COMMUNITY USE OF SCHOOLS

Background

Whenever possible, beyond the provision of mandatory education for students, District facilities will be made available to the community.

Procedures

1. Eligibility of Applicants
   1. Applicants must be capable of accepting responsibility for conduct of participants and financially responsible for damage.
2. Suitability of Facilities
   1. There is no warranty, expressed or implied, on the part of the District as to the suitability or condition of the premises and lessee must accept same at their own risk.  The District reserves the right to substitute one facility for another if the need arises.
3. Type of Activity
   1. Lessee must limit themselves and their group to the activity or activities specified in contract, unless otherwise authorized in writing.
4. Applications
   1. Applicants requesting the use of District facilities are required to complete the forms provided.  These forms shall be submitted at least 15 calendar days prior to commencement date.
   2. Each Principal shall indicate to the Custodial/Community Use Manager by June 15 of each year the evenings they wish to have school facilities reserved for after school educational activities during the following school year.If any discrepancies arise, the Superintendent will determine the educational justification.  No requests will be considered after June 15.
   3. User categories are listed in descending order of priority:
      1. Students of the school – under control of the Principal
      2. District Requirements
      3. Joint Use Agreements
      4. Other community groups
      5. Commercial
      6. District Employees – For personal recreation activities on regular school days only
   4. Users in categories 4.3.4 to 4.3.7 will, under no circumstances, advertise or promote their activity as being connected in any way with the operation of the school or the District, and shall use the name of the school only to identify the site where the activity takes place, and not as part of the title of the activity.
5. Charges
   1. Charges will be paid in advance, or as otherwise arranged, to the District in accordance with current rates.  For activities involving more than 20 people or over a period of more than 5 days, a 10% administrative fee will be charged.  Playing field charges will only apply to users over the age of 19 years.  Rental rates are available as listed on the District website.If additional custodial services are requested or required, these services will be provided as indicated by the Principal.
6. Cancellation
   1. If any of the facilities covered by a contract are required for purposes of the District, the said facilities shall be made available to the District, provided that the Lessee receives ten (10) calendar days notice in writing of any such intended use.  Lessee shall give ten (10) calendar days notice prior to cancellation of the contract or a 10% cancellation fee will be charged.
7. Supervision
   1. The person in charge of a group is responsible for the admission, and conduct of all participants and/or spectators on District property.  The District reserves the right to evaluate the supervision provided.
   2. A Facility Supervisor is required when District facilities are used on days or nights when either school or schools are not in session, when custodians are not on duty, or in situations where the Custodial/Community Use Manager deems it necessary.  Facility Supervisors are employed by the District at the Lessee’s expense.
   3. The District reserves the right to cancel permits where it considers control is inadequate.
   4. The individual designated as “in charge” will:
      1. Where applicable, make themselves known to the custodian on duty or the Facility Supervisor in the building.
      2. Enforce all District procedures concerning the use of school facilities and playing fields.
      3. Supervise entrance and adjacent area to prevent unauthorized persons from entering the building.
      4. Limit activities and participants to the area assigned to the group.
      5. Ensure that specified days and times are adhered to.
8. District Premises
   1. District premises will be available Monday to Sunday inclusive, at times other than required for school and District needs.  No sub‑letting of facilities is permitted.
      1. All requests for use of school equipment must be approved by the Principal of the school 10 days prior to use.
      2. Footwear which could damage or mark floors is not permitted.
      3. Groups playing soccer indoors must use approved indoor soccer balls.
      4. There shall be no consumption of alcohol and no smoking on District property as per Administrative Procedures 162 - Smoke and Vape Free Environment and Administrative Procedure 163 - Alcoholic Beverages or Impairing Substances.
      5. Lessees shall familiarize themselves with school evacuation plans.
      6. Outdoor facilities are available to groups aged 19 or over at rates as per the Appendix.
      7. Claremont and Parkland tracks will not be available for out of District use without District approval.  Fee to be determined by the Custodial/Community Use Manager.
      8. Shower and washroom facilities are available at cost.
      9. Floor hockey is not permitted in any District gymnasium.
      10. We do not allow birthday parties, food or drinks in our gyms.
9. Playing Fields
   1. All requests for use of fields will be authorized by the Custodial/Community Use Manager.  A schedule of approved activities and other relevant records will be kept by the Custodial/Community Use Manager.  The District reserves the right at any time to cancel, without notice, the use of any playing fields, and/or outdoor facilities if in the opinion of the District such playing fields/outdoor facilities require maintenance or are unfit for use.  The District shall be the sole judge of the condition of the playing fields, but will expect the Lessee to exercise judgement in the use of fields during inclement weather.  Deliberate abuse of the District premises and/or facilities may result in the Lessee’s contract being terminated.
10. Parking and Parking Lots
    1. Parking of vehicles shall be prohibited on all school grounds, except in specified parking lots.  Fire lanes must be kept clear at all times.  Use of parking lots is arranged through the Custodial/Community Use Manager.  Rates for activities in parking lots shall be set by the Custodial/Community Use Manager.
    2. We do not allow motorcycle training or practice in our parking lots.
    3. We do not allow electric bicycle training or selling by companies in our parking lots. 
11. Property
    1. The Lessee will indemnify and save harmless the District from all manner of actions, causes of action, suits, debts, demands, loss, costs, claims and demands whatsoever arising either directly or indirectly as a result of the use of school property.
    2. The Lessee shall indemnify the District forthwith or upon demand for any loss or damage or power wastage occurring to the property of the District, resulting either directly or indirectly as a result of the use of the facilities under the terms of this Agreement.  Lessee is responsible for any costs involved in “securing” facilities left open by Lessee.