File: KFD

COMMUNITY USE OF SCHOOL FACILITIES AND GROUNDS

The RSU 14 School Board recognizes that the primary purpose for use of its facilities is to deliver its education programs. The School Board also recognizes the capital investment the community has made in its school building and facilities. The School Board believes that such facilities should be available for use of the Windham/Raymond community as provided herein for short-term social, community, service and recreational purposes when such uses will not interfere with school programs and activities and do not result in undue wear and tear or require follow-up clean-up/maintenance.

It is not the intent or policy of the District to establish or designate any school facility as a public forum or to encourage expressive activities by the public on school grounds. The District’s intent and policy is to maintain each of its school facilities for its intended education-delivery purposes, and to accommodate other uses that are solely incidental thereto.

The District retains the right to revoke permission for use of its facilities at any time without prior notice.

For the purposes of this policy, references made to school facilities include all facilities and grounds under the direction of the District including, but not limited to buildings, lobbies, auditoriums, stadium, track, gymnasiums, playing fields, playgrounds, internal/external walkways, and parking lots.

The Superintendent shall be responsible for the overall implementation of this policy and for developing any necessary administrative procedures and fee schedules concerning facilities use consistent with this policy. The Facilities Use Coordinator is responsible for administering this policy on a day to day basis.

Priority Use of Facilities

The District will accommodate the following uses of its school facilities, subject to the terms of this policy and any administrative procedures and fee schedules established herein. All users are required to submit requests using the on- line reservation system at www.rsu14.org. When a scheduling conflict arises with respect to the use of a school facility, the Facilities Use Coordinator will prioritize uses as follows:

Priority 1: School

A. School Activity: The individual leading the activity is under the direct supervision of the District and is responsible for the activity.

B. RSU 14 Adult Education: The Adult Education program is under the direct supervision of the RSU 14 School District.

Priority 2: Town Government

-Town Government activities organized and controlled by town government officials of the towns of Windham or Raymond -. This includes polling, elections, and caucuses.

Priority 3: School Groups and Benefactors

A. Collective bargaining groups for non-profit use.

B. Groups that are intended to directly support school activities through donations to the District of time, funds, and/or services. Examples may include, but are not limited to, PTA, PTO, Booster groups and RSU 14 Alumni groups.

Priority 4: Windham/Raymond Non-Revenue Youth Organizations

Non-school activities/groups primarily serving Windham/Raymond school aged youth and operated by adults donating their time and services. Examples include, but are not limited to Girl/Boy Scouts, Windham Center Stage, and youth sports organizations.

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Priority 5: Town/Municipal

A. Town/Municipal sponsored youth Recreation events.

B. Town/Municipal sponsored adult Recreation events.

Priority 6: Windham/Raymond Adult Non-Revenue Organizations

Windham/Raymond based adult groups and organizations operated by adults who donate their time and services. Examples include, but are not limited to, fraternal groups, charities and political organizations.

Priority 7: Outside Non-Revenue

Community groups, organizations, and businesses from outside Windham/Raymond in which the intended activity is revenue neutral, even though it may involve admission, donations, sales, or any other direct income. The group/individual does not financially profit from the intended activity.

Priority 8: Revenue

A. Windham/Raymond individuals, organizations, and businesses in which the intended activity is operated to raise

revenues.

B. Non-Windham or Non-Raymond individuals, organizations, and businesses in which the intended activity is operated

to raise revenues.

C. Any personal use by any resident or non-resident will be charged revenue fees and must provide insurance to meet

the policy requirements.

Note: The Establishment Clause of the First Amendment requires public schools to be neutral in their treatment of religion. Requests for use of District facilities by religious organizations or groups will be considered on a case-by- case basis by the Superintendent or his/her designee.

Conditions of Use of School Facilities

The following conditions apply to the use of school facilities by users other than Priority 1 users.

