SERIES 1000 Community Relations

1330 Use of School Facilities

1330 (a)

General

The Board of Education believes the schools belong to the people of Thomaston. The Board accepts the responsibility for making its facilities available to responsible organizations, associations, and individuals of the community for appropriate civic, cultural, welfare or recreational activities. The Superintendent of Schools or designee shall have the authority to deny the use of school facilities for such activities that are judged inappropriate to take place in a school setting.

Specific

The Boy Scouts of America, Big Sisters of America, Boys and Girls Clubs of America, Future Farmers of America, Girl Scouts of America, Little League Baseball, Inc. and any other group intended to serve youth under the age of 21 listed in Title 36 of the U.S. Code may use school property upon payment of suitable fees and costs according to the Board approved fee schedule.

The Board of Education reserves the right to establish a priority of use of school facilities to ensure minimum interference with daily instructional programs. The Board authorizes the Superintendent of Schools to establish such a priority and to apply it in approving and scheduling the use of school facilities. The specifics of these resolutions are part of the Administrative Regulations.

In addition, the Board of Education has established certain safeguards to ensure proper protection and maintenance of the school's physical plant and equipment. The facilities and equipment are to be used only as stated in the Administrative Regulations.

No open-ended requests for school use or rental will be granted. All requests must be specific as to the date(s), time and length of event to be held. Permission shall not be granted for more than a two-month period for first time applicants and all Group ill applicants.

Types of Activities which will not be permitted

1. Activities advocating the overthrow of the United States or the state of Connecticut, or of local governmental agencies.

2. Any activity that may violate the canons of good morals, manners or taste, or be injurious to the buildings, grounds or equipment of the schools.

3. Any purpose in conflict with school activities.

4. Commercial advertising.

5. Fund-raising campaigns except as permitted by Board of Education policy or by special action of the Board of Education,

6. Activities, which are discriminatory in nature or promotes discrimination or other illegal activity.

 1330(b)

Equal Access of School Facilities to Student Groups

This school district will grant equal access, without discrimination, to non-curriculum related student groups who wish to conduct a lawful meeting in a secondary school during noninstructional time regardless of the religious, political, philosophical, or other content of the speech at such meetings.

Limitations on such meetings shall be as provided by law:

1. The request must come voluntarily from student(s);

2. Neither the school district nor any of its employees may sponsor the meeting(s). Assignment of school employees to a meeting for custodial purposes is not sponsorship.

3. Employee(s) of the school district who may be present may not participate in religious meetings so conducted.

4. Such meetings may not unduly interfere with normal school operations.

5. Regular attendance or any kind of control by non-school persons is prohibited.

This school district will not expend any of its funds to provide equal access as defined above except for incidental costs of providing space.

The school district will exercise its authority to maintain order and discipline on school premises, to protect the well-being of students and faculty, and to assure that attendance of students at permitted meetings is voluntary.

Conditions Applicable to All Groups

1. Use of facilities is not to interfere with the school program.

2. Use of facilities must be within the hours of regular custodial service for non-paying groups only.

3. Use of facilities by nonpaying groups will not create unreasonable additional supervisory or custodial requirements. These groups may be required to provide anchor pay for supervisory coverage.

4. Organizations will provide sufficient supervision to restrict use to permitted areas. If required, all groups will set up and reset the facilities for school use.

5. Organizations will provide a Certificate of Insurance to free the Town of Thomaston and the Board of Education from all liability.

6. Requested use of school facility is for a period not to exceed one year. Users may reapply annually.

7. Individuals/Groups/Organizations must follow the emergency procedures outlined on the building use form.

 1330(c)

Priority for Use of a School Faculty shall be given in the following order:

A. School functions

B. School affiliated groups

C. Official bodies and agencies of Thomaston

D. Town-based recognized national groups primarily interested in serving children such as Boy Scouts, Girl Scouts etc.

E. Other town-based social, civic, educational, and religious groups which have concern for the welfare of children and adults in the community

F. Town-based non-profit making groups charging a fee

G. Town-based profit making groups charging a fee

H. Out of town organizations

It is important for individuals or organizations requesting use of school facilities to read the regulations for the Thomaston Board of Education Policy 1330: Use of School Facilities.

