1.
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All community groups, businesses and government
agencies are invited to apply for access to surplus school hour
space in the district.
ALLOCATION OF SURPLUS SPACE
Surplus space is defined as any space not being used during
school hours for school or district purposes. Surrey Parks
& Recreation and White Rock Leisure Services programs receive
first priority for booking into surplus school space.
Historical users, those external groups that had access to the
same space and time in the previous year, will receive second
priority to re-book their same space and time. After these
requirements are met, a final list of available school hour
space is compiled and approved applicants are matched with
appropriate space. Where more than one approved applicant
is interested in renting a specific space, their applications
will be ranked based on school and district needs. Should
competing users be of equal suitability, a draw will take place. |
2.
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To be considered in the first round of
placements into surplus school hour space, interested groups
must submit the
School Hour Rental Application prior to May 15 - (the 2004
deadline has been extended from May 15 to June 20, 2004, to
allow potential rental groups adequate time to prepare for the
new school hour rental procedure). |
3.
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Indicate on the form either the area in the
District in which you would like to rent and/or your top three
choices of schools to rent space at. In order to ensure
the greatest chance of being matched to an appropriate surplus
space, please indicate as many options as possible that will
work for you in this section or check "no preference".
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4.
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Once applications are received in the Facility
Rentals Department, staff will review all applications.
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5.
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Approved applicants for use of space during
school hours will move onto a matching process. Through
that process applicant needs and requests will be matched with
available school hour space. If there is more than one
approved applicant who requests use of a particular school,
applicants will be ranked based on school and district needs.
If competing users are of equal suitability, a draw will take
place to assign the space.
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6.
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All applicants will be informed of the results
of the matching process upon its completion.
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7.
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The Facility Rentals Department will prepare
contracts for all approved rental groups that are matched to
surplus space. Rental groups will be contacted to sign and
pay for the contract. Payment must be received in advance
of the rental period. |
8.
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All school hour rental groups must provide to
the Facility Rentals Department criminal record checks for all
staff and volunteers who will be on the school site along with a
copy of an insurance certificate confirming comprehensive
general liability insurance with a limit of not less than two
million dollars per occurrence is held. |
9.
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Daycares and preschools may be provided with
conditional contracts for the purposes of obtaining licensing
through the Fraser Valley Health Board. All daycares and
preschools must be licensed to operate in Surrey Schools.
Daycares and preschools must supply a copy of their license to
the Facility Rentals Department prior to the rental period or
the contract for use becomes void. |
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Applicants who do not get assigned space during the initial matching
process, will be placed on a waiting list. In October of each
year after final school enrolment numbers are clear, additional
surplus space does, on occasion, become available. A second
matching process may take place at this time depending on what space
becomes available.
If there is additional surplus space available after the two
matching processes, space will be assigned to approved users on a
first come, first serve basis.
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