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EASTON AREA
SCHOOL DISTRICT
No. 707
SECTION:
PROPERTY
TITLE:
USE OF DISTRICT FACILITIES
ADOPTED:
AUGUST 27, 2007
REVISED:
November 9, 2011
707. USE OF DISTRICT FACILITIES
1.
Purpose
The Board recognizes that although the primary purpose of the buildings, facilities
and property of the district is to provide students with an appropriate learning
environment, district facilities may be used by district residents, community
organizations and organizations providing a benefit to the school and community on
a space available basis outside of normal school hours. District activities shall have
priority in the use of facilities and may preempt requests for use by non-district
individuals and groups.
2.
Authority
SC 511
Title 22
SEC. 12.9
10 P.S. 311 et seq
SC 775
The Board will not consider waiver of any of the requirements set forth in this policy
unless specifically permitted herein.
General Statement
The following shall be the policy of the Board, cognizant of the special needs and
interests of the school program and community groups. The Board directs that the
use of facilities may be granted to individuals and community groups subject to
policies and regulations as adopted by the Board and the school laws of
Pennsylvania for the following types of activities:
1.
Instruction in any branch of education, learning and the arts that is consistent
with the school district’s mission.
2.
Social, civic and recreational meetings and entertainment, and other uses
pertaining to the welfare of the community; but such use shall be non-
exclusive and open to the public.
3.
Polling places for holding primaries, elections and special elections as
permitted or required by state law.
4.
Recreation, physical training and athletics, including competitive athletic
contests for children and adults.
The Board reserves the right to set forth additional requirements, including specific
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Board approval and/or modified fee schedules for entities who seek exclusive,
repeated, regular and/or long-term use of facilities.
The Board shall establish a schedule of fees for the use of school facilities by
approved groups.
3.
Delegation of
Responsibility
The Superintendent and/or designee shall design and implement procedures, as
necessary, for requesting and granting permission for use of district facilities.
Individuals and groups requesting use of any district facilities must submit an
application at least 21 calendar days prior to the event to the school principal. An
application for use of district facilities may be disapproved by the Superintendent
and/or designee because of noncompliance with established policy and procedures.
Failure to submit a fully completed application for permit at least 21 calendar days
prior to the date requested may result in the denial of the permit application.
4.
Guidelines
Classifications
The classification scheme established in this policy will be used in determining fees
or other requirements.
Class I – District-Sponsored Activities
Class I activities are those that are directly sponsored by the district. They include
activities such as school programs (open houses, concerts, etc.), college fairs,
science fairs, interscholastic and intramural athletic events, approved clubs, and
Odyssey of the Mind. As district-sponsored activities, building, custodial, security,
and site manager fees will not be charged and no insurance certificate will be
necessary. A list of any non-district individuals acting in a volunteer capacity must
be submitted to the building principal with the Use of Facilities permit request.
Class II – District Recognized Groups Acting In Direct Support Of District
Activities
Groups in this classification are those that are directly supporting district activities
and include alumni organizations, PTA's, and formally recognized booster groups.
Building use, custodial, security, and site manager fees will not be charged to these
groups. In addition, the district will extend its property and liability insurance
coverage to groups designated in Class II. To be considered as a Class II
organization, booster groups must receive formal designation by the Board by
submitting current operating by-laws and annually a list of officers with authority to
sign the permit application.
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Class III – Community Service Groups
Class III represents nonprofit organizations that provide services to the communities
within the district and include the Boy and Girl Scouts, Boys and Girls Club of
Easton, community recreation organizations (e.g. Forks Township Recreation,
Palmer Township Recreation, and Easton Recreation), fraternal organizations,
ProJeCt, and other nonprofit community service groups. Class III organizations will
be provided use of district buildings without charge, but will be required to pay
custodial, security, and site manager fees when necessary. They will also be required
to provide an insurance certificate in the specified amounts naming the district as
additional insured.
Class IV – All Other Organizations And Individuals
Class IV represents all other organizations and individuals requesting use of district
facilities. These groups will be required to pay building use, custodial, security, and
site manager fees, when necessary, and to provide an insurance certificate.
Pol. 710
District employees requesting the use of district facilities in a capacity other than
their official district capacity must conform to the same requirements as any of the
organizations and individuals as identified in this policy.
Use Of Athletic Fields
Organizations in Classes III and IV will be charged a usage fee for the use of any of
the district's athletic fields.
Prohibited Activities
The following activities are strictly prohibited in district facilities when individuals
and community groups are granted written permission to use said facilities:
1.
Possession, use or distribution of illegal drugs and/or alcoholic beverages.
SC 511
2.
Possession of weapons.
3.
