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Community Access to Schools (422)

COMMUNITY ACCESS TO SCHOOL (NON-SCHOOL USE)


 OPERATIONAL SERVICES: 400

Community Access to Schools: OST 422

Adoption Date:

 

Scope

This policy governs Cape Breton-Victoria Regional School Board’s community access to school facilities.

 

Purpose

To provide a framework for community use of  the Board’s school facilities.

 

Policy Statement

It is the policy of the Cape Breton-Victoria Regional School Board to allow community use of school facilities in accordance with the terms and conditions contained herein.

 

Authorization

This policy has been authorized by the Board under motion’s number..

 

Responsibility

It is the responsibility of the Director of Operations to ensure that this policy and administrative procedures are implemented.

 

Implementation

The Director of Operational Services will implement the policy and administrative procedures.

 

Associated Forms

Facility Use Application and Agreement

 

1.1       Definitions:

For the purpose of this policy, the following definitions apply:

Agreements

  • Facility Use Agreement” means an agreement with a municipality or other representative of community groups to provide services or to assume responsibilities in exchange for access to facilities on a day- to-day basis as agreed.

  • “Joint Use Agreement” means an agreement as defined in the Education Act, between a municipality and a school board.  The Minister of Education has signing authority in law for all Joint Use Agreements.

  • “Partnership Agreement means an agreement with a community use group which replaces the usual rental agreement and which sets out the terms and conditions for recurring access by group members to a school facility and equipment during either in school or non school hours.

  • “Rental Agreement” means an agreement allowing a user to use a facility on a specific date and time which sets out the user group’s responsibilities and which waives liability in a form which school boards may devise and which contains, at a minimum, the information shown in Appendix “A”.

            Costs/Fees

  • Direct additional costs” means expenditures which can be readily calculated and which school boards would not have otherwise incurred except for the presence of a community user group in a facility (examples are additional cleaning, custodial, supervision or services costs or direct costs for consumables/supplies used).

  • “Free of charge” means services that are provided from within the existing school schedule or infrastructure, that is, without a need for additional services, supervision or provision of consumables.

  • “Operating costs” means a cost to a school board of having a user group in a facility and includes, but is not limited to, costs for heat, electricity, computer/copier toner, wear and tear or organizational time.

  • “User fee” means a fee a school board  charges a user, other than students , youth, or seniors, that contributes to, or offsets, operational costs of a school board.

  • “Commercial user fee” is a user fee charged to a for-profit user that reflects prevailing commercial/institutional rates in the geographic area.

            Users:

  • “Commercial” or “for profit” means any user, activity or undertaking whose purpose is to generate revenue for other than educational or community purposes.

  • “Non-profit” means activities or users for which profit is not the primary purpose, and for greater clarity, is limited to activities conducted for the purpose of raising funds for educational or community purposes.

  • “School use” means any use of a building or grounds by students of the school with the express approval of the school principal and under the supervision of school staff or other responsible person approved by the principal for the purpose of (a) delivering the academic program, (b) for extra curricular activities related to the school program, ( c) for special purposes which benefit and/or are available to all students in the school.

  • “Student” means any person who attends public school in Nova Scotia.

  • “Youth” means any person up to the age of 21, other than a student.

  • “Senior” means any person age 55 and older.

1.2       Permits:

Permits are required for all non school use (see Definition of School Use) activities.  See sample permit “A” (Application Procedure) and instructions there in.

1.3       Priority:

The Cape Breton- Victoria  Regional School Board will have priority rights for use of school properties, playgrounds and facilities without time restriction.

During July and August the maintenance of schools shall take precedence over all other activities.

            The order of priority use shall be:

            1.         School use and school programs.

            2.         School Board use - including Adult Education and CAP Sites.

            3.         Municipal use and Recreational Department use.

            4.         Community youth and Senior Citizen groups.

            5.         Other community users.

1.4       Responsibility:

It is the responsibility of the organization using the facility to ensure personal safety by compliance with applicable health and safety regulations.  Any group using the property will be responsible and charged for any breakage or damage to the building facilities, equipment or furniture.

Basic to any and all agreements entered into by the School Board with any organization or individual is the requirement that the property, equipment or facility will be ready and in satisfactory condition for the next regular scheduled school activity.  Any activity that will require the facility to be unavailable for the next school activity will not be approved.

