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kf-r_use_of_school_building_and_facilities [2022/01/04 18:41]
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kf-r_use_of_school_building_and_facilities [2022/10/05 20:01]
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 **Policy KF-R\\ **Policy KF-R\\
 Use of School Buildings and Facilities Procedure\\ Use of School Buildings and Facilities Procedure\\
-School Board Approved: ​November 152021**\\+School Board Approved: ​September 192022**\\
  
-The purpose ​of this policy is:\\+**Policy Goals**\\ 
 +  * Establish a consistent and equitable approach for handling schedule requests for the use of JRCSD facilities. 
 +  * Establish equitable and appropriate fees for use of JRCSD facilities. 
 +  * Facilitate access to facilities for both internal and external groups. 
 +  * Address legal and financial issues pertinent to facility use. 
 +  * Offer consistent quality, service, and support for events held in JRCSD facilities.\\
  
-  ​To establish a consistent and equitable approach for handling scheduling requests and for assessing reasonable fees for the use of JRCSD facilities;​\\ +**Definitions**\\ 
-  ​To facilitate access to facilities for both internal and external groups;\\ +JRCSD: Jaffrey-Rindge Cooperative School District\\
-  ​To address legal and financial issues pertinent to facility use; and\\ +
-  * To offer consistent quality, service, and support for events held in JRCSD facilities.\\+
  
-**Priorities for Use of School ​Facilities**\\ +JRCSD Facilities: Any structuredevelopment,​ or land owned and operated by the school district\\
-Priorities for use of school facilitiesincluding buildings ​and athletic fields shall be as follows:\\+
  
-Priority 1: Jaffrey-Rindge ​school activities (student performances,​ student athletic events, +Requestor: The person listed on the schedule request as the primary contact\\ 
-dances, graduation, school councils, school board, etc.)\\+ 
 +Requesting Group: The organization/​group that is submitting the request for a schedule event\\ 
 + 
 +**Facility Schedule Request Procedure**\\ 
 +Requestors are required to review this policy in its entirety before submitting a schedule request. Schedule request must be submitted at least fourteen (14) school days prior to the event schedule start through the district website. Instructions on how to submit a schedule request as well as the portal to submit schedule requests can be found here:  
 +[[https://​www.sau47.org/​departments/​facilities/​facilities_schedule_requests]]\\ 
 + 
 +**Priority Determination**\\ 
 +The school board reserves the right to determine priority of events by organization. Event approvals will be governed by the priorities as follows:​\\ 
 + 
 +Priority 1: JRCSD school activities (student performances,​ student athletic events, dances, graduation, school councils, school board, etc.)\\
 Priority 2: Town of Jaffrey and Town of Rindge related uses (town meetings, voting, etc.)\\ Priority 2: Town of Jaffrey and Town of Rindge related uses (town meetings, voting, etc.)\\
 Priority 3: Town of Jaffrey and Town of Rindge recreation department activities\\ Priority 3: Town of Jaffrey and Town of Rindge recreation department activities\\
-Priority 4: Jaffrey-Rindge Cooperative School District ​support groups (PTO, boosters, etc.)\\+Priority 4: JRCSD support groups (PTO, boosters, etc.)\\
 Priority 5: Jaffrey and Rindge non-profit and youth organizations (scouts, civic organizations,​ etc.)\\ Priority 5: Jaffrey and Rindge non-profit and youth organizations (scouts, civic organizations,​ etc.)\\
 Priority 6: For Profit Entities\\ Priority 6: For Profit Entities\\
  
-Should ​conflict develop, ​the Superintendent or designee may cancel any reservation at least five +Any request not covered above will be considered ​special request and must be approved by the school ​board at a regularly scheduled board meeting. \\
-(5) school ​days in advance of the event.\\+
  
-Any request not covered above will be considered ​special ​request and must be approved ​by the school board at a regularly scheduled board meeting.\\+**Insurance Coverage**\\ 
 +The organization submitting ​schedule ​request ​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 this application,​ of the organization and any agents, representatives or employees. Insurance companies ​must be licensed ​by the State of New Hampshire or otherwise acceptable to the Jaffrey-Rindge Cooperative School 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.\\
  
