This policy outlines the procedures necessary to insure that District vehicles and related services are appropriately managed for non-school sponsored activities. The District is a public, tax-supported institution; therefore, District owned vehicles and related services must be utilized for District functions only, except in the case of public emergencies or when justified by this policy. All school-sponsored activities are not subject to this policy.

Use of District vehicles and related services will only be considered for community, non-profit activities defined as: city, county, or other governmental sponsored entities non-profit events, events in support of other governmental entities (police training, community awareness activities, etc.), in the case of public emergencies where the life or well-being of citizens are involved. Weber School District reserves the right to refuse the use of District vehicles, support equipment, and services to anyone at any time.

The following procedure will apply to vehicle and support services use under this policy:

Submission of the following must be received by the District Office 14 workdays in advance to receive consideration for use of District vehicles and services.

1. A properly completed and signed request/contract.
2. A detailed itinerary.
3. Administratively acceptable documentation that demonstrates that the private sector (reasonably available transportation companies) is unable to accommodate the specific transportation need(s).
4. Proof of insurance, with the recommended minimum amount of coverage by State Risk Management which changes on July 1st of each year.
5. A signed indemnity agreement as part of the contract.
6. Consideration for approval will be based on receipt and review of the above information subject to District Policy and availability of buses and drivers.
7. Non-profit rate is based on the District average cost per hour (driver time, fuel, depreciation, and maintenance) and mileage. Rates are determined by the transportation department and approved by the Superintendent or designee. The hourly rate is charged from the time the driver reports for duty and until the driver is released from duty and returns to their starting location. All rates are subject to change at any time, without modification to this policy. Approved rates may be obtained from the transportation department.
8. The Superintendent, or designee, reviews and approves or denies all requests.

Approved by the Board 01/07/2009