I. VISION STATEMENT
All school facilities and grounds shall benefit the students, faculty members, non-instructional staff, families, and A.G.B.U. affiliated groups to the maximum extent possible. The School and Chapter have mutual interests in promoting academic excellence, Armenian cultural awareness, and providing opportunities for children of all ages to participate in recreational activities in a safe and supportive environment. It is incumbent upon the School and Chapter to develop a unified approach to serving the Armenian community’s academic and recreational needs and to cooperatively share the facilities and grounds.
II. PURPOSE OF THE AGREEMENT
In establishing this agreement, School and Chapter seek to:
1. Effectively and efficiently manage the use of school facilities and grounds for the benefit of A.G.B.U. students, youth, and community;
2. Foster a collective approach in the concerted use of facilities while establishing priority usage to School;
3. Establish procedures to encourage cooperative working relationships between School and Chapter personnel and to quickly resolve issues;
4. Encourage joint and cooperative ventures, including cost sharing of joint facilities;
5. Reasonably allocate the joint usage cost of facilities and grounds; and
6. Regularly report the outcomes of joint use to the Board of Trustees.
III. GENERAL PROVISIONS OF THE AGREEMENT
A. This Agreement shall be for the period commencing September 1, 2015, and ending on July 31, 2020, but shall be renewable by agreement of the parties. Parties shall meet during July of each year to review the provisions of all joint use activities for the following school year for.
B. The execution of this Agreement must be authorized by the Chairman of the Board of Trustees.
C. The School and Chapter shall act in good faith to implement the terms of this Agreement.
D. The School and Chapter acknowledge that:
a. This Agreement is intended to address long-standing issues and assign clear joint use responsibilities;
b. The facilities and grounds uses are primarily for educational purposes;
c. This Agreement is intended to enhance and not interfere with the primary mission of the School;
d. This Agreement recognizes the School’s commitment to school-based decision-making, policies, and procedures;
e. The ultimate responsibility for the use of facility space will remain with the Principal;
f. This Agreement recognizes the budgetary constraints and administrative processes that must be adhered to by the School in implementing school/community-related events and activities; and
g. This Agreement is not intended to amend existing property agreements between School and A.G.B.U. – it is designed to enhance the daily operations and efficient allocation of resources between School and Chapter.
IV. GENERAL GUIDELINES FOR JOINT USE
A. School’s scheduling requirements will have priority over Chapter activities for any instructional, informational, recreational, athletic, social or community programs.
B. The mutual goal of the School and Chapter will be to maintain program continuity and efforts will be made for scheduling changes or facility use to allow completion of both parties’ programs.
C. A collaborative effort in timely facilitating repair of damage as a result of scheduled activities.
D. The Chapter will use the School’s Athletic Facilities, including the soccer field located at 17400 Victory Boulevard, Los Angeles, CA 91406 as joint use facilities that will be scheduled based on School’s scheduling requirements. The School will use a separate fee schedule for the use of the Athletic Facilities and charged for Chapter users.
E. The Chapter must provide and maintain an updated user list of Athletic Facilities to the Principal, Director of Operations, and Security Office.
V. ANNUAL JOINT USE SCHEDULING CONFIRMATION PROCESS
1. JOINT USE SCHEDULING PROCESS
Joint-use planning and decision-making will occur each Summer for the upcoming school year.
1. ANNUAL CONFIRMATION OF JOINT USE
a. The Director of Communications will consolidate School and Chapter site use requests.
b. By the second Monday of August of each year, the Director of Communications will deliver a joint use scheduling confirmation form. The form will list Chapter activities from the preceding year and current year scheduling.
c. The Principal will approve the activities and identify new School needs for the upcoming school year.
2. RESOLVING SPACE AVAILABILITY CONFLICTS
Efforts at a resolution of space availability issues are first encouraged between the communications office and AYA representatives.
3. COMPLETING THE JOINT USE SCHEDULING PROCESS
The schedule herein (work-in-progress) serves as a site-specific planning guide for the School and Chapter programs and events. However, program times, particularly ending times, are approximate and subject to frequent and immediate change. Efforts will be made to accommodate student needs first.
4. INTRA AGBU TRAINING
An orientation program will be held to communicate and implement this Agreement including the school principal, coaches, facilities, and communication offices.
VI. PROCEDURES FOR MANAGING JOINT USE FACILITIES
1. CENTRAL COORDINATION, PERMITTING, RECORD-KEEPING AND PROBLEM RESOLUTION
Review current system for maintaining accurate records of use, tracking, and reporting scheduling issues.
Implement an operational coordination and planning system to provide a regular forum for problem resolution on such issues as scheduling conflicts, maintenance, and security.