-**Conditions of Use**\\ +A certification ​of insurance, ​with minimum limits of $1,000,000 for general liability ​(covering bodily injury and property damage combined, and personal injurymust include the Jaffrey-Rindge Cooperative School District as additional named insured and be submitted ​to the business office for review before final approval can be given. The certification of insurance may be submitted via email, fax, or postage.\\
-Facility users must request use of district facilities on-line and provide a certificate ​of insurance, ​not less than fourteen ​(14school days prior to the times school facilities are needed.\\+
  
-Go to https://​login.myschoolbuilding.com/​msb ​to request use of a district facility.\\+In addition, evidence of automobile liability and employers’ liability (workers’ compensation) insurance coverage is similarly required ​to the extent applicable by nature ​of the activity.\\
  
-Applicants ​are not authorized to publicize details of the proposed ​event until they have received confirmation that the event has been approved.\\+**Fees and Payment**\\ 
 +When school buildings ​are used for the purpose other than for school use additional expenses are incurred by the public school system. Therefore, a Custodial Fee will be charged by the hour for each event sponsored by Priority Five (5) or Six (6) Group. Specific spaces also have a base fee per event. See Appendix I - Fee Schedule for rates. Requests for a fee waiver must be approved ​by the school board.\\
  
-Fax certificates ​of insurance ​to the office of the superintendent.\\+Payment for facilities use must be made thirty (30) days from date of invoice. Checks must be made payable ​to the Jaffrey-Rindge Cooperative School District and forwarded to the business ​office. Any returned check will be subject to a $45.00 returned check fee and possible revocation ​of current and future schedule requests. If payment is not received on the due date, the facility users may be denied future use of district facilities.\\
  
-All facility users must review this policy in its entirety.\\ +**Additional Costs**\\ 
- +Additional costs may be required ​of the requesting organization if third parties ​are involved. The JRCSD reserved ​the right to determine if third party is required for a schedule eventIf any third party is required, the cost for and coordination with the third party will fall to the requesterThird parties include Police, Fire, EMS, and kitchen staff.\\
-Per district policy JICG and ADC there is to be no smoking in the buildings or on the grounds ​of the Jaffrey-Rindge Cooperative School District.\\ +
- +
-Per district policy JICH alcoholic beverages ​are not allowed on any school premises.\\ +
- +
-Food and beverages are permitted only by prior consent from the building administrator.\\ +
- +
-The applicant must be present throughout ​the time the facilities are being used. The applicant is responsible for the decorum of the group, including spectators. The applicant is also responsible for the condition of the facility, including clean up.\\ +
- +
-When minors are using a facility, they are required ​to have adult supervision on 1 to 15 ratio basis.\\ +
- +
-Police and/or fire department presence may be required for a particular activityDetermination of need for police ​and/or fire department presence is at the discretion of the administrationThe applicant is responsible for making these arrangements ​and for payment of the same.\\ +
- +
-The applicant is responsible for informing attendees of emergency exits.\\+
  
 Any damages sustained to the facility and/or equipment during its use will be the responsibility of the facility user. The facility user may be billed for and/or future privileges denied should any repairs or clean-up be needed to restore the facility and/or equipment to its original state.\\ Any damages sustained to the facility and/or equipment during its use will be the responsibility of the facility user. The facility user may be billed for and/or future privileges denied should any repairs or clean-up be needed to restore the facility and/or equipment to its original state.\\
  