Legal Reference:   Equal Access

Connecticut General Statutes

I0-239 Use of school facilities for other purposes

PA 97-290 An Act Enhancing Educational Choices and Opportunities Equal Access act, 20 U.S.C. ss 4071-4074.

 Good News Club v. Milford Central School, Sup.Ct., 6-11-01

20 U.S.C. 7905 (Boy Scouts of America Equal Access Act contained in No Child Left Behind Act of 2001)

Policy adopted: April 13, 2015

THOMASTON PUBLIC SCHOOLS  Thomaston, Connecticut

Policy revised: March 13, 2023

1330 (a)

To ensure proper use of school property, and to ensure adequate protection against misuse and vandalism, the following regulations shall apply to all requests for the use of school facilities.

Scheduling

1. The Superintendent of Schools is responsible for scheduling the use of school facilities. The Board of      Education authorizes the Superintendent to determine the appropriateness of an activity in terms of its   nature and the specific facility requested. The Superintendent may reject said application providing the     applicant shall be advised of his/her right to appeal the administrative decision to the Board. The Superintendent may delegate the task of scheduling to the building Principal with all arrangements made   subject to his/her approval. (In reviewing applications, the administration may consult with the Board of Education.)

2. All applications for use of school facilities shall be addressed to the building Principal of the school whose facilities are requested. Requests for use of school facilities shall be made at least ten (10) days in advance of need.

3. No outside use of school facilities shall commence until notification has been received by all parties concerned from the office of the building Principal. Priority for use of school facilities shall be in the following order:

A. School Function - For example, parent conferences, school performances, meetings of the Parent/teacher Organization, in-service educational programs for professional development of the  teaching staff, and any other function which is determined by the Superintendent to be school related.

B. Government Function - Other town governmental offices and agencies will be given preference in scheduling dates and schools after the public schools.

C. Thomaston Community Groups - on a "first come, first served" basis.

Rules and Regulations

1. All applications for the use of the Thomaston Public Schools shall be made in writing to the Superintendent of Schools.

A. The Superintendent of Schools or designee shall act on each application no later than ten (10) days before the date of the event.

1330(b)

 B. The written request must contain specific information regarding the nature of the use of the building and the desired location within the building.

C. Parent-teacher organizations shall be given free use of school premises.

D. All non-school organizations desiring the use of school premises must submit a letter of request, sign a contract and post a bond. The exceptions to this rule are: (1) the monthly business meetings of the parent-teacher groups and other Town government and community groups if they have been approved by the Thomaston Board of Education.

E. Permission shall not be granted for more than a 2 month period for first time applicants and all Group ill applicants.

2. The renter shall be held responsible for any damage to the school building or to any part thereof, including furnishings or equipment, during its use of the building. All activities must be under competent adult supervision.

In addition, the renter shall hold harmless the Thomaston Board of Education, the Town of Thomaston, their officers, agents, and employees from any liability or expense whatsoever which is in any way caused by, or arises in connection with, the renter's use of the building.

This indemnification shall include all attorney's fees and costs incurred as a result of the renter's use of the school facilities.

3. A bond of $100.00 in the form of a certified or bank check in that amount shall be deposited with the school business office. This check and the signed contract shall be received by the school business office   at least ten (10) days before the event.

4. The custodian shall remain in the building and shall perform his/her custodial duties as required on the occasion during the period of rental.

5. Games of chance, or other activities, which are contrary to the laws of the State of Connecticut shall be strictly forbidden in the school building or on school grounds.

6. No nails, screws, bolts, or other surface-penetrating articles shall be driven into any part of the building without special permission of the Superintendent of Schools.

1330 (c)

7. All decorations, equipment, and empty containers belonging to the renter and used during the affair must conform to the state and local fire code, and be removed by the renter no later than noon of the day following the affair. Otherwise, the articles shall be ordered by the school officials to be removed by others and the expense deducted from the bond.

8. The use of the school building shall not be granted if such use interferes with the schedules for building use as planned by the Principals and Superintendent. This applies not only to evening affairs but also to any rehearsals desired by the renter.

9. The rental of a school gymnasium or auditorium shall include only that particular area plus the stage, if there is one within the area confines and the toilet rooms in corridors adjacent to the main entrance. If the affair is an athletic event the dressing and shower rooms may be used. No other parts of the building shall be used except by special permission from the Superintendent. The use of the public address system and the stage piano may be included in the contract on request.

