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3515

Business and Non Instructional Operations

USE OF SCHOOL FACILITIES

Preston Public Schools encourages community use of its facilities when they are not in use for Preston Public Schools' educational programs. Efforts will be made by the School District to minimize charges to community groups using the facilities and at the same time maintaining a balance between receipts and expenditures for non-school use of facilities. Preston Public Schools is proud of its facilities and constantly maintains them. Any proceeds for use will go towards maintenance, repairs and improvements. Preston Public Schools buildings and facilities exist to support the mission of the institution. Beyond instructional, extracurricular, and athletic uses, in recognition of Preston's commitment to community partnership and public service, Preston Public Schools may allow, on a limited basis, use of certain facilities to other groups, entities and organizations. Use of facilities by Preston Public Schools takes precedence over use by other groups, entities and organizations. Preston Public Schools reserves the right to limit any use which in its judgment does not support, or relate to, Preston's mission.

PRIORITY USE

Preston Public Schools reserves the right to limit any use of school facilities which in its judgment does not support, or relate to, Preston's mission. As identified below, the use of Preston Public Schools facilities under this Policy is limited to use by various types of approved groups, entities and organizations in furtherance of Preston's mission, including its commitment to community partnership and public service. This policy is not intended to make Preston Public Schools facilities available for individual private use unaffiliated with a group, entity or organization or unrelated to Preston Public Schools mission and instructional, extracurricular and athletic uses.

School facilities shall be available in the following order of priority.

1.  Public safety and civil preparedness needs of the Town of Preston.

2.  School personnel for student extracurricular activities approved by the Superintendent of Schools and conducted under the direction of one or more adult staff member.

3.  Preston governmental organizations when carrying out official functions of town government. This includes and is limited to the following:  town meetings, special town meetings, public hearings and Town of Preston Parks and Recreation Commission activities, including PTO.

4.  Locally organized boards, agencies, committees, educational groups and associations.  This includes but is not limited to:  town approved boards/commissions regular meetings and collective bargaining units of the Board and Town of Preston.

5.  Civic, fraternal, charitable, social and religious groups, or similar non-local organizations having a substantial number of members residing in Preston.  The term 'organization' as used here means a group holding regular meetings of its members and having a charter and/or by-laws providing for the qualification and election of officers.

6.  Outside sports organizations with certified roster that demonstrates 25% Preston participation.

The Board of Education requires that the principal and superintendent approve the use of the school by all SCHOOL-RELATED and NON-SCHOOL RELATED organizations.  The organization requesting building usage must complete the required building use request form and submit the form to the building principal. If the desired facilities are already reserved by another organization, the superintendent may reschedule activities with prior reservations in order to accommodate the needs of town government and/or student programs (See priority list above.) Applicants must at least 21 years of age.

Preston Veterans' Memorial School, 325 Shetucket Turnpike, 860-887-3113

Preston Plains Middle School, 1 Route 164, 860-889-3831

Organizations will be contacted within 7 business days of receiving the completed reservation application. Facility rentals are not confirmed until the application is signed and the security deposit is received. Approval for use will be on a first come first served basis and will be based upon availability. No outside event shall be permitted to disrupt the normal operations of the buildings/grounds. Applications will be accepted up to six months in advance.

Category 1

  PTO, booster clubs, youth service groups, Boy Scouts, Girl Scouts, Brownies, Cub Scouts provided that membership is composed primarily (80%+) of Preston residents.

  Officially sponsored Town of Preston events/programs.

  Local church activities.

Category 2

  Preston non-profit organizations that possess a 501(c) 3 tax exempt certificate. Groups claiming non-profit status will be required to provide documentation verifying their status each time the organization submits an application.

Category 3

  Preston residents for appropriate civic, cultural, health, or recreational activities. (Provided these activities do not violate board policy).

Category 4: All Other Non-Profit or For Profit Groups

Rules of Use:

  The use of any other part of the building, other than the gymnasium or cafeteria, shall be determined by the school administration and/or Superintendent of Schools.

