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ACTON PUBLIC SCHOOLS
ACTON-BOXBOROUGH REGIONAL SCHOOL DISTRICT
USE OF SCHOOL FACILITIES PROCEDURES
(Revised 7/31/09)
A variety of school facilities are available for rental by school and community groups and individuals. Acton-Boxborough Community Education will schedule all school facilities week days after 5:00p.m., on weekends and holidays. Facility usage at other times is based on availability and is at the discretion of the building principal. Applications for facility rental should be made no later than two weeks in advance of the requested date. Applications for facility rental should be obtained at the Community Education Office in the Administration Building, 15 Charter Road in Acton. The phone number is (978) 266-2525.
All in-school groups will have until July 31st to make requests for the next school year. As of August 1st, non-school groups may obtain rentals on a first come, first served basis.
For a Schedule of Fees, please contact Rich Dushanek at Community Ed.
CLASSIFICATIONS
Rental fees are based on user classification as follows:
CLASS 1 - School Sponsored Groups
• Events authorized and signed by a school faculty member
• Events for varsity sports and parent booster groups
• Community Education programs
• Recognized School related organizations, such as ABSAF, SADD, etc.
• Meetings by official Town groups and boards
• Scout groups
FEES: Custodial fees (on weekends) and kitchen manager fees will be charges. Scout groups (Indian Guides, Campfire, etc.) will be charged an annual processing fee of $10.
EXCEPTIONS: There may be custodial charges assessed on large, school sponsored fund raisers that generate custodial work. This will be determined on a case by case basis by Community Education.
CLASS 2 - Community Service Organizations
This class represents Acton-Boxborough groups/individuals whose main purpose is social, educational, cultural or recreational and NOT business related. Examples include social clubs, condo associations and youth and adult sport groups.
FEES: Processing fees will be charges for all events, including those requiring custodial coverage. Processing fees are due with the facility application and are non-re fundable unless the request for school facilities is denied, Kitchen manager fees will be charged as applicable. Rental fees will be charged for money raising events.
CLASS 3 - Events for Personal or Commercial Benefit of an Organization or Individual
Groups in this category include businesses, private tutors and all others utilizing the buildings for personal or commercial benefit.
FEES: the renting group will be invoiced for all hourly rental and custodial charges after the event. Kitchen manager charges will be assessed when applicable.
FACILITY USE AND REGULATION
Please note: School activities will supersede all non-school rentals. You may be bumped at the last minute if the school needs the space you have reserved. Every effort will be made to find you a similar space or reschedule your event for another date.
SUPERVISION
The applicant is held responsible for the preservation of order and the protection of school property. When attendance or other conditions require the use of police, firemen or parking attendants, the user shall assume full responsibility for their assignments and pay for their services.
RESTRICTIONS
Renting groups shall be responsible for enforcing the following restrictions:
a. Smoking: Smoking is NOT permitted in any school building or on school grounds.
b. Intoxicants: Alcoholic beverages are forbidden on school property at all times.
c. Food or Beverage: Food or beverage may not be served in any area outside the cafeteria. Groups of 25 or more serving food in the cafeteria will be required to have a custodian. Community Education will make the final determination as to the need for a custodian. Groups serving food must obtain a temporary food service permit from the Board of Health Groups utilizing the kitchen for any reason other than using the sink to draw water, must have a kitchen supervisor.
d. Care of Property/Decorations: The renting organization shall be liable for any damages to school property occurring at the time of rental and as a result of the rental Plans for mounting decorations must be approved in advance by the building principal. Tape may be used as long as it does not damage school property and that it is removed by the user at the completion of the activity. No scenery or props belonging to the users may be stored in school buildings. Wax is not to be applied to floors. Furniture or equipment may not be removed and should be replaced to its original location at the completion of the activity.
e. Fire Prevention: All local and state fire safety regulations will be observed. No open flames may be used. All materials used for decorations must be approved in advanced by school officials and the fire chief. Electric fixtures, line extensions, equipment, and appliances may be connected under the direct supervision of a custodian only.