-No electrical apparatus shall be connected to any lighting system unless it is first inspected and approved by the district building and grounds supervisor or his/her designee.\\ +**General Requirements**\\ 
- +Per district policies JICGADCJICH there is to be no smoking nor alcoholic beverages in the buildings ​or on the grounds ​of the JRCSDFood and beverages are permitted only by prior consent ​from the building ​administrator ​and facilities director.\\
-In all cases where gymnasiums are used for athletic purposes, participants are required to wear soft-soled athletic shoes.\\ +
- +
-School kitchens are operated by a third party vendor and are available only when cafeteria employees are scheduled (at an additional expense) to supervise and to ensure safe and proper use of the equipment. Applicants must contact the food services director to arrange for the specifics and receive an estimate of the costs.\\ +
- +
-Entrance to the property shall be permitted only via the main (front) doors of the school in use. All doors to the facility shall remain CLOSED and LOCKED at all times, except that custodial personnel shall unlock main entry doors for entrance by authorized groups as scheduled (fifteen minutes before scheduled start). Corridors/​facility shall be unlocked as necessary to accommodate groups while in the building.\\ +
- +
-Access to facility will be available only as indicated on the approved application form.\\ +
- +
-Equipment of the building user, such as scenery and furniture, may not be moved into or out of the building during school hours.\\ +
- +
-The building user must satisfy the building and grounds supervisor that the person designated by the building user to operate the lighting, curtains, drops, scenery, etc. is qualified to do so. In the absence of such a person, a custodian shall be engaged to operate the stage.\\ +
- +
-It is the policy of the Jaffrey-Rindge Cooperative School District not to loan school materials and equipment to individuals or groups.\\ +
- +
-Event attendees will park within the spaces provided. All fire lanes shall be accessible at all schools. Vehicles illegally parked will be towed at the owner’s expense.\\ +
- +
-All non-school or town governmental related activities MUST be completed and the premises vacated by 9:30 p.m.\\ +
- +
-**Insurance Coverage**\\ +
-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 activitiesunderlying this applicationof the organization and any agents, representatives or employees. Insurance companies must be licensed by the State of New Hampshire ​or otherwise acceptable to the Jaffrey-Rindge Cooperative School District. The cost of such insurance, including required endorsements or amendments, shall be the sole responsibility of the organizationFull disclosure is required for any non-standard exclusions.\\ +
- +
-A certification of insurance, with minimum limits of $1,000,000 for general liability (covering bodily injury ​and property damage combined, and personal injury) must be delivered to the office of the superintendent for review at the time of application.\\ +
- +
-In addition, evidence of automobile liability and employers’ liability (workers’ compensation) insurance coverage is similarly required to the extent applicable ​by nature of the activity.\\ +
- +
-All certificates of insurance must include the Jaffrey-Rindge Cooperative School District as additional named insured.\\ +
- +
-**Clean-Up**\\ +
-All decorations,​ furniture, trash and other materials used shall be removed immediately by the facility user after the completion of the function. All decorations must be fire resistant.\\ +
- +
-Changing equipment, electrical adjustments,​ driving nails or hanging decorations shall be done only with the consent ​of the building and grounds supervisor. At no time shall objects be attached to stage curtains.\\+
  
-Jaffrey-Rindge Cooperative School District will not be responsible for any material left behind – it will not be saved and the facility user will be charged for its removal.\\+**Event Advertising**\\ 
 +Facilities requestors are not authorized to advertise an event until the event has received final approval. If the requesting organization is not school sponsored special attention ​will be given to not imply school sponsorship.\\
  
-**Fees**\\ +**Building Access**\\ 
-When school buildings are used for the purpose other than for school ​use, additional expenses, including heating, lighting, ​custodial, and other operating expenses (wear and tear) are incurred ​by the public school systemTherefore, an Environmental Services/​Custodial Fee of $25/hour ($50 minimum) will be charged for each facility used for Priorities Five (5) and Six (6).\\+Entrance to district facilities shall be permitted only via the main (front) doors/gate of the facility in use. All doors to the facility shall remain CLOSED and LOCKED at all timesexcept that custodial ​personnel shall unlock main entry doors for entrance ​by authorized groups as scheduled. Doors shall be unlocked as necessary to accommodate groups while in the buildingGroups are not authorized to prop open exterior doors.\\
  
-**Payment**\\ +**Event Set-Up**\\ 
-Payment for facilities use must be made thirty (30) days from date of invoice. Checks must be made payable to the Jaffrey-Rindge Cooperative School District ​and forwarded ​to the business office. Any returned check will be subject to a $45.00 returned check fee and possible revocation ​of current and future applications.\\+Event set-up will be the responsibility ​of the facilities user with support by JRCSD staff as appropriate. For school activities, custodial staff will set up events. For other groups ​and when applicable, custodial staff will lay down floor coverings, supply tables and chairs, and provide trash cans. It is incumbent on organizations ​to clearly communicate custodial needs on the schedule event request. Any set up requirements not approved on the schedule request ​will be the responsibility ​of the facilities user.\\
  