  All groups using the school facilities are only permitted to use the designated areas for which the request was made.

  All activities in the building will be supervised by an adult who assumes the responsibility of seeing that all rules are observed.

  At the beginning of the activity, the supervisor will survey the area and if he/she notes any damage, he/she will inform the custodian or principal.

  At the end of the activity, the supervisor and the custodian or principal will survey the entire area used to be sure that the area is left in proper order.

  It will be the supervisor's responsibility to locate the custodian or principal when he/she is ready to leave the building. Particular attention will be paid to locker rooms and the shower area as well as the grounds immediately located outside the entrance used by the participants (PPMS).

  All accidents or claims will be reported immediately to the administrator or custodian in charge who will report it to the proper authority.

  Any damages incurred by those responsible for using the facilities shall be the responsibility of the group or individual requesting the use of the building.

  Non-school related organizations are responsible for the cost of any custodial, kitchen or police services that may be necessary.

  Raffles and similar activities sponsored by the PTO and other school related organizations must be approved by the Superintendent and compliant with the Connecticut Gaming Laws.

  Additional fees will apply, in all rental categories, as applicable and determined:

Lighting and sound

Set-up

Custodian and Overtime Fee

Building Supervisor

Technical Support

Certified Food Safety Manager

Events Outside Normal Business Hours

Administrative Fee for Recurring Meetings

PROHIBITED PRACTICES

  Gambling or games of chance other than those activities approved by the Connecticut Gaming Association

  Possession and/or consumption of alcoholic beverages and/or illegal substances

  Smoking

FEE SCHEDULE

A fee schedule is an appropriate standard to set for smooth operations.

  Incorporated businesses and non-Preston residents for meetings and appropriate civic, cultural, health, or recreational activities.

  Disqualifying factors for facility rentals include, but are not limited to:

*Misrepresentation of rental information

*Previously caused or allowed damage to school district/town property

*History of hostile or violent behavior

*Past conduct has resulted in police or fire department response

*Rental disrupts the normal operations of Preston Public Schools

*The usage does not reflect well on Preston Public Schools

*History of non-payment for prior facilities usage

Single Event Schedule of hourly rates and security deposits

PTO and Town: No Charge

CUSTODIAL SERVICES

On regular school days a custodian is on duty until 10:00PM at PVMS and until 9:00PM at PPMS. There is no custodial fee during these hours unless extended cleaning work is required.

For all School Related activities including Parent Teacher Organization functions, the principal will determine if a custodian is needed for opening and closing the building and general supervision.

For all Non-School Related activities as defined above, the principal will inform the organization that a school custodian is needed to open/close the building and provide general supervision of the building. In the event a member of the school's custodial staff is employed, said individual will be compensated at his/her contractual rate including benefits.

KITCHEN SERVICES

For SCHOOL RELATED organizations:

  A member of the school's kitchen staff is required to supervise any use of equipment. Charges may apply.

For NON-SCHOOL RELATED organizations:

  A member of the school's kitchen staff or some other suitably qualified individual in the judgment of the principal is required to supervise any use of equipment.  In the event a member of the school's kitchen staff is employed, said individual will be compensated at his/her contractual rate including benefits.

EQUIPMENT

Any school equipment required for use on school property but outside of the school building must be approved by the principal at the same time the Building Use Application form in the school office is completed by the applicant.

School equipment will not be loaned to any group or individual not residing in or locally formed in Preston.

The person or group using any school equipment is responsible for its proper use, return and any damage that may be incurred. Equipment used in the maintenance of the school plant may not be loaned.

CANCELLATIONS

If school is cancelled due to inclement weather, etc., all activities scheduled will be canceled.  The group or individual is responsible for informing their own membership of cancellation. Exceptions will only be made for official town business.

CAPACITY

Preston Veterans' Memorial Gymnasium - 415 people

Preston Plains Cafeteria - 236 people

Preston Plains Gymnasium - 300 people

Liability/Property Damage Insurance

Organizations using the school buildings for events which are open to the public must provide a certificate of insurance, including $1,000,000 liability coverage naming Preston Public Schools and the Town of Preston as additionally insured.