1. The priority of use of facilities is for school activities by Priority 1 users. The District may not be able to accommodate

all requests for the use of school facilities by other users. The District reserves the right to reassign, reschedule on the next available date, cancel, or suspend any approved use of a school facility if the District determines that the use has the potential to, or actually does, disrupt the delivery of education or otherwise conflicts with this policy, with the exception of polling, elections and caucuses

2. All non-school events must end by 9pm. Any use after 9pm must have prior approval and the user may incur

additional costs.

3. The applicant must be at least 21 years of age and assumes responsibility for ensuring the appropriateness of activity,

supervision and adherence to this policy, including these conditions of use, and to all terms and conditions contained in the facilities use application.

4. All applications must be submitted through the school web site link under Facility Department.

5. The applicant must agree to terms and conditions when submitting a request online.

6. A.) The applicant must complete an online Facilities Use Form at least two (2) weeks in advance of the date requested to use school facilities. Any requests under two weeks may not be approved. Every effort will be made by the Facilities Use Coordinator to make use decisions within two (2) weeks.

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B.) Requests for use of school auditorium may be approved up to twelve (12) months in advance, based on availability and priority of use. Requests for use of gyms may not be approved (except for polling, elections and caucuses) more than 60 days in advance-following MPA in sport season guidelines when considering advanced booking – please see administrative rule on Building Use for full explanation.

7. RSU14 employees who provide services for personal monetary gain while using District facilities (for example, after-

school tutoring) must first submit a facility use request and provide proof of insurance. (see page 4)

8. If the Facilities Use Coordinator deems it necessary for school personnel to be present at a community event, a site

event supervisor and/or a school employee shall be paid at the expense of the user.

9. If the Facilities Use Coordinator deems it necessary for security to be present to ensure the safety of the facilities

and/or participants, the cost shall be paid at the expense of the user.

10. Users are expected to return facilities to the same or better condition after use. All damages are required to be

immediately reported to the Facilities Use Coordinator even if the damage was not the result of the user. The expenses for repairs due to damages to the facility caused by a user must be paid for by the user. Prior history of unresolved problems utilizing facilities may be grounds for denial of future use.

11. Users may be charged a facility use fee in accordance with relevant administrative procedures and fee schedules.

Prohibited Activities:

1. No school facility will be made available for any use that is deemed by the District, in its sole discretion, to be

unlawful.

2. No school facility will be made available for any purpose that is deemed, in the sole discretion of the Facilities Use

Coordinator, to present a risk of damage to any school property, including but not limited to building, grounds or equipment.

3. The possession or consumption of alcoholic beverages, tobacco products, marijuana, vaping or illegal drugs within any

school building or on school grounds is prohibited.

4. No dogs/pets are allowed on school property. This includes fields, spectator areas, parking lots, walkways and

playgrounds. Exceptions to this prohibition are for those individuals who have valid and documented need of canine/animal assistance for medical/disability reasons or for aiding law enforcement.

5. The use of open flame, including candles, fireworks, or other special effects, will be allowed only with prior written

approval from the Facilities Use Coordinator.

6. No weddings, family reunions, funerals or memorials, birthday parties or family celebrations will be allowed.

7. No firearms, weapons, or dangerous chemicals are allowed on school property. Use of props such as toy guns or any

other prop with the likeness of a weapon must be reviewed by the Auditorium Manager and final approval must be obtained from the Superintendent.

Appeals/Decision-Making Authority

While the Superintendent is responsible for the overall implementation of this policy, the Superintendent has delegated the authority to the Assistant Superintendent to administer the policy. If a Facilities Use application has been denied by the Facilities Use Coordinator, the denied user may appeal the decision to the Director of Facilities and lastly to the Assistant Superintendent who shall make a final decision in the matter. Insurance

Authorized users who are not covered by RSU 14 insurance or whose proposed use of school facilities has not been approved as a recognized covered event by the Superintendent shall be required to obtain insurance coverage.