2. CHANGE IN AVAILABILITY NOTIFICATION
The School and Chapter agree to honor each other’s scheduled events to the greatest extent possible and not disrupt scheduled programs. In the event conflicts arise:
1. A minimum of two weeks (10 working days) is required to change a regularly scheduled program
2. Major special events require 60 days cancelation/change notice.
3. This procedure will not apply when the facility is not in normal or safe usable condition due to situations such as mandatory repairs and maintenance or other emergency activities.
3. CHANGES IN POLICY OR BUDGET
When the School contemplates a change in policy or budget that could impact the joint use access of the other, the School will consult with the Chapter far enough in advance to allow proper time for planning.
4. SINGLE USE REQUESTS
Written requests should be submitted to the communications office for events that are outside the annual scheduled events.
5. JOINT USE PROGRAM REQUIREMENTS
1. All programs must provide adequate supervision, trained in emergency procedures;
2. Users are responsible for providing program staffing or covering expenses of program staffing;
3. Staffing must be sufficient to supervise program participants in entry areas, locker rooms, and non-secured spaces within the school grounds;
4. (define strict “no-access” areas)
5. Participants must wear appropriate clothing and protective gear;
6. Programs failing to comply with these requirements will not be allowed to operate
6. ISSUANCE OF FACILITY KEYS
A list of personnel with facility key access must be provided to the Facilities office. Keys shall be issued and managed solely by the Facilities office. The Chapter agrees to not duplicate or share keys issued by the School.
7. JOINT USE FACILITY MAINTENANCE RESPONSIBILITIES
With each event, program or occupancy, agencies shall be responsible for the pre and post occupancy preparations at their own expense. Cleaning supplies and materials will be made available to the Chapter provided an annual expense payable to the School.
Chapter users must leave the space, including displays and equipment in the condition and arrangement preceding the permitted use. School janitor staff may be used for Chapter events and shall constitute a separate employment contract between the Chapter and janitor personnel. (OR establish an annual hour allowance after which hours are billed to the Chapter).
Components of costs analyzed
o Custodial expense
o Utilities expense (allocation based on square footage and usage)
o Maintenance
o Depreciation (50% caused by aging, 50% due to wear and tear)
o Overhead costs (not applicable)
8. SECURITY PROVISIONS
The School and Chapter shall have a security officer on site until the end of their respective activity/event and assume full personnel related costs. Telephone numbers for reporting emergencies to school employees and enforcement/medical agencies will be provided.
9. RESTITUTION AND REPAIRS
It shall be the responsibility of the School and Chapter to make a resolution for the repair of damage to space, area, facility and its equipment, or for missing property which may occur as a result of scheduled programs.
1. Inspection of facilities
2. Reporting method
3. Repairs
4. Reimbursement procedures
5. Disagreements (in writing, resolution principal then board level)
VII. COST SHARING AND REVENUE SOURCES TO SUPPORT AGREEMENT
1. FAIR AND EQUITABLE COST SHARING
2. DOCUMENTATION OF COSTS
3. REQUESTS FOR SERVICES OUTSIDE THIS AGREEMENT
Specific requests by the Chapter not covered under this agreement may be provided by the School at a direct charge.
Utility costs might be assessed if the Chapter usage occurs when a school would normally not be open, cooled, or heated.
Charges might also be assessed for use of equipment for purposes outside the joint use programming covered by this agreement.
4. USER FEES TO SUPPORT JOINT USE
Fees may be charged at a minimum to cover expenses.
5. JOINT USE GENERATED REVENUE
For operations generating revenue (memberships, usage fee, event entrance fee, etc.), the Chapter should determine an annual revenue–contribution allocation percentage. This contribution percentage shall go towards school operations for the year ended.
VIII. COMMUNITY INFORMATION AND NOTIFICATION
The School and Chapter are responsible for handling requests from community members for information pertaining to a particular event.
IX. AGREEMENT REVIEW AND RENEWAL
A joint use interagency team made up of key staff from both the School and Chapter shall review and renew this annual agreement.
X. JOINT USE FACILITIES AND PRIORITIES
1. APPROVED USES
1. Instructional, informational, recreational, athletic, social or community program
2. Community-run recreation program
2. PRIORITY SCHEDULING
1. First priority: instructional programs, after school programs, student athletic team practice and competition, summer day camps, student clubs, parent volunteer group events
2. Second priority: adult or community events that do not directly benefit youth such as adult recreation, public meetings, or events for the general public.
3. SPECIFIC FACILITIES AND GROUNDS
1. School buildings (define and discuss)
2. School athletic complexes and fields: all school fields and athletic complexes are available for scheduling, with limited access to the soccer artificial turf and One Generation. (get hours of games, practices from Suren)
3. Community areas (define and discuss)
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