-If payment is not received on the due date, the facility ​users may be denied future use of district ​facilities.\\+The JRCSD does not loan school materials or equipment to individuals or groups. Facilities ​users are allowed to bring additional equipment (tables, chairs, decorations,​ etc...) to JRCSD facilities for events after Facilities Director approval. Equipment ​may not be brought into a facility during school hours. Requesters are not allowed to change JRCSD equipment, electrical settings, drive nails, or hang decorations without approval from the facilities director. Attaching object to stage curtains is not allowed. No electrical apparatus shall be connected to any lighting system unless it is first inspected and approved by the facilities ​director or his/her designee.\\
  
-**Miscellaneous**\\ +**Event Requirements**\\ 
-The District requires a custodian ​to be on duty during all events. The custodian on duty shall be responsible ​for the supervision ​of the building and equipment, safety precautions in the building and for any services required by the facility user in accordance with the use of the facilities approvedThe custodian will arrive at the facility ​thirty (30) minutes prior to the scheduled event and will remain in the facility for thirty (30) minutes following the end of the scheduled event. \\+A representative of the event group is required ​to be present ​for the duration ​of the event. The event organization assumes responsibility ​for the decorum ​of the group, including spectatorsWhen minors are using a facility, they are required ​to have adult supervision on a 1 to 15 ratio basis.\\
  
-If you plan on advertising ​for the success ​of your event and it is not school function, be certain ​to note the sponsoring group and do not imply school sponsorship.\\+In all cases where gymnasiums are used for athletic purposes, participants are required to wear soft- soled athletic shoes. Should ​the Event require use of stage lighting, curtains, drops, scenery, etc., the 
 +Requester must satisfy the facilities director that the person designated to operate said systems ​is qualified to do so. In the absence of such persona custodian shall be engaged ​to operate ​the stage. Event attendees will park within the spaces provided. All fire lanes must remain accessible. Vehicles illegally parked will be towed at the owner’s expense.\\
  
-On days when school has been canceled because ​of emergency conditions, the school buildings ​will not be availableAll scheduled ​use will automatically be canceled.\\+**Event Clean-Up**\\ 
 +Requesters can expect the JRCSD facilities to be in a reasonably clean and working order. The JRCSD expects that same courtesy to be extended after events held in the JRCSD facilities. This includes the removal ​of all decorationsfurniture, trash, and other materials brought to the facility by the facility user. Clean-up ​will occur immediately following a schedule event and all events that are not priorities one (1) or two (2) must conclude and clean-up ​be completed before 9:30pmEvent clean-up should leave affected spaces ready for regular ​use during school hours.\\
  
-The Jaffrey-Rindge Cooperative School District will not be responsible for the cancellation of an application for the use of school ​property in case of an emergency which results in the closing of a school ​building.\\+Event Cancellations 
 +The JRCSD reserves ​the right to cancel scheduled events when emergency conditions dictate ​the closure ​of school ​buildings. If school buildings are closed, then all scheduled events will automatically be canceled. Requesters are encouraged to monitor JRCSD communications surrounding ​school ​closures.\\
  
-All questions concerning building use and particulars should ​be directed ​to the facilities director ​or their designee.\\+Cancellation due to the Requester’s request must be submitted through the scheduling system a minimum of five (5) days prior to the schedule event. Should schedule conflicts develop, the superintendent ​or his/​her ​designee ​may cancel any schedule event at least five (5) school days in advance of the event.\\
  
-Due to the district’s need to plan, cancellation of facility use must be made to the facilities director ​within five (5) business days of the scheduled usage.\\+All questions not addressed in this policy should ​be directed ​to the facilities director ​or his/her designee.\\
  
 {{ :​kf-r_use_of_school_buildings_and_facilities.pdf |Download}}\\ {{ :​kf-r_use_of_school_buildings_and_facilities.pdf |Download}}\\
 [[section_k|Section K]]\\ [[section_k|Section K]]\\
 [[start|Policy Manual]] [[start|Policy Manual]]
kf-r_use_of_school_building_and_facilities.txt · Last modified: 2023/07/14 20:49 by wiki