SUBJECT: Community Use of School Facilities
EFFECTIVE: July 1, 2012
REVISED: August 19, 2013
PURPOSE: Anglophone North School District endorses the use of the district school premises/facilities by individuals and organizations whose purpose and activities are of an educational, cultural, recreational or community service nature, and who fulfill the conditions established in this regulation and the Department of Education and Early Childhood Development Policy 407: Community Use of Schools.
School facilities will be made available to the general community with priority to non-profit community activities for pre-school and school-aged children. The use of education facilities must not place the school system in competition with private sector interests.
REGULATION:
1. Applications for the use of school premises/facilities will be available at the Office of the Superintendent and Education Centers. Requests for use of facilities must be initiated at least two weeks prior to the event and are subject to approval by the Office of the Superintendent.
2. It is recognized that municipalities or local service districts may choose to coordinate and negotiate school usage agreements for recreation activities in their community.
3. Applications for long-term usage must be renewed on an annual basis. Liability insurance must be carried and submitted prior to approval.
4. Approval of an application must be subject to the user and/or the Renter contacting the Administrative Services Coordinator to review “on site” details.
5. The user must complete a Usage Agreement releasing the Minister of Education and Early Childhood Development and the school district of all liabilities, claims, suits, damages or expenses due to or arising out of any act or neglect by the Minister of Education and Early Childhood Development and/or the school district. The user is aware that the district does not carry liability insurance for the benefit of the user.
6. Recognizing the problem created for user groups, when an activity must be preempted, it will be the responsibility of the coordinator to notify the user of any necessary cancellations with as much lead time as possible. These changes/cancellations must also be reflected in the monthly calendar to ensure appropriate charges to the Renter.
7. When the school premises/facilities are closed due to weather or other circumstances, the user activities will be automatically cancelled. The school district reserves the right to cancel an activity under exceptional circumstances and will not be held responsible for any claims arising out of such cancellations.
8. The Renter must ensure that the maximum capacity rating as posted is respected.
9. The Renter must ensure that only the designated entrance for user activities is used. The door will be unlocked 15 minutes prior to the activities and locked 15 minutes after. All further entry will have to be monitored by the Renter.
10. The Renter must ensure that adequate supervision is provided at all times and that all activities are conducted in a safe manner.
11. Only that portion of the school premises/facilities which has been approved for use of the applicant will be used. Individuals will not wander throughout the school in unauthorized areas.
12. Prior approval of the Senior Education Officer must be required before any posters or signs are displayed by the user.
13. Consumption of alcoholic beverages is prohibited on school premises unless approval is obtained from the Superintendent prior to the date of rental. A copy of the license issued by the New Brunswick Liquor Licensing Board for the event will be required.
14. Tobacco use is prohibited in all school buildings and premises, which include parking lots and school grounds, under District Education Council Policy E-3. All groups and individuals renting/using Anglophone North School District facilities are required to inform all participants and spectators that they are in a smoke-free environment. The Renter will be required to monitor the event. If anyone is seen smoking on school property during an event, a warning will be issued. A second violation will result in cancellation of future rentals for that group or individual.
15. Appropriate footwear must be worn during sporting activities in the gymnasium to prevent damage and markings on the gym floor.
16. Booking of gymnasiums for the purpose of floor hockey is limited to specific facilities. In facilities where floor hockey is permitted, only hockey sticks with plastic blades and white tape are permitted.
17. It will be the responsibility of the Renter to provide all expendable materials required for user activities.
18. School equipment of any kind must not be used without the expressed written permission of the school principal.
19. Authorization by the school principal will be required before any equipment or furniture is moved. Due care of the floor must be exercised in any moving of equipment and must be returned to its original position.
20. All aspects of the use of school facilities must meet the requirements of the Fire Marshall.
21. The Renter will be held financially responsible for property damage or loss caused by the Renter including the Renter’s members, guests and participants.
22. Agreements between the school district and municipalities or local service districts for recreation activities will be based, where feasible, on the principle of an exchange of facility use or services between parties.
23. A custodian may be placed on duty for group activities as deemed necessary. If additional custodial services are required, the cost may be charged to the Renter.
24. The school premises/facility must be left tidy.
25. All payments, including fees for any supplementary services, will be made, as per invoice rendered, not later than 30 days from the invoice date. Fees of less than $100 must be paid in advance.
26. Applicants may be required to deposit a certified cheque or money order payable to the Minister of Finance prior to being granted approval for the use of school facilities.
27. Individuals, groups or organizations that are in financial arrears of previous school use agreements will not be eligible for rental of school facilities.
28. Approval of the use of facilities may be cancelled immediately if the terms of the policy have been breached.
29. The Superintendent may set additional conditions as the situation warrants.
30. No food or beverages are permitted in theatres.
REFERENCES:
- Department of Education and Early Childhood Development Policy 407: Community Use of Schools
- District Education Council Policy E-3: Tobacco & Smoke Free Environment
Additional resource: After Hours Use of Facilities 2023