1330
Community Relations
Use
of School Facilities
It shall be the policy of
the East Haddam Board of Education to make any building, or part thereof, or
grounds under Board of Education control available for public use under this
policy. The following general guidelines shall be used in determining whether
such space shall be made available:
1. The activity shall not interfere with the educational
purpose of the facilities.
2. The activity must be sponsored by a
community based non-profit group carrying out a worthy educational, social,
recreational, or civic program that will benefit
3. Activities intended for gain must be either:
a. Sponsored by a non‑profit
organization, or
b. Intended to raise money for a non-profit
activity, or
c. Serving a worthy educational, civic, or
charitable purpose.
4. The authority to finally approve or disapprove the use of school facilities is reserved for the East Haddam Board of Education.
5. The Board reserves the right to deny
access to groups who fail to conform to the requirements of policy or who abuse
the privileges.
Legal Reference: Connecticut General Statutes
10‑239 Use of school facilities for other purposes
Policy
adopted: August 13, 2002 EAST HADDAM PUBLIC SCHOOLS
Revised: April 12, 2006
1330(a)
Community Relations
Use
of School Facilities
The Board of Education is
mindful of its obligation to protect the investment in school property and
equipment and therefore, must insist that responsibility be accepted by the
applicant who is approved to use the school facilities. It is for this reason,
therefore, that the following rules and regulations are set forth. Any
violation of these rules and regulations will result in an automatic
termination of the use of school facilities by the violating group.
1. Building Use Application
The Board of Education's Application for Use of School Facilities form must be submitted two weeks in advance of the activity and must be approved by the Superintendent of Schools or designee (application attached).
2. Availability
The school facilities will be available to groups or agencies as per policy when such use does not conflict with a school activity. In the event of an emergency, school activities shall take precedence over all other out-of-school activities scheduled.
3. Supervision
Out-of-school groups must be properly supervised at all times by the adult representing the group.
4. Assigned Areas
Permission
is granted only for the area and time indicated on the application. Student or
adult groups must remain in the area assigned to them and should use the
entrance and exit nearest that area.
5. Closing of School
When the building is closed due to inclement weather or for any other reason deemed appropriate by the Superintendent of Schools, the building will remain closed for the entire day.
1330(b)
Community Relations
Use
of School Facilities (continued)
6.
Building Supervision/Custodial
Services
It is mandatory that at least one
school staff member (generally a custodian) be on duty at all times when the
building is in use except when being used by the
No
supervisor or custodial fees will be assessed for any activity sponsored by the
No
fees will be assessed to community based non‑profit groups provided the
activity takes place at a time when a custodian is normally assigned.
7. Fees
The
Board of Education will charge rental fees covering utilities and other
expenses for money raising activities. Charges will be set by the Board of
Education and reviewed annually. The following fees are established by the
Board of Education:
Use
of a classroom ‑ $50 plus $10 for each additional classroom
Use
of auditorium/gymnasium ‑ $100 per event plus $50 an hour (minimum three
hours) Use of kitchen facilities ‑ $50 per event plus $25 an hour
(minimum three hours)
Fees should be paid by check and made payable to the East Haddam Board of Education. Payment should be made within 14 days of the activity.
8. Use of Cafeteria
A
food service worker shall be on duty when equipment is required to be used,
such as washing machines, refrigeration, stoves, ovens, etc. No food service
worker is required when light refreshments are served and hand washing of
dishes is involved. An example of this would be coffee, punch, cake; however,
the organization would be required to provide their own coffee makers and
serving utensils. Charges for the food service worker's time shall be
established by the food service company.
1330(c)
Community Relations
Use
of School Facilities (continued)
9. Constables
Constables are mandatory at all non‑school related functions held for revenue producing purposes where the public is invited if, in the opinion of the Superintendent, the activity is of such a nature to mandate a constable. Constables will be hired through the Resident State Trooper. Fees are not included in the rental and will be paid directly to the Constable/Town. Constables may be required by the administration for inside and outside duty and they will remain on duty until all spectators have left the property.
10. Cancellation Notice
Cancellations,
except for inclement weather, must be made at least twenty-four (24) hours
before the activity is to be held.
11. Hours
Non-school
related activities will not be scheduled beyond 10:30 p.m. without prior
approval from the Superintendent or his/her designee.
12. Alcoholic Beverage
No
alcoholic beverages of any kind will be allowed on school premises.
