KF-R Facility Use Regulations

KF-R

Facility Use Regulations

• School District facilities will be available to individuals and organizations covered under MGL Chapter 71, §71 and AWRSD Policy KF only with the express written consent of the Superintendent, or approved designee, utilizing approved permitting forms.

• Use of school facilities by individuals or organizations not covered by MGL 71, §71 shall be at the discretion of the Superintendent of Schools.

• The School Committee reserves the option to make any amendment to the following regulations in allowing for the best service in the community.

• The School Committee reserves the right to cancel any permission granted.

• The following regulations are subject to reconsideration or modification by the School Committee in individual cases.

Application Procedures

• 1. Obtain an application from the Superintendent’s Office or office designated by the Superintendent.

  2. Completed application, including certificate of insurance, must be submitted to the Superintendent’s Office at least four (4) weeks prior to the event.

  3. The Superintendent, in consultation with Principals, Custodial Services, Athletic Director, and Director of Finance and Business Operations, shall determine if the application is approved.

a. If approved, applicant shall be advised in writing (e-mail preferred) as to whether or not a bond must be posted.

A bond, if required, is to be filed with the Superintendent, or designee, at least forty-eight (48) hours prior to the event.

b. If denied, applicant shall be notified as soon as possible, but at least two (2) weeks prior to scheduled event.

Insurance and Liability

• 1. The Ashburnham-Westminster Regional School District assumes no liability for injury to persons present in the building through the result of the permit issued. The School Committee assumes no liability for damage to equipment, and the holder of a permit agrees to accept all equipment as is, and is responsible and liable for damages to the building or equipment as thereof and all personal injuries.

  2. Proper liability insurance will be required of all groups given permission to use school facilities.

  3. The organization shall procure and maintain insurance against claims for injuries or losses to persons or property that are alleged to have arisen in connection with the activities, underlying the application, of the organization and any agents, representatives or employees. Insurance companies must be licensed by the Commonwealth of Massachusetts or otherwise acceptable to the District. The cost of such insurance, including required endorsements or amendments, shall be the sole responsibility of the organization. Full disclosure is required for any non-standard exclusions.

  4. A copy of certification of insurance, with minimum limits of one million dollars ($1,000,000) for general liability (covering bodily injury and property damage combined, and personal injury) must be attached to the application.

  5. Groups to whom the school facilities have been made available are responsible for theft or destruction of school property and any applicable costs for any emergency response deemed the fault of the user.

Supervision

• 1. A school custodian (or other approved District employee) must be present at all times when the facilities are in use.

  2. Additional minimum hourly custodial charges (as required in custodial contracts) may be imposed for weekends, holidays or times outside of normal work hours and in addition a one-hour clean up charge shall be imposed. The custodian will open the building ten minutes prior to the event unless other arrangements are made.

  3. School personnel on duty have full authority to ensure that the applicant observes the provisions of the permit.

  4. The sponsor (or approved individual designated on the permit) must be present throughout the entire time of the permit.

  5. Use of facilities by persons or groups who abuse school property or do not provide and enforce appropriate supervision may be denied continued use of facilities.

  6. Representatives of organizations, clubs or groups will provide appropriate supervision from within the organization, club or group.

  7. Employment of law enforcement personnel is at the discretion of administration (to be paid by organization).

Food

• 1. Beverages or food will not be served or sold on school premises unless permission is explicitly granted for specific areas.

  2. A valid health permit issued by the local Board of Health is required for food served on District grounds. Resale of packaged commercial products and “Bake Sale” items not consumed on District grounds do not require a permit.

  3. No alcoholic beverage will be allowed on school premises at any time.

Fees – Cost Considerations

• 1. If more than one individual or organization are using the same facility at a common time any applicable Tier 1 fees will be divided in proportion to the respective use.

  2. District facilities used for individual, private, or commercial purposes are subject to Tier 2 fees. (If the activity is approved under AWRSD Policy: GBEEA Staff Use of Facilities for Private Remuneration then it is not subject to these regulations.)

  3. Use of District Facilities/Equipment requiring the presence of technicians may only utilize District approved individuals.

  4. The District may require a down payment representing 25% of the total anticipated fee two (2) weeks prior to the event and such down payment is non-refundable. Payment of the remaining anticipated balance due may be required prior to commencement of activities.

  5. In situations where there is no cost factor to the school system, or in situations where a mutual exchange of facilities is possible between the school system and the organization, fees may be modified or eliminated by the Superintendent. In situations where extended usage for a long period of time is required, fees may be set at a contract price.

Miscellaneous

• 1. No permit will be issued to a minor for any activity.

  2. All regulations with respect to tax on admissions under the Internal Revenue Code will be observed.

  3. Decorations, posters, etc. will not be affixed to any part of a District building except in accordance with established District regulations.

  4. The permit is issued for a stated period of time and the user must abide by these time periods.

  5. Only the area(s) specified in the approval form (permit) will be used.

  6. The user must remove equipment and properties brought onto District property within twelve hours after the activity unless other arrangements have been made. The school district is not responsible for any property left on the premises.

  7. No smoking or use of other tobacco products is permitted in school building or on District grounds.

The Superintendent or Building Principal reserves the right to make necessary changes in the event of an emergency.

Approved: 4/25/17