No students, or other persons, shall use school property without direct supervision of a person or persons having authority or responsibility for the facility as indicated on the application for the use of the facility.

For all youth groups using school property, there shall be a minimum of one adult for every 10 youth present and at no time less than two adults.

User groups must:

  • Ensure the proper screening of all staff and volunteers who work with children and youth.

  • Ensure participants respect and do not wilfully misuse the facility while on site.

  • Ensure facility is tidied or cleaned up after use, according to board policy.

1.5       Cancellation:

-Where any for profit organization has been given permission to use a facility on a certain date and for some reason may decide that they will not be using the facility on said date, twenty-four hours notice must be given of their intent to cancel; otherwise, the organization will forfeit one-half of their financial deposit.

  • When school is cancelled (such as due to weather conditions) all access to school facilities are also cancelled.

  • The Board may cancel any activity with reasonable notice.

  • The Board, through its representatives, may immediately cancel the use of the facility if the user is found to be in breach of this policy.

  • On weekends and holidays, during the winter, if the snow is not removed from grounds and walkways, including entrances - the event shall be cancelled.

1.6       Regulations:

All groups using the schools shall be properly organized  in that there is a structure, responsible oversight and stated purpose and they must comply with this policy and such other regulations regarding the building and facility which may be, from time to time, laid down by the Cape Breton Victoria Regional School Board.

There is a no smoking policy in the schools and on the grounds.

There is to be no alcoholic beverages served in the schools.

1.7       Liability:

The Board will not be responsible for any loss of personal or organizational property, nor  for injuries to any person,  when the property is in use under the terms of this policy.

1.8       Equipment:

Rental of school facilities does not imply permission to use equipment not attached to the building.  For permission to use such equipment, special approval must be obtained from the school principal.  This should be done at the time of the application.  Such approval includes use of chairs in an auditorium, gym equipment, sound equipment, etc.

1.9       Duration:

All activities are to end one-half hour before the cleaning staff leave the building, unless other arrangements are made at the time of application.

1.10     Security:

The security of the user,  building, contents, and grounds is of paramount importance.

Any group or organization renting school facilities for a dance  must provide a minimum of four responsible adults - two of whom must be uniformed security, to be conspicuously on the school premises for the duration of the activity.  The cost for this service is to be paid by the group or organization using the school facilities.

1.11     Occupancy Limits

a.) The National Building Code of Canada restricts the number of persons allowed to occupy buildings and rooms at any one time.  At the time of the application, the Board shall indicate maximum number of participants.  The maximum number of persons allowed will be determined by the Operational Services.

b.) It is also the responsibility of the user  to ensure that all exit doors are kept clear and operational at all times during the occupation of the facility.

1.12     Connection and Operation of Electrical Equipment

a.) Certain activities such as dances and concerts may require the use of high capacity lighting and sound equipment.  If such an event is planned, the entertainment or performing group must contact the Operational Services prior to applying for use of the school to determine the type of electrical services required.  This information must be stated on a separate attachment to the application form and should include phase, voltage and amperage.

b.) It is the user group’s  responsibility to ensure that all sound, lighting and other electrical equipment brought into the school meets current safety standards with respect to construction, installation, maintenance and the operation thereof.

c.) Connections to the building electrical system shall only be made through existing approved receptacles and matching connector plugs.  If available power is inadequate to meet requirements, arrangements for temporary service must be made through the Operational Services upon application (at least 21 days prior to the event).  Any costs associated with this are to be covered by the user group.

d.) No access to the interior of electrical panels whatsoever is permitted by other than School Board electricians.  Evidence of such unauthorized access will result in immediate cancellation of the event.

e.) Any costs to repair damage caused to the building or electrical systems shall be charged to the user group.

1.13     Fire Alarms

The sounding of a fire alarm during any occupancy of the building requires the immediate and orderly evacuation of the building.   It is not to be re-entered until the all clear message is conveyed by the appropriate authority.  The user accepts responsibility for a false alarm while they are in the building.

