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Barre Town Supervisory District Policy Manual

TITLE: Use of School Facilities CODE: KFB

 
Use of Facilities

As stated in policy, the facilities of the school system and the services of its personnel may be made available for non-school use when such use does not in any way infringe upon the normal curricular or co-curricular programs of the school. 

A. Excluded from use of school buildings or grounds are activities or actions which:

1. are intended to overthrow the government by force, violence or other unlawful means;
2. involve games of chance, lotteries or gambling;
3. involve the possession and/or consumption of alcoholic beverages; or include the sale of liquor, tobacco or other products presumed to be health hazards;
4. promote any commercial product or results in private profit or commercial gain unless sponsored by an approved organization as a fund-raising event;
5. would overtax the facilities, grounds, personnel.  

B. Priorities for the use of school facilities for activities and programs will be made in this progression:

1. school related (includes Town Meeting and Town caucuses)
2. Recreation Department (approved by Director of Recreation)
3. adult education programs
4. community groups and organizations

5. individuals

When special services are provided such as wages for on-duty personnel, police and fire protection, utilities, stage crew services, and other costs as may be affixed at the time of rental, they may be in addition to the rates listed in the approved schedule.

C. Rental Fees

1. Custodial Personnel
   No custodial fee will be charged if they are already on duty and so long as no unusual custodial or maintenance work is caused by the user. If a custodian is require highest wage for overtime in the contract year (minimum of 4 hours) will be charged. The organization is responsible for salaries of actual time of facility use if unusual custodial or maintenance is required due to conditions created by user. All payments are to be made to the school district.

2. Facilities

   1. Classroom

   2. Multi-purpose rooms

   3. Gymnasium with Locker Rooms

   4. Locker Rooms

   5. Classrooms with Equipment

   6. Kitchen
      Level 1 Use:  Storage and serving
      Level 2 Use:  Food pre and equipment use (Level 2 user requires the presence of a trained custodian per the hourly rate indicated on the rental fee schedule.).
      * The standard rate includes custodial service.
      * The facilities of the Barre Town Elementary School are available to all school-related groups at no cost.

3. Standards Relating to Rentals

   1. Supervision

   1. An adult sponsor must be on duty when a facility (buildings or grounds) is used by pupils. The building principal will establish a listing of responsibilities to be followed by sponsors.

   2. A custodian must be on duty when the building is open for rental use. The Director of Buildings and Grounds will establish a listing of responsibilities to be followed by custodians. If the custodian is normally on duty, no additional charge will be rendered unless unusual custodial or maintenance is required due to conditions created by the user.

   3. Fire fighters and police may be required to supervise the occasion.

   4. The Principal or designee will determine the number of sponsors, police, fire fighters to be on duty for school-related activities and all rentals In making this determination, the Police Department and Fire Department will be contacted to obtain their input in regard to regulations and fees.

   2. Cancellations must be made 48 hours in advance of the scheduled date.

   3. Users of the facilities will remove all of their materials at the time they leave the premises unless previous arrangements have been made.

   4. Users of the facilities will be charged for damage inflicted upon the grounds, buildings, equipment caused by their negligence.

   5. The sale, dispensing or use of refreshments will be allowed only if it is a part of the rental agreement whether or not a fee is charged.

   6. Each applicant must agree to assume responsibility for any legal liability for injury or damage to the person or property of the applicant or others and to save the board harmless in the event of such injury or damage. Users may be required to obtain and present proof of liability insurance.

   7. The fee to be charged will be determined at the time of application and will be paid in advance of the rental unless other arrangements have been mutually agreed upon. Failure to pay the fee per agreement will result in the denial of future use of any facilities until such time as said rental is paid in full. Fees must be paid via check or money order and made payable to the Barre Town School District.

   8. Waiver of fees must be included and noted when the application is submitted. The school administration shall act on all applications and waiver of fee requests. Waiver of fee requests will only be considered for school related activities and by groups that are not profit making organizations.

   9. Applications must be filed in the principals’ office of the school system not less than eight (8) school days in advance of intended use.

   10. Profit-making groups collecting admissions are responsible to pay all required state and federal taxes directly to the proper governmental agency.

Use of Equipment
The equipment of the school system is primarily intended for its use in the instructional program for pupils.
The only way in which equipment can be used for non-instructional purposes is with the expressed approval of the principal. Such arrangements for use are to be in writing with a copy filed in the principal's office. Any person(s) borrowing equipment must sign a letter of agreement which will indicate the date and time for the use of the equipment and the date and time for return of the equipment. This agreement will also state that any damages to or loss of the equipment being borrowed will be the responsibility of the individual(s) using the equipment. The amount of money to be charged for loss or damaged equipment will be the full amount of the purchase price or the full amount of the repair costs, whichever is applicable. In these cases, the funds collected are to be deposited to the credit of the general account. The funds must be transmitted via check or money order and made payable to the Barre Town School District.

The word "equipment" is defined to be all-inclusive and covers machines, utensils, supplies, materials, tools, and other items exclusive of vehicles.

Any staff member using school equipment is responsible for said equipment and therefore must take all necessary precautions to prevent damage or loss. Staff members responsible for the equipment at the time of damage or loss may be required to pay the school district the listed value for replacing or repairing said equipment.

All staff members must return the equipment to the central storage areas at the end of the school day or insure that the equipment is locked within a file cabinet, closet or desk.

Initial Adoption: 11/20/85
Revisited: 2/1/06
1st Reading: 11/1/06, 11/16/2011
2nd/Final Reading: 11/15/06, 12/7/2011
Legal Reference(s):
Cross References:

>>click here for a printable PDF version of the Use of Facilities Application
(requires PDF reader, such as Adobe Acrobat, available free from www.adobe.com)