESOURCES

1. All Dassel-Cokato policies, local and state ordinances, laws and fire codes pertaining to the use of public buildings and facilities must be observed by all individuals/organizations using district facilities.
2. The Dassel-Cokato Community Education Department has been designated by the Superintendent and School Board to manage the use of school facilities. Consideration for the use of facilities is provided equally to all. The school district does not discriminate.  Refer to  DC POLICY 102 EQUAL EDUCATIONAL OPPORTUNITY.  
3. It is the policy of this school district to grant equal access to school facilities for students who wish to conduct a meeting for religious, political, or philosophical discussion during non instruction time, pursuant to the Equal Access Act.Provision of school facilities does not include consistent school district sponsorship of such meetings, and the views expressed therein may or may not reflect those of the school administration, staff, or board of education and are neither approved nor disapproved by them.  DC POLICY 801 EQUAL ACCESS TO SCHOOL FACILITIES.
4. The School Board reserves the final right to deny the use of district facilities.  The use of school district facilities must be in the public’s best interest and must not be contrary to the purpose of school district policies or public good. Refer to DC  902 USE OF SCHOOL DISTRICT FACILITIES AND EQUIPMENT. & DC POLICY 905 ADVERTISING.
5. Community use of facilities under this policy does not imply school district sponsorship or endorsement of the activity, groups or organizations, nor the purposes they may represent. 
6. Printed promotional materials and media announcements for non-school sponsored activities/events must include the disclaimer and information: This activity/event is NOT sponsored by Dassel-Cokato and clearly identify the name and contact information of the sponsoring group.
7. Gambling, alcohol, smoking and tobacco use or the possession of weapons, intoxicants and illegal chemicals in school district buildings or on school property, including school parking lots, is prohibited. DC POLICY 418 Drug-Free Workplace/Drug-Free School.

Pool Use & Supervision Guidelines

• Lifeguards are required based on the estimated number of swimmers in attendance. Staffing levels will be determined in advance to ensure participant safety.

• Adult supervision is required for any swimmer under 52 inches in height, unless the swimmer has successfully completed Red Cross Swim Level 2.

• Life jackets and water wings may be used for added safety but do not replace required adult supervision.

(Please see Fee Structure)

 

Rec Center