1.14     Use of Gymnasium

a. Footwear

All persons walking on or participating in sports on gymnasium floors shall wear clean athletic shoes designed for that purpose,  having soft, non-marking soles.  No street shoes, boots or athletic shoes worn outside shall be allowed at any time on an uncovered floor (ie.  no tarps).

Footwear causing black marks on the floor is definitely not permitted.

b. Equipment

All equipment used in the gymnasium shall be of a type specifically approved for this purpose.

c. Food and Beverage

Absolutely no food or beverage allowed in gymnasium except with special occasion permit. 

d. Conduct

Body contact sports, rough play and profane language are prohibited.

e. Cleanup

Gymnasium, locker rooms, washrooms and any other areas used shall be left in a clean and tidy condition after use.

1.15     Fees

(See tables C1 & C2)

Proceeds from fees collected (less actual expenditures) will be split between Operational Services  and the school on a 50/50 basis.

1.16     Reporting

An annual report on after hours use of schools will be done for the Department of Education and will include:

i) Use of facilities after 6:00 pm on school days and on all non- school days.

ii) The number of existing and new Joint Use Facility and Partnership Agreements.

iii) Revenue from commercial or for profit users by school.

iv) A statement on whether the program is achieving its goals.

v) Changes in fees the coming year.

 

Dispute Resolution

In the event of a dispute regarding the administration of the policy which could involve the procedures governing the use of the facilities, fees charged, etc., the matter will be refereed to the Board’s Senior Staff for a resolve.

 

Associated Forms

Facility Use Application and Agreement.

 

Policy Review

This policy will be reviewed by the Director of Operational Services within three years.

 

Distribution

Board Members, all Manual Holders, Community Users



APPENDIX “A”

APPLICATION PROCEDURE

A1.      Permits

Permits for use of schools are issued upon application and are required for all non school use of facilities

A2.     

a.) No one is permitted to use a school facility, as required by this policy,  until approval has been received.

b.) Application forms are available at all schools, at the School Board’s Central Office, and at the Operational Services Office.

c.) Section 1, indicated as “Applicant Information” shall be filled in by the applicant.

d.) Forms should be completed by applicant at least one month in advance of date(s)  required.  For regular (i.e. weekly) uses throughout the year, the applications should be completed as early in the school year as possible.  The application must be renewed each school year.

The applicant should be aware of the notes on the application form, particularly as they apply to cancellation and final approval.

Unless special permission is obtained, no activity will go later than one half hour prior to the departure of school cleaning staff.

e.) The completed application is to be forwarded to the Principal of the school.  The Principal will approve or deny the application depending upon available  time slots and proposed use.  Certain restrictions may be applicable .  Priority will be in accordance with this policy.

The Principal (or his/her delegate) will keep a log of approved time slots for various activities.

f.) The completed application form, less the pink copy, will then be forwarded to the Director of Operations.  If approved by the Principal, the Director or his designate  will ensure that satisfactory arrangements have been made for security, opening/closing, and cleanup.  In addition, he will set a rental fee (as applicable) in accordance with policy and collect this fee prior to use of the facility by the applicant.

The Director of Operations or his delegates will distribute copies of the approved application.

g.) Upon receipt of the white copy of the application, the applicant is permitted to use the facility.

h.) Users will be billed should a call-out be made as a result of the security system.  Frequent breaches of security will result in cancellation of the application.  (Current call-out rate is $85.00 per occasion, and is subject to change with a change in th CUPE Collective Agreement)

A3.      Custodians and Cleaning Arrangements

All groups using school facilities, unless alternate arrangements are made and approved, are to make mutually satisfactory arrangements with the school cleaning staff regarding opening and closing, security and cleanup of the facility.  Cleanup must be done to the satisfaction of the school cleaning staff and the school principal.  Failure to do this will result in back charging for such cost and possible termination of future use of the facility.


 

APPENDIX B

FEE STRUCTURE

B1.      Fee Structure

a.) The following fee structure applies to all school rentals as indicated.   A cheque for all deposit and fee monies is to be made payable to the Cape Breton - Victoria Regional School Board and attached to the application prior to sending to the Operational Services Office for final approval.

