1500-3280-R PUBLIC USE OF SCHOOL FACILITIES REGULATION
1. School activities shall have first preference, continuing education shall have second preference, and community groups shall have third preference. No program shall be authorized which shall conflict with educational programs.
2. Community groups that want to use school buildings and/or grounds must obtain a Facilities Use Permit for each activity.
3. Facilities Use Permits shall be approved by the Superintendent of Schools or his/her designee, typically the appropriate Building Principal.
4. When Facilities Use Permits have been approved for use of Lima, Manor and Middle Schools, the following criteria shall be used:
a. No more than two separate set-ups per day per building.
b. These buildings shall have restricted weekend usage.
5. The calendar for use of buildings and grounds shall be set up under the direction of the Athletic Director.
6. The custodian on duty is to be regarded as the representative of the Board of Education.
7. There shall be no use, possession, sale or distribution of alcohol or controlled substances as defined in Board Policy 5312.1, Drug and Alcohol Abuse, of intoxicating beverages at any time in the school buildings or on school property.
8. A minimum charge, established by the Board of Education, will be paid to the custodian on duty for the performance of any duties above and beyond his/her regular work load. Recognized support groups of the school district shall not be charged for the use of any district facilities when custodial staff are normally on duty, except for weekends when overtime pay may be necessary.
9. There shall be no smoking.
10. Regular gym shoes must be worn when sports or games are conducted on the gymnasium floors.
11. Children's activities must be under strict supervision of adult sponsors at all times.
12. The Athletic Director shall be responsible for the assignment and scheduling of all athletic facilities, including fees.
13. All food services or use of district kitchen facilities shall be provided by and/or subject to the approval of the School Lunch Director under the supervision of the Superintendent.
14. Only authorized personnel shall operate kitchen equipment. A minimum charge, established by the Board, per hour per person employed will be charged when use of the kitchen is required.
15. Only authorized personnel shall operate stage, sound, and projection equipment. If a member of the professional staff is required to be present, he/she shall be paid at the negotiated rate.
16. Responsibility for order and safety must be assured by the applicant. Any damage to school property shall be reimbursed by the organization using same.
17. The space used shall be occupied only from the end of the school day and vacated no later than 10 p.m. on weekdays, unless a specific exception is granted by the Building Principal in the permit.
18. During those times when school is not in session, Buildings and Grounds personnel shall be required to be on duty when district facilities are in use. The Building Principal may make exceptions to this provision.
19. A detailed financial statement showing total receipts and expenses for each use of building(s) or grounds for which admission is charged must be available on request.
20. It shall be understood that the Superintendent of Schools or designee has sole authority to grant or reject requests for the use of school facilities and equipment
21. The district's High School shall be the preferred location for those activities requiring building space.
22. Outside groups shall not be permitted to use school facilities on legal holidays unless prior authorization is given.
23. In the event that schools are closed because of weather, the Superintendent shall determine which activities will be canceled.
24. Any group using school facilities is required to present evidence of liability insurance, with the district named as an additional insured, in an amount deemed adequate by the Superintendent or Director of Finance and Operations.
25. Authorization for new or replacement keys shall be made by the Director of Buildings and Grounds. No person shall possess keys for any building without the director's knowledge. Building keys shall be turned in by the faculty and staff at the termination of employment or at the closing of the school year.
26. Any employee who has lost a key shall report the loss immediately to the Director of Buildings and Grounds or his/her Building Principal. Issuance of a new key is subject to the determination of the director or Building Principal.
27. A Building Principal issuing a key for off-hour entrance to a building shall keep a log of each transaction. This log shall include: date, time, issuing individual, recipient, reason for entry and return time.
28. In case of an emergency, all buildings will be available to the American Red Cross.
29. All individuals shall act in a manner consistent with all applicable federal and state laws and regulations, as well as all policies, regulations and/or rules of the school district including policy and regulation, 1520 and 1520-R, Public Conduct on School Property.
Uses Permitted for District Residents
In accordance with state Education Law, the following uses of school buildings and grounds are acceptable:
1. for instruction in any "branch of education, learning or the arts;"
2. for "social, civic and recreational meetings and entertainments, and other uses pertaining to the welfare of the community;"
3. as polling places for holding primaries and elections and for the registration of voters;
4. for "civic forums and community centers;"
5. for graduation exercises held by not-for-profit elementary and secondary schools, provided that no religious service is performed; and
6. to provide child care services during nonschool hours, provided that the cost of such care shall not be a school district charge but shall be paid by the person responsible for the support of such child; the local social services district as authorized by law; or any other public or private voluntary source.
Fees for School Facilities Use
Fees for the use of school facilities shall be assessed only when services, additional to those in place, are required. Cost factors can vary with the day of the week involved. Billing shall be made from the Business Office to the person or group requesting the use of the facility.