Police & Fire

At the discretion of the Preston Public Schools, notification of an event will be sent to the Preston Resident Trooper and fire department. If the presence of police and/or fire is required, the applicant is responsible for all fees and proof of hire must be submitted prior to use.

Weekends and Holidays

Events on Saturday, Sunday, and school department holidays are subject to a four-hour minimum rental   and overtime custodial fees, in addition to other applicable fees.

Responsibility of Applicant/Organization

It is the expectation that Preston Public School facilities and contents will be left in the same condition in which organizations found them. When necessary, a post-rental walk through will be performed by a school department designee. Organizations will be held responsible for the replacement or repairs of any part of the building or contents therein which becomes broken, defaced, damaged or missing as a result of the rental. Damage fees include the cost of repair or replacement including labor incurred by the School Department, and may exceed the security deposit amount.

Forfeiture of the security deposit or additional fees may be imposed for any, but are not limited to, the following violations:

  Broken furniture and/or equipment

  Defacement of any part of the interior or exterior of the building

  Damage created by improper use of equipment or non-compliance of facility rules

  Equipment found to be missing as a result of an organization using the building

  Removal of carpet stains requiring more than standard extraction techniques

  Stains on walls

  Unauthorized use of the kitchen or other rooms

  Unauthorized extension of hours; this may include over time fees as well as additional rental fees

  Equipment left for storage; this includes outside equipment rentals

  Any other circumstances which justify a damage fee

The Board of Education may take legal action to recover these costs.

Preston Public Schools reserves the right to withhold a portion of or all of the security deposit and shut down an event if it is found that the applicant has misrepresented information on any of the rental documents.

Examples include but are not limited to:

  Failure to disclose the true nature of the activity or sponsor

  Failure to disclose level of kitchen usage

  Exceeding the reported number of guests or capacity of the facility/room

  The service or sale of alcohol

Preston Public Schools reserves the right to cancel a facilities reservation due to weather, unforeseen circumstances beyond the district's control, or school department need. The district will not be responsible for any cost incurred by the applicant in connection with the canceled event.

Recurring Meetings or Sporting Events

  Organizations using school facilities on a regular basis are required to sign     a reservation application form and pay in advance for all dates reserved.

  Recurring meetings can be moved without notice to another location at the   discretion of Preston Public Schools.

  School events have priority over all community facility use.

  Storage space is not available.

General Usage Policies

  Preston Public Schools reserves the right to deem any activity inappropriate.

  Preston Public Schools reserves the right to limit the amount of weekend and holiday usage.

  The operational plans of an event and the event itself shall not interfere with the normal operations of Preston Public Schools.

  Groups that benefit youth of the community may be granted a fee waiver at the discretion of the superintendent by requesting the waiver in writing at least 30 days in advance.

  Non-profit fee waivers must be presented in writing to Preston Public Schools for consideration at least six months in advance.

  Animals are not permitted in school facilities with the exception of registered guide dogs or with prior approval for specific activities.

  Preston Public Schools is not responsible for any property left on the premises.

  Food or drink are not permitted without prior approval.

  School Department employees have the authority to enforce all rules and regulations. If appropriate, the Preston Resident Trooper will be contacted to control the situation.

  Anyone caught in the destruction of property will be held accountable for repairs and removed from the facility.

  Anyone using profanity, fighting and/or disruptive behavior will be removed from the facility.

  All facilities usage will be conducted according to applicable laws, rules, regulations, and Town Ordinances obtained at the town clerk's office.

Gymnasium

  Dances held at PPMS will take place in the school cafeteria. Food and drinks may be served in the cafeteria. Access to school gym and other parts of the school is restricted during such events.

  Groups using the gymnasium may make use of the shower facilities in the boys' or girls' locker rooms. The physical education instructor's office in both these areas is strictly off-limits as is any other storage room in the general area. Adult supervisors are to be present in the locker rooms whenever children are using the area.

Adopted: 11-13-17