Table C1 - Fee Structure, Non Profit

Table C2 - Fee Structure, Commercial/ for Profit

b.) Note:    A rental which does not appear to fit any of the above categories shall be decided by the Director of Operations.  The Director shall have authority to vary rates as a result of special circumstances.

c.) Deposits

A deposit may be required upon application for rental, to be refunded when premises have been satisfactorily inspected after use.  This cheque is to be made payable to the Cape Breton - Victoria Regional School Board.  Applicants will be contacted prior to approval of application where deposit is required.

If the event is for a dance or major concert there shall be a $250 deposit paid with the application, in addition to fees.

The deposit cheque will be returned if no damages or additional expenses are incurred.  If damages or additional expenses, then the deposit cheque will go toward these costs.  Any costs above the deposit shall be the responsibility of the user.

B2.      Free Use of Facilities

The following groups and organizations may qualify for use of school facilities without rental fee:

Those not directly sponsored by the school shall be responsible for their own cleanup, to be arranged to the satisfaction of the school custodian staff.  This cleanup will be monitored and any additional cleaning may be charged to the group at cost.

1. Student co-curricular and extra-curricular activities.

2. Staff meetings and activities.

3. Concerts or festivals sponsored by the school.

4. School Board and related meetings.

5. Regular meetings of School Advisory Councils, Home and School Associations and Parent/Teacher groups.

6. Continuing Education or other programs sponsored by the Department of Education.

7. Municipal Governments of the Board area, provided that there use is for municipal purposes and not for fund raising.

8. Regular meetings, training and recreation activities of groups with students members only and with non profit sponsorship such as Cadets, Scouts, Guides, etc  Under some circumstances, the sponsoring organization may be asked to demonstrate its non profit status.

9. Rate payers meetings.

10. Regular meetings of service clubs and community associations in rural areas if other facilities are not available.

11. Union meetings of employees who have negotiated contracts with the Board.

12. Religion education classes.

13. Senior Citizen Groups

14. Programs sponsored by other Government of Nova Scotia Departments ie.  Dept of Health re nutrition.

15. Other groups or circumstances which do not fall within any other category will be dealt with on an individual basis by the Director of Operations.

.


Table C1 - Fee Structure, Non-Profit Organizations

Activity

Recreation

Sports

Meeting

Banquet

Concert

Sports Event

Dance

Classroom

 

$10.00

     

Classroom  Per wk

 

$40.00

     

Home Ec.  Room/Music Room

 

$25.00

     

Multi-purpose Room - under 2000 sq.  ft

 

$25.00

$50.00

   

Multi-purpose Room - over 2000 sq.  ft.

$50.00

$100.00

$200.00

$250.00

$250.00

Theatre

 

$50.00

     

Library

 

$25.00

     

Cafeteria

   

$150.00

 

$200.00

Gym (small)

$25.00

$50.00

$100.00

$150.00

$200.00

Gym (large)

$25.00

$100.00

$150.00

$225.00

$300.00

Note:    A rental which does not appear to fit any of the above categories shall be indicated as such.  The category will then be decided by the Operational Services.

Organizations may be required to versify their non profit status.


Table C2 - Fee Structure, For Profit/ Commercial Organizations

Fee charged for-profit groups may be higher.  Appropriate commercial use may be included, if no suitable alternative facility is available in the region.  In these cases, rental will be comparable to commercial rates.

Activity

Recreation

Sports

Meeting

Banquet

Concert

Sports Event

Dance

Classroom

 

$25.00

     

Classroom  Per wk

 

$100.00

     

Home Ec.  Room/Music Room

 

$50.00

     

Multi-purpose Room - under 2000 sq.  ft.

 

$50.00

$100.00

$100.00

$200.00

Multi-purpose Room - over 2000 sq.  ft.

$100.00

$200.00

$400.00

$500.00

$500.00

Theatre

 

$100.00

     

Library

 

$75.00

     

Cafeteria

   

$300.00

 

$400.00

Gym (small)

$50.00

$100.00

$200.00

$350.00

$400.00

Gym (large)

$75.00

$150.00

$300.00

$500.00

$600.00

Note:    A rental which does not appear to fit any of the above categories shall be indicated as such.  The category will then be decided by the Operational Services.

Commercial user fees to be used for users requiring more than a one night/day use:

CBRM - $12.00 x the square footage of the space used

Victoria County - $10.00 x the square footage of the space used.


See also
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