SCHOOL  DISTRICT  NO.  78  (FRASER-CASCADE)

 

POLICY         NO: 4030 DATE: 99-01-12 REVISED: 99-06-08

                        REVIEWED: 02-10-22

 

SUBJECT: USE OF SCHOOL GROUNDS, BUILDINGS AND EQUIPMENT

 

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School facilities and sites are provided for the education of public school students.  However, the Board recognizes that district facilities are available for use by others during non-school hours.  The Board also recognizes that as part of its stewardship function, it has responsibility to provide opportunities for the community use of facilities.

 

The Board has established the following principles related to Community Use of Facilities:

 

            Delivery of public education services to the District's students shall have priority.

 

            All costs of administering and providing community use shall be conducted on a cost recovery basis.

 

            School district facilities will not be used by groups or organizations where activities are not compatible with the values and beliefs of the school district.

 

            All users of the Board's facilities will be treated equitably and fairly.

 

SCHOOL  DISTRICT  NO.  78  (FRASER-CASCADE)

 

REGULATIONS NO: 4030 R DATE: 99-01-12 REVISED: 99-06-08

                        REVIEWED: 02-10-22

 

SUBJECT: USE OF SCHOOL GROUNDS, BUILDINGS AND EQUIPMENT

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1.            General

 

            The Board of School Trustees, in providing Community Use, will reserve the right to:

 

                  Adjust fee schedules to reflect costs for community use.

                  Request first and last months' charges in advance.

                  Request a security deposit as required.

 

            When user groups desire the use of school district facilities, the following factors will be taken into consideration:

 

                        1. Priority usage in the following order:

 

                        School Programs

                        Joint Use Agreements (Recreation Commission, UCFV)

                        Business Partnerships

                        Non-profit Civic Organizations

                        Other (commercial, political and religious groups).

 

                  2. Previous history of the users.

                       

                  3. Potential for alternate venues.

 

                  4. Long-term booking vs one time booking.

 

                  5. Payment history (if applicable).

 

                  6. Date of booking.

 

2.            Booking the Facility

 

            The booking agent for school facilities will be as follows:

 

      School gymnasiums and classrooms  -  School Principal

            (except during the summer months when the responsibility is the Maintenance Supervisor).

 

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      Maintenance Building  -  Maintenance Supervisor.

 

            Grounds  -  The Community Recreation Director in consultation with the School Principal.

 

      District Education Office  -  Secretary-Treasurer.

                 

            A rental application must be completed by all rental groups, signed by a person of legal age and of official standing in the group and approved by the appropriate booking agent.

 

            The booking agent has the right to accept or refuse applications and will levy fees in accordance with this policy.

 

3.      Conditions of Rental

 

            All regulations issued by the Board of School Trustees pertaining to the renting and use of school premises, as well as any rules posted in the particular premises used, must be met.  Failure to do so may result in the Board refusing future rentals or terminating an existing rental agreement.

                 

            In-Charge

 

            When the Principal or the Vice-Principal is not available, the custodian in charge is fully empowered to act as the Board's representative in directing the conduct of the rental and to ensure that the regulations are followed and that no damage is caused to school property.

 

            A custodian will normally be on duty at all times when school buildings are in use after school hours.

 

            Non-compliance and Damages

 

            Infraction of regulations, or any occurrence of unreported damage to the plant or equipment, may result in suspension of use of any school property to the group found responsible.

 

            Any damage, beyond normal wear and tear, will be charged to the renter.

 

            Supervisors

 

            All groups using school facilities shall provide adequate supervision of the participants in the activity.

 

     

 

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                  An individual appointed by the organization to be on duty will:

 

      - Make himself/herself known to the Custodian on duty.

 

      - Enforce all Board regulations and school rules.

 

      - Supervise the entrance and adjacent area to prevent unauthorized persons from entering the building.

 

      - Limit activites to the area assigned to the lessee and restrict participants to this area.

 

      - Ensure that operational time is adhered to, or, if slight variation becomes necessary in closing time, advise the Custodian and ensure the building is secure.

 

      - Ensure that all members are out of the building when the activity ceases.

 

            Smoking

 

            Smoking is not permitted on school district property or in any school district building.

 

            Alcohol

 

            Liquor is not, under any circumstances, permitted on the premises.  Any violation of this Clause will nullify the contract.

 

            Rental Hours

 

            Rental hours are normally between 6:00 p.m. and 10:00 p.m. but earlier access may be arranged when booking the facility.

 

            All rentals must terminate and buildings be vacated by 10:00 p.m.

 

            Custodians on duty are authorized to close the premises at the time given on the rental permit.

 

            Equipment

 

            Equipment may only be used with the permission of the Principal.

 

            Equipment must not be moved from one part of the building to another.  Moving of all school equipment will be handled by the custodial or maintenance staff.

 

            Chairs may not be removed, re-arranged, or additional chairs brought in without the permission of the Principal or booking agent in charge.

 

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      Restricted Use

 

      Only areas specifically mentioned in the rental contract may be used.

 

      Termination of Rentals

 

            All rentals will terminate on June 30th.  Groups wishing to continue rentals in the next school year must re-apply in September.  The Board reserves the right to terminate any rental at any time.

 

4.         Rental Fees/Charges

 

            All users of the School District facilities will be levied fees in accordance with the following fee schedule:

 

                        Classrooms $  5.00 per hour

                        Elementary School Gyms $10.00 per hour or

                        $30.00 per day

                        Secondary School Gyms $15.00 per hour or

                        $40.00 per day

                        Grounds $  5.00 per day

 

            Special classrooms (i.e. Science Labs, Computer Labs and Shops) will be rented with approval and at a rate negotiated by the booking agent (i.e. School Principal or manager).

 

            Users will be charged additional costs for the following:

 

                        Call-outs resulting from alarms caused by the user group.

                        Extra custodial costs for week-end use of facilities.

                        Extra custodial costs for extra clean-up after use.

                        Damages caused by a user group.

                        Any additional labour costs - actual costs.

 

            Long term rates can be negotiated with the booking agent and the Secretary-Treasurer.

 

            The Board will waive fees through use of a Joint Use Agreement or a Business Partnership and for Civic Non-profit Organizations.

 

            Fees for the use of grounds in the District of Hope and the District of Kent by ball teams for regular play or tournaments will be:

 

                  Set by the School Board, the District of Hope and the District of Kent annually.

                 

            Collected by the District of Hope and the District of Kent.

 

                  Shared between the District of Hope, the District of Kent and the School District based on usage.