Administrative Procedure No. 903

Administrative Procedure No. 903

Community Use of School Facilities

Background

The Board of Education believes that maximum use of school facilities should occur both in serving the needs of students and other members of the community.

In providing for the community use of schools the Board levies a rental charge to approved groups. The rental charge is intended to cover operational expenses and additional maintenance costs. Rentals, for the most part, are limited to service clubs, religious organizations, and other groups seeking to promote the educational, cultural, and recreational aspect of community life.

The Board does not rent space to any individual or firm for commercial or monetary gain. As well, groups from outside the community normally may not use school facilities. Provisions are made to use the schools when requested for conducting local, provincial, or federal elections.

Procedures

  1. Activities-Schoole Use
    1. Parish sponsored activities
    2. School sponsored students’ activities
    3. School Council meetings
    4. School Board Employees meetings and functions
    5. Parent Association meetings and functions
    6. Scouts Canada, Girl Guides of Canada, 4-H Club, Music Festivals, and Junior Red Cross. Activities are limited to children of school age and for the most part resident in the area surrounding the community.
  2. Classroom or Gymnasium—Caretaking Fee May Be Charged
    1. Approved groups sponsored by local community and recreation organizations. Attached to the youth groups may be some adult physical fitness classes or athletic activities that would necessitate caretaking services.
    2. Benevolent organizations
    3. Service clubs and other community groups sponsoring events at which no charge is made. A silver collection is allowed.
    4. Other meetings authorized by the principal and the School Council.
  3. Classroom and Gymnasium—Rental and Caretaking Fe
      1. Refers to organizations, groups, and clubs who are service-oriented in nature but whose function is to raise funds for the respective non-profit organization.
      1. Elections


    2. Rental Rates and Charges

    1. The Board of Education approves rental rates on an annual basis. Rates are established for use of classrooms and gymnasia.
    2. Charges for caretaking services are annually reviewed and approved by the Board
    3. Rates and charges are published in the Board’s Schedule of Fees


    3. Application for Rental

    1. Applications for rental or use of school facilities are to be made to th principal.
    2. The principal in consultation with the school staff may allocate space for various activities.
    3. The principal has the authority to approve applications, but must submit to the Superintendent of Operations any application which departs from the procedures as outlined. The Superintendent of Operations in consultation with the Director of Education will approve or reject such applications.
    4. Payment of fees and charges are to be made to the school office when approval of the event is given. Fees are to be submitted monthly to the Secretary Treasurer with a report on rental activity.


    4. Restrictions

    1. School premises must be left in a tidy condition by the party renting the school.
    2. Groups renting or using school facilities are held responsible for any damage or breakage beyond normal wear and tear. If any damage should occur, the group is asked to report it to the principal who will bring the matter to the attention of the Secretary Treasurer so that a suitable settlement may be made
    3. Adequate supervision by competent adults must be provided in all cases where school buildings are being used outside regular school hours by school children, high school students, and other young people under eighteen year of age.
  4. The following are not permitted on school property:
    1. Smoking or tobacco use
    2. Alcoholic beverages except as permitted by joint use agreements
    3. Public dances
    4. Motorized vehicles on school grounds except in authorized parking areas.

    5. The lessee is to be advised to purchase its own liability insurance.
  5. Division Office Facilities

    1. The Director of Education may approve the use of the division office meeting facilities for school division related groups, principal and vice principal groups, teacher and support staff groups
    2. The business of the school division will take precedence in scheduling meeting rooms.
    3. The office premises are to be left in a clean and tidy condition and the building secured as directed by the Superintendent of Operations.