A. The Fees below will be applied to groups meeting the following criteria:
1. Community youth and not-for-profit organizations
2. Activities occurring within the operating hours of the facility
3. Activities requiring only access to the field or facility
1. Use of a Classroom – No Charge
2. Use of Cafeteria – No Charge
3. Use of Auditorium – Use per special request only. Fee established with the Director of Buildings and Grounds based on the special request use of lights, sound system and staff labor.
4. Use of a Gymnasium - Groups charged $10 per hour up to a maximum charge of $200/year.
5. Use of Fields – No Charge during the school sports season
a. Soccer/Lacrosse Fields – Summer program charge for material and labor per special field set up and lining request. The material and labor fee will be established by the Director of Buildings and Grounds based on the scope of the special request.
b. Baseball Fields – Summer program charge of $100 per program for weekly painting of the baseball field.
B. The Fees below will remain unchanged and will be applied to:
1. For-profit organizations using our facilities
2. Any group with exceptional use requests, outside the operating hours of the facility
3. Any group with exceptional use requests, requiring special set-up or supervision from school district staff.
| Manor and Lima Schools | Charges | Sunday |
| Gymnasium | $65 for first three hours;
$17 per hour thereafter | $85
$22 |
| Classrooms | $17 minimum of three hours | $22 |
| Auditorium | $65 for first three hours;
$17 per hour thereafter | $85
$22 |
| Cafeteria | $60 for first three hours;
$17 per hour thereafter | $80
$22 |
Food Service personnel costs are included
in Food Service request form. |  | |
| | | |
| Middle and High School | Charges | Sunday |
| Gymnasium | $75 for first three hours;
$22 per hour thereafter | $85
$33 |
| Classrooms | $17 minimum of three hours | $22 |
| Auditorium | $95 for first three hours;
$27 per hour thereafter | $110
$35 |
| Cafeteria | $60 for first three hours;
$17 per hour thereafter | $80
$22 |
Food Service personnel costs are included
in Food Service request form. | | |
| | | |
Additional Custodial fees and lighting/sound Technical fees may be applied
Use of Swimming Pool
The provisions of this regulation regarding the use of the swimming pool have been established to ensure maximum safe and effective use of the pool by all children and adults residing in the district. The swimming pool shall be available to as many residents of the district as possible. The users will be protected by all the necessary safety measures at all times.
1. Fees for the use of the pool outside of the regular school program shall be used to defray the salaries of personnel and the supplies necessary for the operation of the swimming pool.
2. The swimming pool Safety Plan Procedures shall be followed at all times when regulating the swimming pool.
3. It shall be the responsibility of the Athletic Director and pool personnel to enforce regulations governing the use of the swimming pool.
4. Primary consideration for the use of the swimming pool shall be for instructional and interscholastic swim, and resident and/or recreational swim use, in this order.
Supervision
All swimming staff personnel (instructors, lifeguards, or student assistants) must possess at least an Advanced Red Cross Lifesaving Certificate and current C.P.R. certification. Student assistants must be at least 16 years of age. A physical education teacher may assist in the instruction of his/her classes but, at all times, the teacher must be under the direct supervision of a certified instructor.
Prohibited Uses of School Buildings and Property
State Education Law and the New York State Constitution specifically prohibit the following uses of school buildings and property:
1. For any purpose that will in any way interfere with the use of school buildings, grounds, or other school property by the school;
2. by any person or profit-making organization for personal or private gain, financial or otherwise;
3. for holding a social, civic or recreational meeting or other use pertaining to the welfare of the community, unless such meeting, entertainment or use shall be non-exclusive and open to the general public;
4. For a meeting, entertainment, or occasion where admission fees are charged, unless the proceeds thereof are to be expended for an educational or charitable purpose approved by the Board; and/or
5. for a meeting, entertainment or occasion where admission fees are charged, if such meeting, entertainment or occasion is under the exclusive control and the proceeds are to be applied for the benefit of a society, association, or organization of a religious sect or denomination, or of a fraternal, secret or exclusive society or organization, other than any organization of veterans or of volunteer firemen or volunteer ambulance services.
Use of School Facilities by School Personnel
Any use of school facilities for school-related activities will be scheduled through the Building Principal. Any other use outside the regular school week will be scheduled through the Superintendent of Schools.
Recognized collective bargaining units may use school facilities to conduct meetings as specified in the collective bargaining agreement(s).
No students are allowed in a school building unless appropriate school personnel is on duty. Scheduling in advance will ensure that the space requested is available and not given to outside groups.
Withdrawal of Privilege
The privilege to use district facilities shall be withdrawn from any person or group that permits the abuse of the facilities or violates district policies, practices or procedures.
Adoption date: September 1, 1998
Revised: December 14, 1999
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