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In accordance with Conn. Gen. Stat. § 10-239, the Plainville Community Schools Board of Education (the “Board”) may permit the use of any school facility for nonprofit educational or community purposes whether or not school is in session. The Board may also grant the temporary use of any school facility for public, educational or other purposes, including the holding of political discussion, at such time the facility is not in use for school purposes. In addition, the Board shall grant such use for any purpose of voting under the provisions of Title 9 of the Connecticut General Statutes whether or not school is in session. In accordance with 20 U.S.C. § 7905, the Board shall not deny equal access to or a fair opportunity to meet, or otherwise discriminate, against any group officially affiliated with the Boy Scouts of America (or any other youth group listed as a patriotic society in Title 36 of the United States Code) that wishes to conduct a meeting using school facilities pursuant to this policy. Such uses shall be governed by the following rules and procedures, and shall be subject to such restrictions as the Superintendent or his/her designee considers expedient.
Consistent with this policy, the Superintendent shall develop and promulgate Administrative Regulations and associated forms governing use of school buildings and facilities by community and other groups. Since the primary purpose of school facilities is for educational activities, such activities will have priority over all other requested uses.
A. Application Procedures
Applications for use of facilities shall be submitted to the following individuals, in accordance with the Administrative Regulations:
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Facility
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Application Submitted To
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For use of school buildings
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Building Principal
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For use of athletic fields and facilities
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Athletic Director
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For use of other school facilities
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Superintendent of Schools
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Groups requesting use of school buildings and facilities must identify the specific facilities desired, and approval will be for those specific facilities only. All school equipment on the premises shall remain in the charge and control of the building principal or responsible administrator, and shall not be used without the express written permission of the administrator.
Principals and other responsible administrators shall submit copies of each building use form with a notation of whether such uses have been approved. Approval of school facilities by the principal or other responsible party may be revoked at any time by the Superintendent or his/her designee.
B. Eligible Organizations and Priority of Use
Administrators responsible for approving/disapproving requests for use of school district facilities will use the following guidelines regarding priority of usage of such facilities:
Order of priority:
1. School-sponsored programs and activities.
2. Activities of school-related organizations (e.g., PTO, Booster Clubs, After Graduation Committees and similar organizations).
3. Town department or agency activities.
4. Activities of non-profit organizations operating within the Town, other than school-related organizations covered by category #2 above.
5. Activities of for-profit organizations operating within the Town.
6. Out-of-town organizations.
C. Restrictions on Use of School Facilities
The following restrictions shall apply to the use of school facilities:
1. Illegal activities will not be tolerated.
2. Use or possession of tobacco, vapor products, alcoholic beverages or unauthorized controlled substances shall not be permitted on school property.
3. Refreshments may not be prepared, served or consumed without the prior approval of the responsible administrator. Notwithstanding, only those beverages permitted by state law may be sold during the school day. The responsible administrator may permit other beverages to be sold at the location of events occurring after the end of the regular school day or on the weekend as long as they are not sold from a vending machine or at a school store. Upon approval by the administrator, refreshments may be prepared, served and consumed only in areas designated by the responsible administrator.
4. Obscene advertising, decorations or materials shall not be permitted on school property.
5. Advertising, decorations or other materials that promote the use of illegal drugs, tobacco products, vapor products, or alcoholic beverages shall not be permitted.
6. Activities that are disruptive of the school environment are not permitted.
Any violation of this Policy or any applicable Administrative Regulations may result in permanent revocation of the privilege to use school facilities against the organization and/or individuals involved.
D. Fees and Other Costs
Users of school facilities shall be responsible for the fees and costs set out in a fee schedule established by the Superintendent with the approval of the Board of Education. The following guidelines shall be incorporated into such fee schedule:
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Category
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Fee
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1.
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School-sponsored programs and activities.
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No rental fee or associated costs.
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2.
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Activities of school-related organizations (e.g., PTO, Booster Clubs, After Graduation Committees and similar organizations).
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No rental fee or associated costs.
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3.
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Town department or agency activities.
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Associated costs.
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4.
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Activities of non-profit organizations operating within the Town, other than school-related organizations covered by category #2 above.
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Associated costs.
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5.
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Activities of for-profit organizations operating within the Town.
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Rental fee and associated costs.
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6.
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Out-of-town organizations.
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Rental fee and associated costs.
