Policy 3280, 3280E.1 – Public Use of School Facilities

Board of Education Policy #3280

While the district’s school buildings and grounds are maintained primarily for the purpose of educating students within the district, the Board of Education recognizes that the buildings and grounds are a valuable community resource and believes that this resource should be available to the community for specific uses that will not interfere with educational activities. This policy is intended to identify the uses that community groups may make of those facilities.

Permitted Uses:

District facilities may be used for the purposes listed below, subject to the conditions and restrictions set forth in this policy.

  1. Instruction in any branch of education, learning or the arts.
  2. Public library purposes, subject to provisions of the Education Law, or as stations of public libraries.
  3. Social, civic and recreational meetings and entertainments, or other uses pertaining to the welfare of the community so long as such uses are non-exclusive and open to the general public.
  4. Meetings, entertainment and occasions where admission fees are charged, when the proceeds are to be spent for an educational or charitable purpose.
  5. Polling places for holding primaries and elections, for the registration of voters.
  6. Civic forums and community centers.
  7. Recreation, physical training and athletics, including competitive athletic contests of children attending a private, nonprofit school
  8. Graduation exercises held by not-for-profit elementary and secondary schools, provided that no religious service is performed.

Prohibited Uses:

Any use not permitted by this policy is prohibited. In addition, the following uses are specifically prohibited.

  1. Meetings sponsored by political organizations.
  2. Meetings, entertainments and occasions that are under the exclusive control of and the proceeds are to be applied for the benefit of a society, association or organization of a religious sect or denomination or of a fraternal, secret or exclusive society or organization, other than veterans’ organizations or volunteer fire fighters or volunteer ambulance workers.
  3. The Board of Education regards the use of school facilities for games of chance an improper use of a public building and will not authorize any request for such purpose.

Conditions of Use for District Facilities:

  1. Use of district facilities may be permitted unless such facilities are in use for school purposes, or during educational programs. The district reserves the right to determine if a requested use would interfere with or disturb the district’s educational programs.
  2. To ensure that district facilities are preserved for the benefit of the greater district community, only community based groups and organizations (that is, groups which are located within the geographic area covered by the district) may be granted access to district facilities.
  3. Use of district facilities will be permitted only where the applicant agrees to pay the district charges according to district policy # 3280E.1 “Use of Facilities – Schedule of Charges” adopted by the district to cover the costs of heat, electricity, maintenance, custodial services, security and any other expenses associated with the requested use. Use is further conditioned upon the applicant’s agreement to pay additional fees associated with the use of any additional services or equipment. By returning the signed electronic contract prior to facility use, the applicant agrees to stated fees and conditions.
  4. Where, in the judgment of the district, the requested use of district facilities requires special equipment or supervision, the district reserves the right to deny such use, or in the alternative, to condition such use upon the applicant’s payment of additional fees in accordance with paragraph c above. Only authorized personnel shall operate district equipment.
  5. Use of district facilities will only be permitted where the organization provides the district timely evidence of adequate insurance coverage ($$1,000,000 per occurrence / $2,000,000 aggregate) to save the district harmless from all liability, property damage, personal injuries and/or medical expenses. The district will exercise complete and unreviewable discretion regarding what constitutes adequate insurance coverage for each proposed use.
  6. The District reserves the discretion to deny use of district facilities described above, or to terminate use of district facilities:
    1. By an applicant who has previously misused or abused district facilities or property or who has violated this policy;
    2. For any use which could have the effect of violating the Establishment Clause of the United States Constitution or other provisions of the United States or New York State Constitutions;
    3. For any use which, in the estimation of the Board, could reasonably be expected to or actually does give rise to a riot or public disturbance;
    4. For any use which the Board deems inconsistent with this policy;
    5. For any use by a private for-profit entity that has the effect of promoting the products or services of such entity;
    6. In any instance where alcoholic beverages or unlawful drugs are sold, distributed, consumed, promoted or possessed;
    7. For any use prohibited by law.

Application Procedure for Use of District Facilities:

  1. All applications for use of school facilities shall be made electronically through the District’s online facility scheduler, at least 14 days prior to the date of the requested use. Additionally, applicants should have a representative attend an annual “Facilities Use Meeting.”
  2. All applications will require an application fee, which will appear on the first monthly invoice, as per policy # 3280E.1 “Use of Facilities – Schedule of Charges.”
  3. The applicant must clearly and completely describe the intended use of the district facility in the application.
  4. All applicants must review this policy prior to submitting the application. A returned contract shall attest to the group or organization’s intent to comply with all Board policies and regulations and to use the district facilities strictly in accordance with the use described in the application.
  5. All applicants must agree to assume responsibility for all damages resulting from its use of district facilities. Proof of adequate insurance must be provided with application.
  6. Permits shall be valid only for the facility, use, dates and time specified in the permit. No adjustment to the permit is allowed except with the prior written approval of the District. Permits shall not be transferable.
  7. The District is authorized to alter or cancel any permit if it becomes necessary to use the facility for school purposes or for other justifiable reason.
  8. With regard to scheduling activities, the district retains the right to give preference to groups and organizations which are associated with or sponsored by the district.
  9. Issuance of a permit shall not limit the right of access to the facility by district staff.

Ref:    Education Law §414

34 Code of Federal Regulation (CFR) Part 108

20 USC §7905

Effective date: 7/1/2019

Monroe-Woodbury Central School District

Board of Education Policy #3280E.1

The School District has established a schedule of charges based on the following classifications:

Classification of Groups:

  • Class I: Events hosted by the Monroe-Woodbury Central School District
  • Class II: Community based non-profit groups with 100% MWCSD residents
  • Class III: Community affiliated non- profit and for profit organizations with at least 75% MWCSD residents

Class I and Class II groups may be eligible for discounts.

**NOTE: Additional fees may be imposed for the use of district equipment (i.e., mats) and/or additional services (i.e., set-up and break-down.)

Priority for all facility space shall be determined as follows:

  1. Regular school activities including classes, clubs, teams, etc;
  2. Adult Continuing Education Program activities;
  3. Approved non-school groups, in-season, with preference given to organizations whose participants are predominantly Monroe-Woodbury Central School District residents;
  4. Abiding by the application process and applicable deadlines.

Please refer to the Annual Schedule of Fees/Rates that are in effect. All rates are determined at the District’s Annual Organizational Meeting in July.

Effective: July 1, 2020

Monroe-Woodbury Central School District


A printable version of these policies is available: Policies 3280/3280E.1