Any person or group wishing to use District facilities must receive approval by the District prior to reserving facilities. New applicants must fill out a Facility Use Application and submit it with the prescribed insurance certificates and a hold harmless agreement. Certain groups may be required to submit additional information, such as 501(c)(3) status. Once the minimum requirements have been met, final approval must be obtained from the Board. The initial application must be submitted to the Facility Use Manager at least 30 business days prior to the date of intended use.
Once the facility user is approved, the applicant will be able to make requests for the use of facilities. Organizations requesting a series of uses may complete a single application for the multi-use.
Use of School Facilities
Conditions for Use of District Facilities
A. Use of District facilities may be permitted unless such facilities are in use for school purposes or during educational programs. The District reserves exclusive and non-reviewable judgment to determine each requested use.
B. To ensure the District facilities are preserved for the benefit of the greater District community, only groups whose participants for the facility use are at least 80% District residents from within the geographic area covered by the District may be granted use of District facilities. Participant lists will be submitted when the use is requested.
C. Use of District facilities will be permitted only where the applicant agrees to pay the District a user fee according to a schedule adopted by the District to cover the costs of heat, electricity, maintenance, custodial services, and any other expenses associated with the requested use, unless the applicant is a Board approved school-related organization or a scouting organization or the Town of Yorktown (except as otherwise agreed with the Town). All facility users must agree to pay any custodial overtime incurred by the District due to their use as well as pay the Town of Yorktown Police when police presence is required for the use. Use is further conditioned upon the applicant’s agreement to pay additional fees associated with the use of any additional services or equipment. The District retains the right to condition use upon an applicant depositing with the District a sum equaling the estimated costs and fees associated with the proposed use 10 days in advance of the requested use.
D. Where, in the judgment of the District, the requested use of District facilities requires special equipment or supervision, the District reserves the right to deny such use, or in the alternative, to condition such use upon the applicant’s payment of additional fees in accordance with paragraph C above. Only authorized personnel will operate District equipment.
E. Organizations requesting the use of a school building or the use of the turf field must have the District required number of school custodians in attendance at all times at their expense.
F. For meetings, entertainments, and occasions where admission fees are charged, proceeds must be spent for a valid educational or charitable purpose.
G. School equipment, such as, but not limited to, technology, stage lighting, cafeteria/kitchen, or athletic equipment may only be used with prior written District approval. A fee may be charged for such use.
H. Whenever kitchen facilities are used, a District assigned food service worker will cover the event and the user will be charged accordingly. When approved building use requires use of a kitchen facility, coordination, including specific kitchen or food requirements, will be undertaken with the School Lunch Manager in accordance with the District Wellness Policy and Regulation.
I. Proper supervision of participants and attendees and meticulous care of District facilities must be provided at all times. This includes adequate clean-up after all events as determined by the District. Any costs resulting from damage to school property, facilities and/or equipment or additional clean-up by the District will be charged to the person(s) and/or organization using the facility and must be paid immediately. Security deposits may be required for large events, as determined by the District.
J. The number of persons admitted for a function must not exceed room capacity or seating limits, as determined by the District.
K. No smoking (including e-cigarettes, vaporizers, or other nicotine delivery devices) within 100 feet of the boundary of an elementary or secondary school, including in vehicles (except on private property or within a private residence) or other tobacco use. Possession or consumption of alcoholic beverages, possession or use of unlawful drugs (including, but not limited to, cannabis in all forms, synthetic drugs, look-alike drugs), or inappropriate use of prescription or over-the-counter medications is not allowed on any school property.
L. No animals are permitted on District property except for certified service animals.
M. All Board policies, rules, and regulations pertaining to Public Conduct on School Property and the Code of Conduct will be strictly observed and enforced.
N. Wherever inclement weather or an emergency situation causes the closing of District schools, all after-school functions, including the use of District facilities scheduled for that day, will be canceled unless specific authorization is given for the use by the Superintendent or designee.