Conduct that would alter, damage or be injurious to any district property,
equipment or furnishings.
4.
Conduct that would constitute a violation of the Pennsylvania Crimes Code,
and/or state and federal laws and regulations.
10 P.S. 311 et seq
5.
Gambling, games of chance, lotteries, raffles or other activities requiring a
license under the Local Option Small Games of Chance Act, unless such activity
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has been expressly authorized by the Board or administration.
20 U.S.C.
Sec. 7181 et seq
35 P.S. 1223.5
6.
Use of tobacco products. Appropriate signs to this effect shall be placed in
clearly visible locations. Whenever practical, public address announcements
shall inform the public of the district's tobacco use policy.
Violations
The school district reserves the right to remove from school district premises any
individual or community group who fails to comply with the terms and conditions of
this policy and established procedures.
In the event an individual or community group violates this policy or the terms under
which permission was granted to use district facilities, that individual or community
group forfeits the right to submit future written requests to use school district
property, unless otherwise decided by the Board.
Conflict With Regular School Program
The Board permits the use of school properties by community organizations and
groups subject to such restrictions as are necessary to expedite efficient utilization
and to avoid conflicting schedules.
Any scheduled school activity, whether taking place during the school day or
otherwise, shall have priority over any other activity for the use of such facility. In
the event of school activity is postponed due to inclement weather, etc., and the
make-up day conflicts with a planned community or other activity, the school
program shall have priority and the community activity and/or other activity shall be
postponed and may be rescheduled. Scheduled activities that are cancelled due to
inclement weather, which are not rescheduled, are eligible for a refund of fees paid.
All areas of a building requested must be kept in such condition that there will be no
interference with normal school operations.
Any equipment, scenery, decorations, furniture, etc., to be used by the requesting
organization shall be delivered to the facility involved at a time as determined by the
building principal that will not interfere with normal school operations prior to the
event. It must then be removed at a time determined by the school principal,
Superintendent and/or designee, but no later than the day following the activity or
program.
Special requirements must be complied with and may depend upon the facility and
conditions at the time permission is granted.
Application Process for Approval of Usage of Facilities
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1. Classes III and IV
a.
An individual or community group requesting permission to use school
district buildings, facilities or property must submit a written application
to the principal of the school or the administrator of the facility at least 21
days in advance of the proposed event.
b.
Applications for such usage may be obtained in any school office.
c.
The application must specify the location of the school facilities
requested for use; proposed activities; number of individuals
participating; and the date, time and duration of the proposed event.
d.
Completed applications shall be reviewed by the school principal or
administrator of the facility for confirmation of availability and
preliminary approval. At such time, the form will be sent to the
Superintendent and/or designee for processing (determination of fees,
need for security, etc.) and final approval. The applicant shall agree to
exercise proper care in the use of the property and facilities to indemnify
and hold harmless the school district for any and all damages to school or
other property by any person or persons attending the affair and to
indemnify and hold harmless the school district against liability for any
and all damage to any person or person for injuries including death. A
certificate of insurance shall be attached to the application. The
minimum limits of liability are: a minimum of $100,000 for all damages
arising out of bodily injury/person/accident; $300,000 aggregate for all
damages sustained by two (2) or more persons/accidents and $500,000
Property Damage Liability. In such event, the applicant shall furnish the
Superintendent and/or designee with a certificate showing that such
insurance has been obtained. The Certificate of Insurance MUST list
Easton Area School District as a certificate holder and as an additional
insured. The insurance certificate must be submitted with the application
at least 21 days prior to the event.
e.
Documentation must provide evidence that the school district shall be
held harmless by the user for any liability that arises from use of school
facilities by the individual or group.
2. Classes I and II
a.
Requests to use building/facilities by school-related organizations are
conditionally approved or disapproved by the school principal and sent to
the Superintendent and/or designee for final consideration. Completed
applications must be received by the school principal at least twenty one
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(21) calendar days prior to the date for which a facility is requested.
b.
In cases whereby events hosted by such groups are anticipated to draw
public participants and/or spectators, security will be required.
Fees
All fees due to the school district for the use of a facility are due and must be paid
prior to the event. If fees are not paid, approval shall be automatically withdrawn.
The Board reserves the right to waive or reduce fees on a case-by-case basis.
Requests for waiver/reduction in fees must be submitted to the Board at least one
week prior to the use. The Board additionally reserves the right to charge an interest
rate of 15% for all facilities usage fees that are past due more than ninety (90) days.
Regulations for Use
1.
