Planning & Intergovernmental Relations
SY16 TRAINING FOR SCHOOL LEASING COORDINATORS
JULY 2015
Mr. Barry Present Has Retired
The Rules (School Board Policy 7.18)
Community Use of School Facilities
Non-profit Organizations - shall include civic, religious, or
community organizations that qualify as non-profit entities under the
Internal Revenue Service Code and/or are Florida not-for-profit
corporations and/or governmental entities.
Commercial Organizations - shall include all for-profit
organizations and private individuals.
Community Organizations - all non-profit and commercial
organizations.
What’s
Following the advice of our Legal
Counsel, schools will be required
to only accept a non-profit lease
signed by a corporate officer
listed on the entity's latest
corporate filing, or in the event
this is not possible for some
reason, then require the person
signing on behalf of the entity to
provide a corporate resolution
from the entity authorizing the
person signing to do so on behalf
of the entity.
in Leasing…?
For Sport Groups…
If team is incorporated, the lease would be
under the legal name as it appears on Sunbiz,
the type would be as determinded on Sunbiz
by the State of Florida.
If the team is not incorporated, the lease
would be written under the coach’s name and
the type would be commercial and
commercial rates would apply.
If the insurance certificate is issued by a Sports
Association (United States Specialty Sports
Association – USSSA or Amateur Athletic
Union of the United States, Inc. – AAUUS), the
insurance certificate must reference the
LESSEES name (Coach and/or team).
PB Post Article - Basketball team posed as non-profit for cheaper lease:
investigation
Jessica Lunsford Act
In situations where the commonly understood nature of the lease will involve
direct contact between the Potential Lessee and students (i.e. private lessons
provided by the Potential Lessee afterschool to students of the school, summer
camp program, etc.), the Potential Lessee must warrant and represent that all
employees, agents, and contractors of Potential Lessee who will have direct
student contact have undergone and passed a Level 2 background screening.
This information has been add to our Terms & Conditions pages.
Visit: http://www.palmbeachschools.org/schoolpolice/FingerprintingandBadges.asp
Disclaimer
Except when the Potential Lessee is a School-Based Organization, the Potential Lessee shall be
required to include the following disclaimer in a prominent place on all websites and advertising
materials and to provide copies of the website pages and all advertising materials that the
Potential Lessee produces or distributes to the Principal/Director:
What’s
in the Policy…?
LEASING HOURS…
Leasing activities at schools take place outside of regular school
hours.
NO CASH - PAYMENT 48 HOURS BEFORE…
Fees are to be paid by check or credit card (no cash) at least fortyeight (48) hours prior to the use of a facility. No cash shall be
accepted!!
BUSINESS PARTNERSHIP…
Use or occupation of a facility, except for the display of a Business
Partnership Recognition Banner, pursuant to a Business Partnership
Agreement in lieu of a lease under this Policy is prohibited.
Scouts & PTA/PTO/PTSA
Girl & Boy Scouts will now require a lease. Facility fees will be waived,
however meetings should run concurrent with other school activities and while
the campus (custodians are still working) is open to limit cost.
PTA/PTO/PTSA
Regular PTA Meetings (administrative, general
meetings, office space)
Events (includes fund raising events that require special
use of school facility)
No Lease required
Lease required
No charge for regular PTA meetings. This includes PTA
sponsored events during the regular school day.
No charge for use of school facilities, all facility fees will
be waived. PTA/PTO is responsible for any labor costs
associated with event such as custodial, security, or
food service personnel. Labor costs are based on
District’s hourly rate schedule.
Involve more risk
Low risk
School-Based Organizations
A lease is required for School-Based Organizations
with all facility fees waived. (Organization must pay for any labor required for the event.)
The School Board recognizes cooperative activities with outside school-related organizations. These
organizations are encouraged, appreciated and important to the work of the District. Outside schoolrelated organizations shall be parent initiated and driven. District personnel may participate in outside
school-related organizations; such activities of the District personnel shall be subject to the procedures
established by the District according to appropriate internal controls and audit practices designed to
limit the District’s liability for collection and disbursement of the outside school-related organization’s
funds.
The following reports shall be on file with the school’s principal for
each outside school-related organization:
i. Current financial statements; or
ii. Annual independent audit prepared by a
licensed Certified Public Accountant.
WAIVERS EXPLAINED…
The lessee is a non-profit organization; AND the facility shall be used for the benefit of
the District's student population.
(Such benefits may include recreational activities, fund raising for student activities, or
providing students with the opportunity to engage in activities that are consistent with
the District's mission and curriculum.)
This reduction of the fee must be properly calculated and documented.
 This reduction of the fee must be properly calculated and documented.
 The District’s portion of the facility fee CANNOT be waived.
You may view the entire policy on the Planning & Real Estate website…
www.pbcleasing.info
Interlocal Agreements
• Interlocal Agreements (ILAs) allow government agencies and other
public institutions to share facilities.
• Each ILA has unique provisions that govern the terms and conditions, the schools that are
included in the agreement, and the reimbursement terms for any labor costs associated with
the space sharing arrangement.
• The ILA will be entered into IBM TRIRIGA.
• This allows us to capture the use of our facilities. The user must also complete the facility
request form included with the Interlocal Agreement and obtain the necessary signatures.
This form can be scanned and uploaded into the lease. (Hand-out)
• ILA leases DO NOT require signatures.