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Authorized users must provide the District with a certificate of insurance prior to the use of the facility, in the amount of $1 million per occurrence, $2 million aggregate (liability), $500,000 legal, $10,000 medical, and naming RSU 14 as additional insured. Long-Term Use (For Priorities 6, 7 and 8)

Long term facility use is considered to be two or more successive weeks. Applications for the long-term rental of school facilities will be allowed only if District determines that there will be no disruption to existing or future educational programs. If space is available without such interference, space may be rented to groups whose activities are consistent with the school’s educational mission and other activities taking place in the building. Rental fees will be established that cover operational costs of these spaces (i.e. lights, heat, maintenance, insurance). Individual contracts for use and duration of the rental agreement shall be prepared by the Assistant Superintendent/designee with RSU 14’s best interest in mind and presented to organizations or individuals seeking the long-term use of a facility. Upon agreement, the organization of individual may be given access to the facility requested.

Waivers of fees or reduction of fees will not normally be granted. However, under extreme and extraordinary circumstances, waivers of fees or reduction of fees may be granted at the discretion of the Superintendent’s designee, the Assistant Superintendent. Request must be received in writing and enumerate the reason for the request.

The Superintendent or designee will determine approval of all long-term requests. Alterations

Alterations to buildings or equipment, including but not limited to the attachment of any item to any part of a facility, field, parking lot or grounds will not be allowed without prior written approval from the Facilities Use Coordinator. Moving equipment, pianos and other machinery is prohibited without prior written approval from the Facilities Use Coordinator. Cancellations

The Superintendent or designee reserves the right to cancel any event scheduled in school facilities if it is in conflict with the needs of RSU 14 after notice when possible. If the schools are closed due to weather or any other unforeseen circumstance, all facility use for that day/s will be cancelled. Every attempt will be made to re-schedule; however, the administration reserves the right to not reschedule in which case any fees paid will be returned.

Fees (See Fee Schedule on Page 6)

All fees are subject to change without notice. Waivers of fees or reductions of fees may be granted only under extraordinary and extreme circumstances, with request in writing, at the discretion of the Superintendent or his/her designee. Food Services

An RSU 14 School Department Food Service employee shall be supervising when using any school kitchen facility and the authorized user will be charged the administratively approved hourly rate, plus all associated catering fees. This service shall only be provided for Priority 1-3 based upon availability. No outside food is permitted in any RSU 14 kitchen facilities. Site Supervisor

The Facilities Use Coordinator reserves the right to assign a site Supervisor to any and all events and the authorized user will be charged the administratively approved hourly rate for the current fiscal year. All events will be scheduled to allow for proper cleaning & closing of the buildings.

Cross Reference: Fund Raising Policy (File Code: KIA); Tobacco Use Policy (File Code: ADC); KFA Public Conduct on School Property Legal Reference: Title 20-A MRSA, Section 1001, §4

First Reading August 10, 2011 Second Reading August 24, 2011

First Revised Reading: 6.20.18 Second Reading: 6.27.18

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ADMINISTRATIVE RULE

Custodial Services

Custodial services are charged at an hourly rate based on use and begin at the time the facility needs to be opened until it has been cleaned and locked. Services may include assistance with set-up, breakdown, cleaning to return the facility to pre-use condition, locking/unlocking doors and general maintenance. All events will be scheduled to allow for proper cleaning & closing of the buildings. Fees associated for custodial services do not provide a dedicated staff for the event. If specific, dedicated custodial services are required for an event, additional fees may be incurred by the authorized user.

User Fees

Fees for use of District facilities will be charged at the following rates:

Number of Users/Event Attendees Fee

0-100 No Charge

101-200 $25

201+ $25 per 100 users/attendees over 201 users

User fees may be assessed on a per reservation basis.

Because the intended purpose of the facilities operating budget is to finance routine maintenance and regular custodial services, users may also be assessed fees associated with the impact of their use of District facilities. The District reserves the right to charge an additional fee at its discretion to cover costs of consumable materials and other District costs required to support the event.

Waivers of fees or reductions of fees may be granted only under extraordinary and extreme circumstances, with request in writing, at the discretion of the Superintendent or his/her designee.

