POLICY 2-4.1      COMMUNITY USE OF SCHOOL FACILITIES

 

For the purposes of this policy, “school facilities” are defined as buildings, grounds, and equipment owned or operated by the Montgomery County School Board. The primary purpose of these facilities is for the support of the instructional program. However, the School Board encourages the use of these facilities by the public when such use will not interfere with the basic purposes of the educational program. The School Board and the administration retain exclusive authority to terminate uses that become disruptive.   

 

Charges and fees for the use of these school facilities are designed not to limit or prohibit use, but to protect citizens from the expenditures of public money appropriated for classroom instruction and for other purposes. The expenses of heating, lights, water and custodial services, as well as protection of school property and security of the buildings when various groups use school facilities, make it necessary to have specific regulations with relation to the use of schools, buildings, and grounds. Because schools are educational institutions, their facilities should be used in an appropriate manner to enhance the education, health through recreation and culture of the community. Requests for permission to use school facilities for programs that do not meet this basic standard shall be denied.

 

School facilities may be used for public dances at the discretion of the principal. School departmental facilities, such as laboratories, music, vocational and commercial departments, generally shall not be made available for non-school use. Use of school facilities on Sundays may be limited.

 

The division superintendent is authorized to permit the use of school property and to issue regulations consistent with School Board policies for the proper administration of the use of school facilities. The division superintendent shall submit to the School Board a monthly report on the use of school facilities.

Concessions on School Property

Outside groups may be permitted to use athletic facility concession stands. Approval by the division superintendent or his/her designee of such requests shall be contingent upon the groups abiding by School Board policies, paying the appropriate fees, and submitting the proper application forms. The fees shall be established and from time-to-time revised in regulations prepared by the division superintendent or his/her designee.

Eligible Organizations

The School Board permits use of school facilities by non-school organizations to the extent permitted by, and consistent with, applicable law.  The requirements of the regular school program shall receive first consideration in the use of school facilities. School-related organizations shall have priority over non-school-related organizations. Local parks and recreation department programs shall receive first priority after school-related organizations. 

 

                Long-Term Uses

 

                Long-term users of school facilities may be required to enter separate agreements, including lease agreements, with the School Board.

 

                Fees for Use of Facilities

 

                Montgomery County Public Schools facility rental fees will be waived for local and state government agencies and may be waived or reduced for charitable or other educational, cultural, or recreational organizations as recommended by the school principal or another School Board administrator and approved by the Director of Facilities.  Standard rental fees are as follows:

 

CURRENT RATES

 

                                FACILITY                                                                             COST PER HOUR

 

                                Multipurpose Room or Cafeteria                                       $10.00 per hour

                                Single Classroom                                                                 $  5.00 per hour

                                Kitchen                                                                                  $10.00 per hour

                                Gymnasium                                                                           $12.00 per hour

                                Auditorium                                                                            $12.00 per hour

                                Band Room                                                                           $10.00 per hour

                                Choral Room                                                                         $  7.00 per hour

                                Stage                                                                                      $  7.00 per hour

                                Concession Area                                                                 $10.00 per hour

                                Public Address System (indoor)                                       $10.00 per hour

                                Public Address System (outdoor)                                     $10.00 per hour

                                Stadium, Field or Court Lights                                           $12.00 per hour

                                Library                                                                                   $10.00 per hour

                                Football, Soccer, Baseball, Softball Fields or

                                Tennis Courts                                                                       $  5.00 per hour

 

                For those activities requiring custodial support, the rate for such custodial services shall be $32.00 for any part of the first two hours and $16.00 for each additional hour. The building principal shall determine if custodial services are required for any activity. For all activities, the organization using the facility must clean the premises after each day’s use.  The facility must be left in the same condition as when it was received. Kitchens may not be utilized unless a MCPS School Nutrition Program staff member is available and present at all times. A rate of $32.00 for any part of the first two hours and $16.00 for each additional hour will be charged to cover the cost of this staff person.

 

Use of School Facilities Application and Approval

 

Conditions under which School Board buildings and grounds in the division may be used for non-school activities are the following:

 

1.                    Permission will not be given for profit-making activities conducted by any for-profit business, individual or organization unless for school fundraising or educational purposes. Bingo and all other gambling activities are prohibited on school grounds. Facilities may be made available to area businesses for recreational and educational activities. Adopt-A-School partners may use school facilities as determined by the Adopt-A-School agreement.

 

2.                    Permission for the use of school facilities may be given only when an application form is filed at least two (2) weeks in advance. The division superintendent or his/her designee may waive these requirements if unusual circumstances warrant. A form shall be completed in triplicate and filed with the division superintendent or his/her designee. All school activities, including those that are by necessity rescheduled, will take priority over use by outside groups.

 

3.                    The following procedures shall be followed when any organization is applying for temporary use of school facilities while the organization engages in capital programs supporting their efforts to move to a permanent location.

