NEPN/NSBA Code: KF 

COMMUNITY USE OF SCHOOL FACILITIES

Lewiston Public Schools permit and encourage the use of school facilities by civic, social, private, educational or school-oriented organizations whose aims are consistent with the philosophy of the Department and whose use does not interfere with the normal operations of the schools.

Any organization that wishes to use or rent School Department facilities must complete the appropriate application form and submit the form and two copies to the appropriate  school building administrator at least two weeks prior to the time of use or rental. Forms are available at each building site and on the Lewiston Public Schools’ website under Administration, Policy Manual, NEPN/NSBA Code: KF-E-2.

Priorities of Use/Rental

The order of priority for use or rental of school facilities will be as follows:

1.  Regular functions of the facility;

2.  Regular school functions of the facility;

3.  Official functions of the School Committee;

4.  Auxiliary school functions (teachers’ association meetings, etc.)

5.  Parent-teacher groups and other organizations whose chief function is related to the schools and students; and

6.  Civic organizations, private organizations, etc.

Building administrators will maintain a log of the use of their building by all organizations.

Rules for Use/Rental

A. Application forms, initial approval and scheduling of events will be provided by the appropriate building administrator.

B. Applicants will submit payment to the principal’s office of the building being rented at the appropriate rate prior to the date of the event.

C. The applicant must note on the application if any special equipment is needed or other special requests.

D. School authorities will supervise and control the use of the facility and will retain authority over the facility.

E. The applicant will be responsible for maintaining order.

F. No smoking is permitted in school buildings or on school grounds.

G. No drugs or alcoholic beverages may be brought to or consumed in school buildings or on school grounds.

H. The applicant shall assume responsibility for any damage to the school building, grounds or equipment that occurs during use.

I. The School Committee’s liability insurance covers only school activities. Any renter/user of the facilities MUST provide their own liability insurance by purchasing a rider to the City’s liability policy or by providing the School Department with evidence of coverage prior to the date of the event.

J. The Superintendent and/or School Committee reserve the right to deny any application or to cancel any approved rental/use, if in the opinion of the School Committee, the rental/use would not be in the best interest of the School Department.

K. Users of any facility shall not exceed the stated/posted capacity limits of any room or area.

Use of Facilities by School Groups or Organizations

It is imperative that an advisor(s) be present at all times that a facility is in use by a student group. Advisors are responsible for the behavior and control of students. Athletic events will be planned, conducted and controlled by the appropriate administrator(s), the Athletic Director and/or coaches.

Police/Security Officers

When a large audience is expected for any scheduled function, the building administrator has the discretion to require security/police officers for crowd control. The administrator may consult with the Lewiston Chief of Police concerning the need for security as necessary.

The employment of police/security officers is the responsibility of the applicant. Payment of the police/security officers shall be in conformance with City of Lewiston policies.

Free Use of Building and Facilities

Free use of school facilities, equipment and grounds is limited to groups which are directly affiliated with the schools. Certain other groups may also have free use of facilities, including but not limited to:

Boy Scouts Parent-Teacher Organizations

Girl Scouts Booster Organizations

Brownies Advisory Groups

Cub Scouts Teacher Associations

If any meetings of such groups require added janitorial services, the group need to pre-pay for these services at the established rate.

Activities and programs sponsored, controlled and supervised by the Lewiston Recreation Department are also allowed free use of facilities other than custodial fees as long as scheduling does not conflict with regular school programs. The  appropriate building administrator will make this determination.

Rental at Charity Rates

Recognized charitable organizations, or any organization raising money specifically for a recognized public charity or benefit, may use school facilities at charity rates. Charity rates do not apply to organizations raising money solely for the benefit of their own membership or to secret or religious organizations. All other organizations must pay the established non-charity rates for facility use.

Payment of Fees

A. All organizations renting a school facility must remit payment to the principal’s office of the building being rented at the applicable rate prior to the date of the event.

B. Fees for janitors, food service and/or other personnel shall be established prior to rental at a flat rate. Under no circumstances should fees be paid directly to individuals.

C. All fees due police/security officers shall be billed by and paid to the appropriate agency. Under no circumstances are fees to be paid directly to police/security officers.

D. All fees shall be made payable to Lewiston Public Schools

Requests Not Addressed by Policy

Any request for use of school facilities not specifically addressed in this policy  shall be reviewed and approved/denied by the Superintendent.

Cross Reference: KF-R - Lewiston Middle School Auditorium Use Administrative Procedure

KF-E1 – School Facilities Rental Rates

KF-E2 – Lewiston Middle School Facilities Rental Agreement

KF-E3 – LRTC/Culinary Arts Facilities Rental Agreement

Adopted: August 28, 1995

Revised: June 7, 2000

Revised: July 28, 2008

Revised: September 24, 2012

Reviewed: July 23, 2013

Reviewed: July 20, 2015