O. In the case of an accident resulting in injury to any person or damage to personal property, the incident must be reported in writing to the Facilities Use Manager within 24 hours after the function.
P. Recognized collective bargaining units may use school facilities to conduct meetings, upon approval as specified in the collective bargaining agreement(s), but may not be used for political purposes.
Q. Unless expressly permitted by law, no group or organization may use school facilities without charge while the District is operating under a contingency budget.
R. The Superintendent and/or designee has authority to grant or reject requests for the use of school facilities subject to appeal to the Board. The Board’s determination will be final. The Board reserves the right to deny use of District facilities or to terminate use of District facilities at any time.
The District may deny applications for any reason, including, but not limited to:
any user who has previously misused or abused District facilities or property or who has violated the Facilities Use Policy and this Regulation;
any use which would have the effect of violating the Establishment Clause of the United State Constitution or other provision of the United States or New York Constitution;
any use which the District or Board deems inconsistent with District policy or regulation;
any use by a private, for-profit entity;
any instance where tobacco products, as defined above and in Policy 1530 Smoking or Tobacco Use, alcoholic beverages, unlawful drugs are possessed, sold, distributed, consumed, or promoted or where prescription or over-the-counter medications are inappropriately possessed, sold, distributed, consumed or promoted; and
any use prohibited by law.
S. Any group using school facilities is required to present evidence of the District’s required insurance coverage during the initial approval process. Use of District facilities will only be permitted where the organization provides the District timely evidence of adequate insurance coverage to save the District harmless from all liability, property damage, personal injuries, and/or medical expenses. The District will exercise complete and unreviewable discretion regarding what constitutes adequate insurance coverage for each proposed use. The District will be named as an additional insured, primary and noncontributory, under the user’s liability insurance, in an amount deemed adequate by the Superintendent or designee. The certificate will state the period of coverage and must provide for prior notification of cancellation by the insurer. All policies issued will be drawn by a company duly licensed to provide said service in the state of New York. Failure to provide proof of this insurance will result in denial of use.
Application Procedure for Use of District Facilities
Outside organizations requesting use of District facilities will be required to review Board Policy 1500 and this regulation and submit an application. Applications will follow the guidelines and restrictions below:
A. All applications for use of school facilities should be made at least 30 days prior to the date of the requested use. Applications must be submitted in writing or through other means as determined by the District.
B. All applications must clearly describe the intended use of the District facilities and services and identify the individuals responsible for supervising the use of facilities. An authorized agent of the group or organization requesting use of the facilities must sign the application and the applicant’s signature on the application will attest to the group’s or organization's agreement to comply with all Board policies and regulations.
C. All applicants must agree to use the District facilities strictly in accordance with the use described in the application and to assume responsibility for all damages resulting from its use of District facilities. The person(s) and/or organization using the facilities must assume full responsibility for any injury or damage to persons or property which occurs during the use, regardless of cause. The Facility Use Manager will check each application to ascertain whether or not the application meets the District's requirements for facility use. Use of the District's facilities will be permitted only where the applicant agrees to pay the applicable fees according to the Facilities Use Fee Schedule which is available on the District website under “Facilities Use.”
D. The Facility Use Manager will ascertain whether fees are to be charged and, if so, the total amount as per the Facilities Use Fee Schedule on the District website. The Facilities Use Manager will invoice users for facility use and all related fees pertaining to such use. Any additional fees, charges for damage to the District buildings, facilities and equipment, or for clean-up costs, will be billed after the use and must be paid immediately. Applicants will be required to remit payment for use of District facilities or services upon receipt of invoice. Failure to pay the District in a timely manner may result in the suspension or revocation of the user’s privilege to use District facilities in the future.
E. The District will issue an approval of facility use via an email. The approval is valid only for the specific organization, the specific facility use and dates and times specified. Approval will not be transferable. An approval may be modified only with the prior written approval of the District. In addition, the District may alter or cancel an approved use if it becomes necessary to use the facility for school purposes or for any other justifiable reason. Issuance of an approval of use will not limit the right of access to the facility by District staff.