 

 

a.             Any approved application is valid for six months from date of approval.

b.             A new application may be submitted at any time, but renewal applications must be submitted every six months following approval of the original application. An applicant may have an application renewed up to three times, which may extend facility use under these circumstances to a maximum of 24 months.

c.             A review of the application will be conducted by school personnel along with a representative from the organization at the time of each reapplication. The parties’ review shall address areas of concern and the status of the organization’s construction plans/progress.

d.                   Failure to adhere to the rules and regulations of this policy will result in termination of the approved application.

 

4.             The applicant will place reliable persons in charge of all activities, will be responsible for damage caused by the group or by others admitted, and will provide police protection, if necessary, to maintain order and to protect school property. The person assuming responsibility for the activity must sign the Facility Use Application and must be present when the activity is conducted.

 

5.             All organizations using school facilities must provide to the school a certificate of liability insurance before the division superintendent or his/her designee can approve any application and before the event can be held. The insurance policy should be for at least $1,000,000.00. The insurance requirement may be reduced to $500,000.00 for informational or educational small group meetings. The school administration may require additional insurance coverage for events judged to be high risk. Certain self-insured sports instructors shall file a certificate of insurance annually. Certain uses may not require insurance as determined by the superintendent or his/her designee.

 

6.             The application for the use of facilities shall not be considered approved until a signed copy has been sent to the applicant.

 

Rules and Regulations

 

1.             No organizations may use the buildings or grounds at any time or in such a manner that would interfere with the operation of the school for public education purposes.

2.             The School Board and its representatives must have free access to facilities at all times.

3.             In the event of the cancellation of a scheduled meeting or event, notification must be given at least twenty-four (24) hours before the scheduled time or the fees may be forfeited.

4.             The school system reserves the right to cancel an approved activity at any time. Montgomery County Public Schools shall not be liable for any damages, direct or incidental, that result from this action. Approved activities will normally be cancelled in the event of severe weather that closes schools.

5.             The applicant shall not sublet space to another organization or group.

6.             Any organization desiring to move special properties into the school or into the grounds, including the auditorium, prior to or on the date of rehearsal or performance must obtain permission from the school principal. All flats, curtains, and costumes must be treated for fire and approved by the local fire marshall.

7.             Putting up decorations or scenery or moving pianos is prohibited unless special permission is granted.

8.             Permission for bringing equipment such as concession stands or trucks or carnival equipment on school property must be requested in writing thirty days in advance before formal agreement will be considered by Montgomery County Public Schools.

9.             The parking of automobiles shall be restricted to designated areas. Parking is prohibited in areas designated for the handicapped (without proper authorization) and in fire lanes.

10.           The organization that uses the building and grounds shall be responsible for the conduct of its members.

11.           Any damage done to School Board property shall be compensated for by the sponsoring organization. Any group or organization at its own expense must provide police protection if the school administration deems it advisable.

12.           Smoking is not permitted in any part of any building.  No burning of any substance, nor smoke or flame, is allowed.

13.           There shall be no alcoholic beverages or illegal drugs brought to or consumed or used in the building or on the grounds.   No firearms are allowed on school property.

14.           Premises are rented or donated with the understanding that "tipping" of custodians or other school personnel is not permitted.

15.           Except by special permission, a group shall not be permitted to remain after 12 midnight.

16.           Building keys will not be provided to any group not associated with the school division.

17.           Organizations using the facility are expected to leave the facility ready for use the next day. The organization must provide adequate kitchen help to prepare the food, set up the cafeteria, and to clean up. The charges for custodians and cafeteria persons are for operational and security services only. Custodial fees and other personnel fees are governed by wage and hour regulations. All fees for services and/or personnel shall be payable to Montgomery County Public Schools via the particular school at which the event or meeting is conducted.

18.           Payment for the facility charge and estimated custodial fees shall be made to the school before the event. Payment for additional custodial fees and other charges shall be made to the school within five (5) workdays after the event.

19.           All publicity for an event shall carry the name of the group sponsoring the meeting or event. All advertisements for the event shall be reviewed by the division superintendent or his/her designee and shall include a statement indicating that although a group is permitted to use a School Board facility, this does not in any way constitute endorsement of the group’s policies or beliefs. All publicity must be pre-approved by the division superintendent.

20.           School facilities shall not be used for gambling, including bingo.

21.           Department facilities, such as laboratories, music, vocational, and commercial departments, generally shall not be made available for non-school use.

22.           Use of school facilities on Sundays may be limited.

23.           The School Board assumes no responsibility for items or equipment brought on premises by the using organization, its members or guests, or for lost or stolen items. The School Board also assumes no responsibility for injuries or illness sustained and/or contracted on the premises. The person signing the application and the organization that he/she represents shall be held financially responsible for any damage to the building, its furniture, and equipment during the period of use. The organization using the school facilities will be responsible for damage or theft of school property.

24.                 No food or drink, except water, is allowed in any spaces except cafeterias and common areas.

25.                 Failure to observe the rules will result in suspension of the privilege to use the school facility.

 

LEGAL REFERENCE: Code of Virginia, 1950, as amended, §§ 22.1-79, 22.1-131, 22.1-132, 4.1-309; Equal Access Act, 20 U.S.C. § 4071, et seq.; No Child Left Behind Act of 2001, P.L. 107-110. 

 

Adopted:  April 2004