10. Special equipment such as sound systems, state lighting etc., may necessitate the use of a technician approved by the building Principal. The technician(s) will be paid by the user. School equipment shall not be used or loaned except when approved by the Principal or designee.

11. Smoking is not allowed on school property

12. Alcohol is not allowed on school property.

13. Police and fire protection must be provided in accordance to town ordinances. Costs for such protection remain the responsibility of the renter. The Superintendent may direct police or fire protection when in his/her judgment the event requires it.

14. Permission to use or rent school premises is not transferable under any circumstances. Groups receiving permission are restricted to the dates and hours approved and to the building area and facilities specified, unless requested changes are approved by the building Principal.

15. Weekend holiday and other non-school day use of facilities and equipment is permitted when:

A. Such use can be properly covered by school custodial personnel.

B. Costs associated with holiday coverage ate provided.

1330(d)

16. "No school days" because of weather, or other crises, will automatically cancel any scheduled events.

17. Events in classes must end at least one-half hour before 10:00 p.m. in order to allow the custodian ample time to secure the building. Overtime will be billed if necessary.

18. The Board of Education reserves the right to require organizations to provide a Certificate of Insurance having a minimum of $250,000 per person, $500,000 Bodily Injury and $100,000 Property Damage naming the Town of Thomaston, its Board of Education, agents, officers and other employees as an additional insured. In making its decision to require a certificate of insurance, the Board shall consider the size of the group, nature of the activity, and the number of people expected to attend.

19. All youth organizations must be conducted with proper supervision.

20. Prior permission is necessary for displays or exhibits.

21. Sneakers must be worn on the gym floors.

22. There will be additional charges for rehearsals, for set-up and for cleanup if extra hours are needed at any Board of Education facility.

Eligibility

1. Use of school facilities is open to all Thomaston community groups for worthwhile purposes when such use will not interfere with the school functions except as noted in number 2 below.

2. No request will be granted for any activity which might unnecessarily jeopardize the health and/or safety to the participants.

3. Use of Thomaston schools can be denied at any time by the Superintendent.

Procedures

1. The applicant will contact the Principal of the building to be used and complete a Request for Use Form.

1330(e)

2. The Request for Use Form is forwarded to the Business Office for billing and approval. Proof of liability insurance is provided to the Business Office. A copy of the action taken on the request is returned to the building Principal. Necessary custodial help is assigned. Subject to the rules and regulations regarding school use, the Request for Use Form is forwarded to the business office for billing and approval etc.

3. Applicant is billed.

4. The custodian or school staff assigned to the event completes the evaluation of the event and returns it to the school Principal.

Rental Classifications

Custodial fees and rent for use of the school facilities shall be according to the following listing:

1. GROUP I - Related School Functions

 A. School and school related activities

B. School affiliations

C. Mandatory adult education classes

2. GROUP II- Town Government Functions Organizations

A. Thomaston Recreation Committee

B. Thomaston related recreational organizations (Little League, etc.)

C. Alumni groups

D. Thomaston non-profit service organizations such as Boy Scouts, Rotary, etc.

E. Local church and church organizations, upon application of the pastor for non-fund raising activity except for religious worship or religious instruction

F. Hospital groups conducting classes

3. GROUP III - All Other Town-Based Non-profit Organizations

A. Including Thomaston churches, upon application of the pastor for religious worship or religious instruction.

1330(f)

Fees

The custodial fees and rent are waived for GROUP I events during the hours a custodian is regularly scheduled. At other times there will be a custodian fee based on time and a half (double time on Sundays) calculated on their hourly rate plus $1.00 per hour service fee charged by the Town of Thomaston for processing wages for all groups, including profit-making school athletic events Rent is based on per diem rate.

The fees (CF) are set annually by the Superintendent and are available upon request.

Rental fees include utilities, but does not include the use of any additional requests for equipment, furniture, or audio visual equipment.

The Board will approve and periodically review a fee schedule for use of facilities.

Regulation approved:   April 13, 2015   THOMASTON PUBLIC SCHOOLS

Policy Revised:   March 13, 2023   Thomaston, Connecticut