F. Once approved, any changes to the request must be submitted as soon as possible to the Facility Use Manager.
G. Direct payment to District employees is not permitted. Custodial assignments are determined and arranged by the District. A minimum of 1 hour (30 minutes at the start and 30 minutes at the end) will be added to each use covering preparations to open and close the building or field location.
H. The custodian on duty is under the direct supervision of the Director of Facilities and is to be regarded as the representative of the District.
I. Only authorized District assigned personnel will operate kitchen equipment. A member of the School Lunch Program must be present when any kitchen equipment is to be used. A minimum fee will be charged, per person, per hour, and will be billed directly to the organization using the facility.
J. Fireworks, weapons, firearms, and other dangerous items are strictly prohibited in school buildings or on school grounds.
Supervision and Safety
A. Organizations are solely responsible for providing adequate supervision of all participants and attendees covered by this application. The District may provide minimum requirements for such supervision, including the requirement for police presence at the cost of the user.
B. Safety equipment required for the use (such as first aid kits, AEDs) must be provided by the user.
C. The person signing for the organization or group will be personally responsible for ensuring the strict observance of Board policies and regulations and the District Code of Conduct, the assignment of adequate adult supervision, and the conduct of those in attendance.
D. While the pool is in use, a certified lifeguard must occupy the lifeguard chair to be provided by the user at their expense.
E. No person, including the instructor in charge, will swim alone.
F. There must be a custodian on duty at all times in the buildings.
G. Parking is allowed in designated areas only. There is no parking on the grass except in designated areas. Fire lanes must be kept open. Violators may be ticketed and/or towed at their expense.
H. The organization is responsible for ensuring that there are individuals guiding people to the designated areas only.
I. Visiting groups must agree to strictly adhere to the regulations on supervision, safety, cleanliness, conduct, and security.
J. No one is allowed in the buildings unless appropriate school personnel are on duty.
K. The District may limit the areas that are accessible to outside groups.
Users must follow all District building and field posting of rules. See District's Policies and Code of Conduct for full listing of all rules and regulations. This list is to be used as a quick reference only.
Notice of cancellations, other than inclement weather-related, must be communicated in writing to the Facility Use Manager at least 24-hours prior to the scheduled use. Cancellations with less than 24-hours notice where the District incurs expenses, the user must pay the expenses.
Profanity, objectionable language, disorderly acts or illegal activities of any kind are absolutely prohibited; those violating this prohibition will be ejected from the property and the police may be called.
Any damage to District facilities will be promptly repaired by the District at the user’s sole expense.
Any organization must ensure the presence of adequate adult supervision at all times, including a designated responsible adult supervisor.
No unauthorized vehicles are allowed on fields or in unauthorized parking areas.
No field or building alterations (lining of fields or gymnasiums, erecting permanent structures, etc.) are allowed without prior written approval of the District.
No repairs to fields are allowed without prior written approval of the District.
All food and beverages sold or distributed on school property must meet District Health and Wellness policy guidelines and regulations. Use of outside vendors must meet District guidelines and requires prior written approval of the District. In addition, the vendor must provide insurance coverage and certificates acceptable to the District.
Prior to the start of any use, an announcement should be made regarding emergency evacuation procedures (e.g., pointing out posted exits).
The District is not responsible for any damaged, lost, or stolen items.
No political activity is permitted on school property.
No signs will be posted on school property without prior written approval.
Security systems are located throughout the District.
By signing the District’s Building & Field Request Form, the user/organization agrees to follow all of the Rules and Regulations set forth in this document, the District’s facility use and other relevant policies, directives by school personnel and posted signs throughout the District.
Adoption date: December 1, 1995
Amended date: July 10, 2017
Reviewed date: April 28, 2019
Reviewed date: May 29, 2019
Amended date: August 26, 2019
Amended date: August 26, 2024
To print or download this policy, please click here.