Individuals and community group members must vacate school premises
Monday through Friday by 10:30 p.m. and Saturday by 3:00 p.m. unless
otherwise authorized by the building principal or the Superintendent and/or
designee. Equipment and materials provided by the organization must be
removed at a time determined by the school principal, Superintendent and/or
designee; no later than twenty-four (24) hours after the meeting or
performance. Exceptions or additions to this requirement will be evaluated
on an individual basis and must be set forth in the application form.
2.
Facilities may not be filled beyond rated capacity. The total number of
participants and spectators in that activity must be supplied on the application
form.
3.
Individuals and community groups shall refrain from any conduct or
activities not specifically identified in the approved written
request/application.
4.
When advertising or promoting activities held at school facilities, individuals
and community groups shall clearly communicate that the activities are not
being sponsored by the school district.
5.
Sponsors or supervisors of an activity must remain on the premises until all
participants have left the facility.
6.
Accidents involving persons and /or property should be promptly reported to
school officials.
7.
Site managers may be required during use of auditoriums and gymnasiums.
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A fee will be charged to facilitate the presence of such employee(s).
8.
Requests for use of stage facilities, lighting and installation of scenery shall
be clearly indicated on the application. Only school district staff may operate
the stage lighting and sound systems. A fee will be charged for such a
service.
9.
Any group using the swimming pool must have the approval of the school
principal. The requesting group must provide the school principal with the
number of certified lifeguards dependent upon the number of participants. It
is the responsibility of the requesting group to provide certified lifeguards
based on the number of participants in accordance with the Pennsylvania
Public Bathing Law.
10. The school principal and administrators responsible for approving
applications may impose such additional reasonable restrictions or
regulations as he/she shall determine according to the nature of the proposed
use as set forth on the application and the nature of the group or organization
requesting the use.
11. The use of athletic fields is limited to use of such fields for their designated
purpose. All groups using such fields shall be prohibited from physically
altering the fields.
12. The use of school facilities is subject to cancellation by the school district
based upon emergency situations, including inclement weather, and when the
use under such conditions may damage such facilities or pose a safety
concern.
13. After the application has been approved, the applicant may not assign,
sublet, or transfer its right of privileges to any other individual, group, or
organization.
14. Upon determination of requested facility availability, the Superintendent
and/or designee shall determine the required extent and nature of responsible
supervision, site manager, custodial and cafeteria services, and security
protection. Fees for the use of school district personnel will be billed
directly, along with the rental fee to the sponsoring individual or
organization.
15. A custodian/custodians and/or other school district personnel must be on
duty at all times when a facility is in use.
16. The applicant will be responsible for all thefts of school property, damage
thereto or destruction thereof, and shall make restitution to the school district
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for such thefts, damage, or destruction. Restitution will be based on new
replacement or repair costs including labor.
17. No special arrangements to the facility (decorations, scenery, furniture, and
similar items) may occur prior to the time contracted for use.
18. The Superintendent and/or designee or school principal may require
additional security staff, ambulance and/or medical service, and/or other
requirements for some activities. Satisfying these requirements is the
responsibility of the applicant.
19. The Superintendent and/or designee or school principal has the power to
revoke permission if, in his/her judgment, the school facility is not being
properly used.
20. For scheduling purposes, school activities take precedence over any other
event.
21. The Superintendent and/or designee reserves the right to review pertinent
documents and/or financial records with regard to nonprofit organizations.
Adult Supervision
Responsible adult supervision in adequate numbers must be provided by the
sponsoring organization.
Conduct of Patrons
Persons attending meetings must confine themselves to the rooms, corridors,
grounds or areas assigned to their use.
It shall be the responsibility of the organization using the facilities to control the
conduct of persons attending the activity. Such control shall include the prevention
of:
1.
Disrespect to a school representative.
2.
Disorder or misconduct inside or outside the building prior to, during, or
after the time for which use was granted.
3.
Permitting food and/or drink in the auditorium, gymnasium or other
restricted area.
4.
Parking vehicles on grass areas or any areas not designated as a parking area.
Use of Cafeteria
When school kitchens or dishwashing area are to be used, at least two (2) cafeteria
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employees must be on duty in the kitchen and/or dishwashing areas. Those
assignments are to be made by the Food Service Manager. Payment of the cafeteria
employees will be the responsibility of the organization using the facilities.
Care of Property and Facilities
The use of a building or fields shall be restricted to the purposes and areas for which
the application was submitted and approved. The Board reserves the right to restrict
and supervise the use of the property in accordance with the intent of these rules and
regulations.
Where large audiences are anticipated, the applicant shall be responsible for proper
parking of cars on the paved parking areas and to provide the additional services
needed to direct and control parking. If it is anticipated that the paved parking areas
will not be adequate for parking all the cars, the applicant must make arrangements
with the building administrator before parking on any grass area.