Tables/Chairs

A maximum of 4 chairs and 2 tables are free with use of facility, based on availability per school. User is responsible for securing rental equipment and equipment is to be set up and taken down by the authorized user. Town Government are exempt for polling, elections and caucuses.

Auditorium Use/Manager Services

Basic use of the space, basic house lights, and one hand held microphone are included in the auditorium rates. Outside groups are not permitted to use RSU14 lighting or sound equipment. Additional hourly rates apply, for any additional lighting or sound set up.

Building Use 1. Use of buildings will be allowed for age-appropriate events only (for example, scout meetings will be

approved only for the buildings where the children attend school). Only 1 room per organization per night per building will be approved.

2. In season sports have priority of use, out of season requests may be approved based on availability.

3. It is the authorized user’s responsibility to notify the Facilities Department of any cancellations. The

authorized user will be responsible for any fees incurred due to not canceling in a timely manner.

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Fee Schedule

6.15.18

Rental Rates:

W/R-Non Rev Outside N/R Revenue Priority Priority Priority Priority Priority 1-2 3-5 6 7 8

1/2day/Full day 1/2day/Full day 1/2day/Full day Auditorium – Full N/C possible $* $200/$400 $300/$500 $400/$800 Back N/C possible $* $50/$100 $100/$150 $150/$200 Rehearsals – Full N/C possible $* $40/hr $80/hr $100/hr

Front N/C possible $* $20/hr $40/hr $65/hr Back N/C possible $* $20/hr $20/hr $40/hr Main Gym WHS/JSMS N/C possible $* $100/hr $200/hr $250/hr WMS N/C possible $* $50/hr $100/hr $200/hr Manchester N/C possible $* $50/hr $75/hr $100/hr WPS/RES N/C possible $* $50/hr $75/hr $100/hr Auxiliary Gym-WHS N/C possible $* $50/hr $75/hr $100/hr Lobbies N/C possible $* possible $* $20-2hrs $40-2hrs Cafeteria N/C possible $* $50-event $100-3hrs $250-3hrs Classroom(s) N/C possible $* possible $* $25-4hrs $50-4hrs Conference Room(s) N/C possible $* possible $* $20-4hrs $40-4hrs Libraries N/C possible $* possible $* $25-4hrs $50-4hrs Piano - Baby Grand N/C $100 $100 $200 $200

Upright N/C $25 $25 $50 $50 Projector- in Auditorium only use N/C $10 $10 $25 $25 Tables (per Table) max 2-See A/R* N/C lmtd avail see A/R*** see A/R*** see A/R*** Chairs (per chair) max 4-See A/R* N/C lmtd avail see A/R*** see A/R*** see A/R*** User Fee-See A/R* Possible $ Possible $ see A/R*** see A/R*** see A/R*** Auditorium/Event Mgr. - See A/R* Possible $ $35/hr $35/hr $35/hr $35/hr Custodian(s)-see A/R* Possible $ $35/hr*** $35/hr*** $35/hr*** $35/hr*** Kitchen - (per staff person) $35/hr-pp $35/hr-pp N/A N/A N/A

(Kitchen requires food service staff) Priority 1-3 only -service not offered to users’ priority 4-8 **Any Field- Limited avail L/A possible $* $30/hr $45/hr N/A **Stadium Field - possible other fees N/A possible $* $200/$400 $300/$500 N/A **Tennis Courts L/A possible $* $20/hr/Ct $30/hr/Ct $40/hr/Ct **Walkways / Parking Lots, etc. ** possible $* ** $150-3hrs $200-3hrs

*Revenue generating events will be charged lowest possible rate on fee schedule. **Organized Use - outside facilities use only with prior approval from Athletic Director ***See Administrative Rule -page 5

You are responsible for all fees incurred, for a non- canceled event or "no show".

Limited Availability - each building’s resources vary; therefore, you may be required to rent your own additional equipment. Field/Court use is limited due to conditions and school use.

At your request an estimate of actual/possible costs for facility use and services can be provided electronically. Please submit your request to MBicknell@rsu14.org.

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