3515 3515Business/Non-Instructional Operations
Community Use of School Facilities
The New Hartford Board of Education recognizes that the district s school buildings and surrounding grounds/playing fields are vital community resources. The Board is committed to making these facilities available to the community as much as possible under proper and appropriate conditions as outlined in the attached Administrative Regulations for Use of School Facilities.
The New Hartford Board of Education shall grant use of its school facilities for educational, cultural, civic, or other uses consistent with the public interest when such uses do not interfere with regular school-sponsored activities and programs and when such uses are not in conflict with the Board of Education s stated mission and goals.
Any use of the school buildings or grounds by recognized community groups or organizations must be approved by the building Principal, and the Principal is authorized to use his/her discretion in approving or disapproving applications under this policy and its administrative regulations. The decision of the building Principal may be appealed to the Superintendent of Schools and the Board of Education.
The Boy Scouts of America, Big Sisters of America, Boys and Girls Clubs of America, Future Farmers of America, Girl Scouts of America, Little League Baseball, Inc., and any other group intended to serve youth under the age of 21 listed in Title 36 of the U.S. Code may use school property upon payment of the appropriate fees outlined in the Administrative Regulations of Use of School Facilities.
(cf. 1330 Use of School Facilities)
Legal References: Connecticut General Statutes
10-239 Use of school facilities for other purposes
PA 97-290 An Act Enhancing Educational Choices and Opportunities
Equal Access Act, 20 U.S.C. ss 407 1-4074
Good News Club vs. Milford Central School, Sup.Ct. 6-11-01
20 U.S.C. 7905 (Boy Scouts of America Equal Access Act contained in No Child Left Behind Act of 2001)
Policy adopted: December 5, 2006
Business/Non-Instructional Operations
Community Use of School Facilities
Scheduling
1. The building Principal is responsible for scheduling the use of school facilities which includes fields around the buildings. The Board of Education authorizes the Principal to determine the appropriateness of activity in terms of its nature and the specific facility requested. The Principal may reject the application providing the applicant shall be advised of his/her right to appeal the administrative decision to the Superintendent and to the Board.
2. All applications for the use of school facilities shall be addressed to the building Principal of the school whose facilities are requested. Requests must be made on the official application form at least two weeks in advance of need. A copy of insurance documentation must be attached to the application.
3. Applicants must abide by the Board of Education s School Facilities Use Policy and regulations.
4. The Board deserves the right to deny use of its facilities and to revoke any reservation of its facilities at any time.
5. If circumstances necessitate the cancellation of the application to notify the Principal.
6. Adequate police protection must be provided by the applicant, at the discretion of the Principal, for any activity involving school facilities which in her/his opinion warrants such protection.
7. A member of the custodial staff has responsibility for the security of the building and will be assigned to every scheduled use of school facilities by outside organizations.
8. The Board or its representatives reserves the right of free access to all school facilities at all times for purposes of determining proper usage.
9. Permission to use school facilities is granted after consideration of each individual request. Under no circumstances may a group which has been granted the use of facilities transfer this privilege to another group.
Eligibility
1. Use of the school facilities may be allowed when all of the following three conditions are met:
a. Such use is sponsored by a community organization;
b. A worthy educational, civic, or charitable purpose will be served or an opportunity for wholesome recreation for the citizens of New Hartford will be provided which would otherwise be unavailable;
c. A substantial number of community members will be benefited.
If alternate facilities are unavailable or available only at undue cost or inconvenience, such fact will be considered by the Superintendent in her/his decision to grant or deny the request.
Fees
1. No custodial fee if during regular school hours
a. Board of Education meetings and school sponsored groups and activities
b. The New Hartford Parent Teacher Organization (PTO)
c. New Hartford Education Foundation
d. The Town of New Hartford official Town hearings, meetings, and elections
2. No rental charge but custodial fee applied
This classification will apply when a custodian is not NORMALLY on duty.
Examples are:
a. Approved non-profit community organization meetings for educational, recreational, civic, or athletic purposes
b. Local business, civic, social, or fraternal organizations and any other New Hartford organizations which meet the eligibility requirements
Whenever a custodian is normally not on duty, any organization using school facilities must apply for such service in accordance with the current custodial fee schedule. All custodians will be employees of the New Hartford Board of Education, assigned by and responsible to the Building Principal.
Charges
1. Custodian
Time shall be computed in quarter hour segments. All custodial charges shall include time for preparation of the activity, the activity time, and the time for cleaning up after the activity in preparation for the next school day.
2. Police
For time on duty, arrangements for police services are to be made by the individual community organizations.
Payments
1. The Administrative Assistant for Fiscal Services to the Superintendent is responsible for the collection of all fees due within 3 days of the activity s conclusion.
2. Payment is due at time of activity s conclusion.
3. Certain community groups who use the school facilities on a regular basis may use a draw-down account with 25% of the total fees due used as the security deposit.
4. Cash will not be accepted.
5. Failure to comply with the above provisions may result in an organization being deprived of the use of school facilities.
Equipment
1. Community groups may use school equipment for a worthy educational, civic, charitable, or recreation purpose.
2. Groups using the facilities are responsible for repairing or replacing any equipment damaged or lost while in its possession.
3. Determination of monetary damages to school equipment lies with the building Principal or other school officials.
4. Equipment is available at the discretion of the building Principal.
5. Use of school equipment by community groups is confined to the building where the equipment is located unless the group receives specific written permission to remove the equipment from school property. The building Principal is responsible for keeping records involving equipment loans.
Insurance
Any group granted permission to use a school facility will be required to furnish a certificate of insurance covering such event including participants, guests, products and equipment and in amounts deemed adequate by the Superintendent of Schools.
General Rules for School Facilities Use
1. All events and meetings shall be confined to the part of the building reserved.
2. There shall be no alcoholic beverages or other intoxicants brought to or consumed in the building or on the grounds. No smoking is allowed in any building or on the grounds.
3. Putting up decorations or scenery or moving furniture is prohibited without permission of the building Principal.
4. Under no circumstances shall property and equipment of outside organizations be stored in the school building without permission of the building Principal.
5. The reserving organization is responsible for the preservation of order at all times.
6. Groups using facilities must designate an adult to be responsible for the supervision of the group. In the case of youth activities, such responsibility shall include complete supervision of the group from the time the first member arrives until the last has left the premises. If not present, the meeting or activity shall be canceled. The responsible adult leader shall not leave the property until all persons under her/his supervision have left.
7. In the event the group wishes the use of kitchen facilities, prior arrangements must be made with the building Principal who will either arrange for actual supervision of such use or who will give instructions on the use of the facilities. In either case, school authorities reserve the right to inspect the facilities after use by the group and to require additional clean up by the group, if necessary.
8. The reserving party will report any damage to the custodian who will also inspect the facility for damages at the close of any activity.
Regulation approved: December 5, 2006