13. Smoking
"No smoking" rules must be enforced. Smoking or the use of tobacco products is prohibited anywhere in school buildings or on school property.
14. Insurance
Any non-municipal organization wishing to use school facilities must provide a certificate of insurance with a face value of at least $1,000,000 naming the Board of Education/Town of East Haddam as an additional insured.
The
applicant group will insure in such a manner as to indemnify and save harmless
the Board of Education/Town of East Haddam, its officers and employees, from
any and all damages from such use, and/or any and all claims for personal or
property damage and/or injuries to others.
1330(d)
Community Relations
Use
of School Facilities (continued)
15. Decorations
No decorations will be allowed unless permission is received from the Principal and further, if permission is granted, decorations must meet all regulations of the Fire Marshal's office.
16. Specialized Personnel
When the applicant group requests the use of specialized equipment (i.e. computer lab, auditorium lighting system), a school representative will be assigned to assist and to supervise the use of the specialized equipment. In such cases, the applicant will be charged at the following rate:
Certified
Staff Member ‑ $50 an hour
Non‑certified
Staff Member ‑ $25 an hour
Regulation
adopted: August 13, 2002 EAST HADDAM PUBLIC SCHOOLS
Revised: April 12, 2006
EAST HADDAM PUBLIC SCHOOLS
APPLICATION FOR USE OF SCHOOL
FACILITIES
Name of Organization or Group:
Name
of Applicant:
Address
of Applicant:
Telephone
Number: Home
___________________________ Work
************************************************************************************
Intended
Use:
Location Requested (check one):
Date(s)
Requested: ______________________________
Day of Week: Su M Tu W
Th F Sa
Hours
Requested: From ____________ To
____________ Anticipated # of Attendees:
Room(s)
Requested:
Athletic
Fields/Grounds:
Use
of Field Lights Requested: Yes No
Special
Arrangements and/or Equipment Needs:
************************************************************************************
Cafeteria Manager (For
Kitchen Use) Date Music
Teacher (For HS Auditorium Use) Date
Building Supervisor Date Athletic
Director (Gym & Field Use) Date
Building Principal Date Business
Manager Date
Certificate of
Insurance Received: Yes No Estimated Fees:
Revised 8/13/02
1. Space may be reserved no more than one year in advance. Higher priority events may cause previously scheduled activities to be cancelled or postponed on short notice. Other suitable facilities may be substituted if available. Evening events are automatically cancelled when schools are closed due to inclement weather.
2. Applicants shall provide adequate supervision for all participants and observers. They shall also be responsible for any damage caused to person or property resulting from this use. School staff should not be expected to provide supervision.
3. Application is limited to assigned rooms and adjacent toilets. School telephones may only be used in an emergency. Pay telephones are located at each building.
4. ALCOHOLIC BEVERAGES are prohibited in any school facility and on any school property.
5. SMOKING is prohibited in any school facility and on any school property.
6. Constables, if required, must be arranged and paid for by the applicant.
7. The use of cafeteria kitchen equipment requires the presence of a Food Service employee assigned by the Food Service Supervisor. Charges for this service will be paid directly to the Food Service Company through the Business Office.
8. Custodial services during non-duty hours, if required, will be billed at a minimum of four (4) hours at the Board established overtime rate. Charges for custodial service will normally commence 30 minutes prior to and 30 minutes following the opening/closing of the facility depending on the amount of set-up, breakdown and cleaning required.
9. If specialized personnel are needed, the applicant will be billed for the services. Use of the High School auditorium includes the use of the stage work lights only. Use of additional equipment, lighting or sound systems must be arranged with the Building Principal. Charges will be applied according to Board policy 1330.
10. Certificate
of Insurance: Applicants not directly affiliated with the Town of
a)
The Town of East Haddam/East Haddam Board of Education shall be named
as an additional insured on the certificate.
b)
The certificate shall provide for the following coverage:
·
$1,000,000 of General Liability,
Umbrella, and Automobile Insurance
·
Workers' Compensation Insurance as
required by CT Law
I,
________________________________, hereby certify that I, the undersigned, am an
agent of the above named organization and authorized to accept in their name
the responsibility of adequate supervision, damages to school property and
payment of fees. It is further understood that any request for use of a
facility by a school organization shall take priority over any other scheduled
activity.
________________________________________ ___________________________________
Authorized Signature
Date