Any school equipment that is to be used in conjunction with requested facilities shall
be identified at the time that the request for use of facilities is made. The users of
school equipment must accept liability for any damage or loss to such equipment
that occurs while it is in their use, and must save, hold harmless and indemnify the
district for claims, injuries and damages to persons and property arising out of the
use of district equipment. Where rules so specify, no item of equipment may be used
except by a qualified operator.
Weekend Usage
Additional fees may apply to weekend usage of facilities after 3:00 on Saturdays and
at any time on Sundays. Class I through Class III groups will be charged the fees
listed on the fee schedule with the exception of the building use. Class IV will be
required to pay additional fees on Saturdays and Sundays. Such fees shall consist of
and be limited to actual costs related to weekend building use, custodial, security,
and site manager fees.
References:
School Code – 24 P.S. Sec. 511, 775, 779
State Board of Education Regulations – 22 PA Code Sec. 403.1
Department of Health Regulations – 18 PA Code Sec. 18.42
Department of Revenue Regulations – 61 PA Code Sec. 901.1, 901.701
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Local Option Small Games of Chance Act – 10 P.S. Sec. 311 et seq.
School Tobacco Control – 35 P.S. Sec. 1223.5
Pro-Children Act of 2001 – 20 U.S.C. Sec. 7181 et seq.
Boy Scouts of America Equal Access Act – 20 U.S.C. Sec. 7905
FEE SCHEDULE FOR USE OF SCHOOL FACILITIES
Class 1 – District Sponsored Activities
Class 2 – District Recognized Groups Acting In Support Of District Activities (i.e. PTA, Formally Recognized Booster Clubs, Alumni Groups/Class Reunion
Meetings, etc.)
Class 3 – Community Service Groups (i.e. Community Recreation Boards, Nonprofit Organizations)
Class 4 – All Other Groups (i.e. Private Individuals, For Profit Organizations)
FACILITY
CLASS
BUILDING
DESCRIPTION (PER DAY)
RENTAL CHARGES
Flat Fee Hourly
Gymnasium
Class 1
Class 2
Class 3
Class 4
High School
Middle School Campus
Elementary
High School
Middle School Campus
Elementary
High School
Middle School Campus
Elementary
High School
Middle School Campus 7/8
Middle School Campus 5/6
Paxinosa Elementary School
Elementary
Events/games
Events/games
Events/games
Seasonal (max. 3 mos.)
Events/games
Seasonal (max. 3 mos.)
N/C
N/C
N/C
N/C
N/C
N/C
N/C
N/C
N/C
*$1,000
*$2,000
*$1,000
*$500
*$1,000
*$500
*$500
N/C
N/C
N/C
N/C
N/C
N/C
N/C
N/C
N/C
*$150
*$300
*$150
*$150
N/A
*$150
N/A
Auditoriums
Class 1
Class 2
Class 3
Class 4
High School
Middle School Campus
Paxinosa Elementary School
High School
Middle School Campus
Paxinosa Elementary School
High School
Paxinosa Elementary School
High School
Middle School Campus
Paxinosa Elementary School
Performance
Rehearsal
Performance
Rehearsal
Performance
Rehearsal
N/C
N/C
N/C
N/C
N/C
N/C
N/C
N/C
*$1,000
*$500
*$2,000
*1,000
*$1,000
*$500
N/C
N/C
N/C
N/C
N/C
N/C
N/C
N/C
*$150
*$150
*$300
*$150
*$150
*$150
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Cafeteria
Class 1
Class 2
Class 3
Class 4
High School
Middle School Campus
Elementary
High School
Middle School Campus
Elementary
N/C
N/C
N/C
N/C
N/C
*$300
*$400
*$200
N/C
N/C
N/C
N/C
N/C
*$100
*$150
*$100
Classrooms
Class 1
Class 2
Class 3
Class 4
N/C
N/C
N/C
*$100 per day
N/C
N/C
N/C
*$25
Cottingham Stadium
(Available at Class 3
and Class 4 only)
Class 3
Class 4
Lights
*$1,500
*$2,000
*$500
N/A
N/A
N/A
Athletic Fields
Class 3
3
& 4
& 4
4
High School
Baseball/Softball Limited (Daily)
(Seasonal Rate-max. 3 mos.)
*$50
*$500
N/A
N/A
Natatorium
Class 4
Daily Rate
Seasonal Rate (max. 3 mos.)
*$500
*$2,000
N/A
N/A
Weekend Usage
All Class 1-4
Groups &
Individuals
All Facilities
All Events
Current rental fees apply
including custodial,
security and site manager
services
*Excludes other possible costs that include: custodial, security, and site manager services.