Payment Policy
C. Payments shall be deposited promptly
by the school with appropriate documentation as required by State Board of
Education Rule 6A- 1.001 and the Florida Department of Education publication
entitled,
Financial and Program Cost Accounting and
Reporting for Florida Schools, (Redbook 2001)”
The amounts collected shall be separated by the school for deposit into one of these appropriate internal fund
accounts: extra services— custodial; extra services—other; Florida sales tax payable; rental facilities event
insurance; rental income, and utilities—facilities rental (which is the District’s share of the rental proceeds). In
December and June of each school year the school transmits the Utility Fee account and Event Insurance Fee
account funds collected during that semester to the District’s Accounting Department.
Cost Summary in IBM TRIRIGA
When you are creating a lease in IBM TRIRIGA, the system breaks down the Room cost into “School
Share” and “District Share” Taxes, Exterior Lighting and Labor are also seen as separate line items It is
your responsibility to deposit the exact amount for each cost listed on the lease into the correct
accounts for the “Monies Collected Report”.
SHARE BREAKDOWN: School Share + District Share = Room Cost
Accounts used for space leasing charges
From the “RECORDING AND TRANSMITTING LEASE REVENUES QUICK REFERENCE GUIDE”
Accounts used for space leasing charges
Monies Collected Report
Community Use of School Facilities
2015-2016 Hourly Billing Rate Schedule
School Board Policy #7.18
End –of- Year Closeout
Policy versus Procedures…
You are tasked with the responsibility of carrying out School Board Policy 7.18.
Each school should consistently follow School Board policy,
when you deviate the lessee expects other schools to do the same.
Sound business procedures are set forth by the site administrator (Principal).
Your school procedures may be different than other schools,
but must be within the scope of Policy.
What does the leasing coordinator do?
 Gathers all required documents first and confirms Lessee information
(**Lessee may already be in TRIRIGA – check in system first)
 Takes note of dates, times, spaces and labor required
 Checks school calendar for conflicts and school holidays/teacher workdays
 Reviews all information and costs with Lessee BEFORE entering data into TRIRIGA
 Creates “Draft” lease in TRIRIGA and enters dates, times, spaces & labor required in system
 Checks to make sure lease is complete, then submits to Principal for approval
Verifying Lessee eligibility
Leasing coordinator checks Sunbiz for Non-Profit status (if lessee is claiming non-profit status)
or Status of Corporation (to determine if real company or not), reviews Certificate of Insurance
for correctness, checks Certification of Tax Exemption (if lessee is claiming non-taxable status).
All required documentation should be in electronic format to upload files to TRIRIGA.
Dates, Times, Labor
Check for availability of days, rooms/spaces, times and labor required
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Assistant Theatre
Technician
Custodian
Food Service Manager
Food Service Assistant
ITSA/STST
Lease Coordinator
School Police
Theatre Technician
Remember: Your labor start/end time may be different than the reservation start/end time
Don’t forget!
Things to check before creating your lease
 Is LESSEE COMPANY in the system?
 Gather ALL required paperwork FIRST
 Review CALENDAR to confirm days match
 Write down the DATES and TIMES
 If the reservations are repeating, use the RECURRING function
 Are your spaces in the system? (Check Reservable Spaces tab)
 Check on what type of LABOR is required for the lease
 Confirm the START/END times for personnel
 Is AIR CONDITIONING or LIGHTING needed?
Creating a new lease
Under “Quick Adds” (on TRIRIGA portal page), click on “Rental Contract”
Submit for Approval
When leasing coordinator has reviewed lease for completeness, the last step is to click the “Submit for
Approval” button in the upper right-hand corner of the lease:
What does the school principal do?
 Receives a notification when a lease is waiting for approval
 Logs into IBM TRIRIGA to review all pending action items
 Follows 3-step process to “Approve” or “Return” the lease
(Approve moves leasing to Real Estate for final approval;
Return sends lease back to leasing coordinator for correction.)
 The date that the principal approves lease in system is considered the “Approval” date
 When leasing coordinator prints lease, principal’s (electronic) signature and date approved
appear on printed lease.
What does the Real Estate group do?
 The Real Estate group reviews ALL leases submitted by more than 182
school centers for correct charges and proper documentation
 Gives final approval for leases that have been completed properly
 Returns leases (to leasing coordinators) that need to have charges
corrected/adjusted or do not have sufficient documentation
 Advises school centers on Community Leasing of School Facility policies
 No longer keep signed, original leases – schools are responsible for
maintaining all leasing files/documents
Approval Notification
When the lease has gone through the entire approval process, the leasing coordinator who submitted the
lease will receive an approval notification:
Notification tab
The leasing coordinator can monitor the progress of the lease approval by checking the “Notification” tab
of the lease that has been submitted for review. You will be able to see where the lease is in the approval
process. You will also be able to see any comments that may have been added:
Notes & Documents
Be sure to add any relevant information that might be helpful for future audits or other school employees
who may need to be apprised of any special circumstances involving the lease or lessee.
Effective Marketing means growing
together
Advertise in…
School’s Website
School’s Newsletters
Local Newspapers
PB Community Educator (Community Schools)
P &RES has created a brochure and Virtual
Tour Video that you can use to market your
school.
www.pbcleasing.info
Resources on our website
Contacts
Area
PX
Rosa Dawson
Leasing
21935
Lisa Dwyer
TRIRIGA System
48762
Shannon Armstrong
Insurance
48634
Melanie Pitts
Internal
Accounting
48675
www.pbcleasing.info