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“Associated costs” shall include, but shall not be limited to, fees for the services of any custodial personnel, food service personnel, security personnel or other personnel deemed by the responsible administrator to be necessary in connection with the use of a school district facility. Such costs shall be at the rates set forth in the fee schedule. Rental fees and/or associated costs otherwise applicable may be waived by the Superintendent or his/her designee if such waiver is deemed by the Superintendent or his/her designee to be in the best interest of the school system and/or the Town.
E. Responsibility for Damage to Property or Loss of Property
In order to use school district facilities, any organization or individual requesting such use must agree to assume responsibility for any damage to and/or theft or loss of any school district property arising out of the use of the facilities.
F. Health and Safety Protocols
In order to use school district facilities, any organization or individual requesting such use must agree to abide by all health and safety protocols in place by the school district at the time of use, including but not limited to protocols relating to cleaning of the facilities, signage, and health screenings of individuals requesting access to the facilities.
Legal References:
Conn. Gen. Stat. § 10-239
Conn. Gen. Stat. § 10-215f
Conn. Gen. Stat. § 10-221q
Conn. Gen. Stat. Title 9
Boy Scouts of America Equal Access Act, 20 U.S.C. § 7905
Patriotic and National Organizations, 36 U.S.C. § 1010 et seq.
ADMINISTRATIVE REGULATIONS REGARDING
USE OF SCHOOL FACILITIES
Application for Building Use
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Organization Name:
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Address:
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City:
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State:
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Zip Code:
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Contact Person:
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Phone Number:
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Activity to be carried on:
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Note:
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Activities that are not considered “school-sponsored” are charged as follows:
[List applicable fees]
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Date(s) Requested:
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Time:
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From
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To
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Use of School Facilities
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The priority list for allocating use of school facilities shall be as follows:
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1.
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Activities related directly to district curricular programs. (No rental fee or associated costs)
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2.
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Activities related to district extracurricular programs. (No rental fee or associated costs)
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3.
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Official activities of local governmental agencies. (Associated costs)
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4.
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Activities of local non-profit organizations. (Associated costs)
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5.
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Activities of local private, for profit organizations. (Rental fee and associated costs)
Out-of-town organizations. (Rental fee and associated costs)
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Facilities Available (please select facility desired)
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1.
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Gymnasium
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2.
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Auditorium
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3.
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Kitchen / Cafeteria
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4.
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Classrooms
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5.
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School Grounds
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6.
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Other – Discuss with the [name of person responsible for facilities use]
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Equipment Needed:
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The authorized agent for the organization above, and whose signature appears below, agrees that his/her organization will abide by the rules and regulations pertaining to the use of school facilities as prescribed by the Board of Education. The organization further agrees that any damage whatsoever to the building or any part thereof shall be repaired at the expense of the organization using the facilities.
Signatures:
__________________________________________________________
Person Responsible for the Organization
__________________________________________________________
Board of Education
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ADMINISTRATIVE REGULATIONS REGARDING
USE OF SCHOOL FACILITIES
INDEMNIFICATION AND RELEASE
This form is valid for a period of one calendar year from the date signed for each application of usage which is made.
In consideration of the permission granted to it by the Plainville Community Schools Board of Education (the “Board”) to use the school building, grounds, facilities, and/or equipment, the undersigned does hereby indemnify and hold harmless the Board and the Town of Plainville, their employees, agents, contractors and assigns against any and all loss or expense, including attorneys’ fees, court costs, damages, liability and any other amounts for any and all bodily injuries, including death, and/or for any and all property damage sustained accidentally or otherwise sustained by any person arising out of or connected with the undersigned’s use of the school building, grounds, facilities, and/or equipment.
The undersigned further waives the right to initiate and/or pursue in any manner any and all lawsuits and any other claims in any forum against the Board or the Town of Plainville, its individual Board members, officers, employees, agents, contractors and assigns for any injury or harm connected to the undersigned’s use of the Board’s facilities, including but not limited to claims for negligent acts or omissions and/or claims for death and/or serious bodily injury and/or claims for property damage.
The undersigned assumes responsibility for any damage to and/or theft or loss of any school district property arising out of the use of the buildings, grounds, facilities, and/or equipment.
The undersigned has read and agrees to abide by the terms of the Board policies pertaining to use of Board buildings, grounds, facilities, and/or equipment.
IN WITNESS WHEREOF, I hereunto set my hand this _______ day of ________, 20__.
Signatures:
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