Fulton County Board of Education Facility Rental Process Overview

Land Managements Facility Rental Process Board Work Session August 10, 2023 1

Land Management The Land Management Office manages the real estate acquisition, disposition, and leasing of property needed by or belonging to the Fulton County Board of Education. Acquisitions & Dispositions Contracts Facility Rentals Afterschool Enrichment Programs Fee waivers Elections SAT & ACT test Land Sales and Purchases Intergovernmental Agreements (IGA) Easements / Right-of-Ways Cell Towers Agreements Lease agreements Utility easements The Facility Rental Department manages, coordinates, and facilitates the facility leasing for more than 1,000 organizations annually, there are 3,900+ Community Users that rent our schools for cultural, recreational, civic, educational, and faith-based activities. 2

Land Management Summary Facility Rentals Funds Item Fees Collected Cell Tower Payments TOTALS $ 2,720,171 $ 3,167,184 Land Management 2022-2023 2022-2023 2021-2022 $ 1,873,050 $ 1,951,384 $ 847,121 $ 1,215,800 Contributions $ 4,100,000 Items # 34 Lease Agreements and IGAs Cell Tower Agreements (subtenants' rental payments not included) 15 $ 10,424,818 Cell Tower Payment Dispositions ROWS and Easements Facility Fees Fee Waivers Acquisitions Utility Easements Miscellaneous Agreements 126 1 8 $ 847,121 $ 130,000 Facility Rentals Processed Item Requests Processed New Community Users Processed Invoices Processed Checks processed Areas/Rooms Reserved Organizations Managed Facility Rented Monthly Escalations & Exceptions Cell Tower Payments 2022-2023 2021-2022 3,464 160 7,347 832 16,805 836 832 207 126 $ 1,873,050 $ 270,673 - N/A N/A 2,978 162 1,588 910 19,453 745 68 354 10 20 0 13 6 Miscellaneous GDOT MMIP Coordination Total Estimated Funds Managed $ 16,798,541 3

Example of Facility Rental Process Timeline Step 1 Step 8.a Step 8.b Step 5 Step 4 Step 6 Step 7 Step 3 Step 2 Facility Rental Administrator Facility Rental Administrator Start Community User Community User Community User Facility Rental Community User Facility Rentals School Principal End School Designee Submit Rental Application Approval / Denial Approves the Community User Registration Advises the Community User reach out the school to check community calendar and availability. Approval / Denial Review / Approval / Denial Activates and invoices organization Payment is due 10 days prior to the event start date Rental Application is paid in full Finalizes utility services and personnel to work the event Register the Community User / Organization in SchoolDude Submit the required documents Community User Event Community User Approval 10 Days Facility Rental Process 25 Days Day 15 Pay in full (i.e. 8/15/2023) Day 1 25 days starts (i.e. 8/1/23) Day 25 Event Occurred (i.e. 8/26/2023) 4 If the Rental Application is denied at any point, the event will be canceled.

To Rent a Facility STEP 1 First you must register your organization and create a profile to be approved as a CommunityUser--personal contact and organizational information must be submitted in SchoolDude. Once this is complete the Facility Rental Administrator will receive an automated email. Next the Facility Rental Administrator will request the required documents (including a due date) via email. The required documents are: Certification of Insurance Proof of GA Secretary of State Registration IRS 501(c)3 Letter of Determination, if applicable. You must submit the required documents by the due date to the Facility Rental Department at facilityrental@fultonschools.org. 5

To Rent a Facility STEP 2 Once the Facility Rental Administrator receives the required documents on time and, they are reviewed for accuracy, and completeness. Your CommunityUser account will be approved/you re added as a CommunityUser and you re ready to submit rental application. The approval process can take up to 10 days. If the required documents are not received on time, the CommunityUser will have to restart the entire process. You will receive an email from the Facility Rental Administrator advising you reach out to the school and review the community calendar for availability before you submit your rental application in SchoolDude. 6

Youre Ready to Rent Now! STEP 3 CommunityUser submits the rental application. (The rental application must be submitted 25 days in advance of the scheduled event) STEPS 4, 5, & 6 Once the rental application is submitted, each application is routed in SchoolDude: The Designee reviews and approves or declines the rental application. The Principal reviews and approves or declines the rental application. Additional fees can be added by both the School Designee and/or the Principal. If the rental application is declined by the Designee or the Principal, the CommunityUser will receive an automated notification through SchoolDude. Your event is canceled. If the rental application is approved by the Designee and the Principal, the Facility Rental Administrator will receive an automated notification through SchoolDude. 7

Youre Ready to Rent Now! STEP 7 The Facility Rental Administrator reviews the rental application for completeness, accuracy and timeliness. If the rental application is activated, the CommunityUser will receive an automated notification through SchoolDude. If the rental application is declined by Facility Rental Administrator, the CommunityUser will receive an automated notification through SchoolDude. NOTE: Rental applications may be escalated to the Director of Land Management, and/or the Executive Director of Capital Program, the Chief Operations Officer Events that may be escalated include: Political Rally(ies) Town Hall Event(s) Athletic Tournament(s) Community Festival(s) Large Crowds 8

Youre Ready to Rent Now! Continues STEP 7 Additionally, the rental application is reviewed for additional fees such as Safety and Security. The Facility Rental Department coordinates with School Police. If everything is acceptable, the rental application is approved, and you will receive the invoice. The Principal and Designee receives a copy of the invoice for events to be held their school. STEP 8.a Payment in full is required 10 days in advance of the first day of the event start date. STEP 8.b Once the rental application is activated, FCS Service Providers will receive an automated notification through SchoolDude. Service Providers are: - School Police, Utilities Services, Custodians, And other school personnel, if applicable Once your payment is received, you ve have completed the Facility Rental Process and your event is authorized! CONGRATULATIONS!!! 9

What are the Fees? Facility Fees Covers the costs for rooms and areas (internal and external) Personnel Fees Covers the costs for FCS personnel to work overtime Personnel Fees cannot be waived 10