f. Use of Facilities: Rental use will be limited to the facilities and equipment specified in the usage agreement and will, under no circumstances, extend to other rooms, areas or use of equipment. Groups using the school facilities will not be permitted to promote or manage any form of chance, gambling, lotteries, raffles, bingo or other unlawful activities. Groups of children or minors shall NOT have access or use of facilities unless accompanied by an adult supervisor. The school system will remain impartial toward programs of a political nature and strive to give equal opportunity for use of school property to all political parties. School building will not be available for private functions such as birthday parties, family events, celebrations, individual recitals, dinners, etc.
g. Keys: Keys will not be issued to any group/individual A custodian will be assigned( minimum 3 hours) to open and secure the building when the building is not usually open.
h. Concessions: The right of concession and sale of food and drink remains with the school and control rests with school officials. Organizations using the school cafeteria and kitchen facilities for the service or sale of food to the general public must receive a temporary food service permit from the Acton Board of Health.
i. Dances: Dances will be limited to the High School lower gym and to the school cafeterias. Proper footwear must be used for all activities in the gym.
All programs, performances and usage of the school buildings must conclude before 11:00p.m.
LIABILITY FOR INJURY AND RECOVERY OF DAMAGES
The user agrees to save and hold harmless the Acton Public Schools and/or the Acton-Boxborough Regional School District and agrees to assume responsibility for all liabilities arising from incident to the use, it being understood and agreed that the School District assumes no obligations respecting the use of such premises.
USE OF CAFETERIA/KITCHEN
Groups using the kitchen areas for anything more than the acquisition of water, must employ a kitchen manager at the rate of $30/hour. Kitchen equipment will not be available for use by renting groups.
USE OF GYMNASIUMS
Groups/individuals renting the gymnasiums must wear sneakers and conduct athletic activities in a safe and supervised manner. Due to liability issues, gyms will not be rented to individuals for children's birthday parties.
USE OF THE SWIMMING POOL
The High School pool may be rented to a group of 15 to 50 people. One currently certified lifeguard will be required for each group of 15-25 people. Two lifeguards will be required for groups of 26-50 people. The names(s) and certification(s) (CPR, first aid and lifeguard training) of the lifeguard(s) must be submitted with the application. A custodian will be required for any group using the High School pool.
USE OF ED LEARY FIELD
School athletic events have first priority for the use of Ed Leary Field. All requests for Ed Leary Field usage must be approved by the Community Education Director, All approved evening events must conclude by 10:00 p.m. and the sound system turned off. Stadium lights must be turned off by 10:30 p.m. and the parking lot cleared at that time. There is a $30/hour charge for the lights. An event may go beyond that time in the event of overtime.
USE OF AUDIO VISUAL EQUIPMENT
Renting groups should indicate the need for audiovisual equipment on the application form. For information on the availability of AV equipment and any associated charges, call Brendan Hearn at (978) 264-4700 x3425.
CANCELLATION OF EVENTS
In the event that school is canceled due to inclement weather or other emergencies, outside rental will also be canceled. You will be notified by the Community Education office if this has occurred,
Occasionally, requests for large group activities or activities of an unusual nature may necessitate specific precautionary measures before permission is granted. In order to protect the health and safety of participants as well as protect school property, activities where attendance is expected to exceed 500 are required to hire a police officer. Proof of adequate insurance may also be required. The following procedure will be followed before the use of facility request is approved where extenuating circumstances would cause danger to persons or property:
a. A representative of the renting group will submit an application that will be reviewed by the Director of Community Education. A meeting may be necessary to clarify the request.
b. The reservation is contingent upon:
1. Written approval from the Acton board of Selection that the police and fire protection will be adequate.
2. The Superintendent is satisfied that the insurance coverage is adequate.
3. The School Committee approves with a majority vote.
The use of school facilities is a privilege. Acton-Boxborough Community Education, Acton Public Schools and the Acton-Boxborough Regional School Committees reserve the right to deny or restrict usage of the school facilities.
PAYMENT OF FEES
Processing fees are payable and due at the time of application. All other costs well be billed to the user after the event. All checks should be made payable to: "Acton-Boxborough Community Education" and sent to:
Acton-Boxborough Community Education
Administration Building
15 Charter Road
Acton, MA 01720