Revisions to Policies #3280, #3280E.1 concerning Use of Facilities

on July 19, 2019

The first reading of the district’s revised Public Use of School Facilities Policy #3280 and the related Policy #3280E.1 Use of Facilities – Schedule of Charges was held at a Special Meeting of the Board of Education on Friday, July 19, 2019. Public comment on the revised policies is invited at the August 14, 2019 Board of Education Regular Meeting being held at 9:00 a.m. at the Education Center, 278 Route 32, Central Valley, NY 10917. For more information, visit the Community page on the website: Community/Use of Facilities.  A printable version of the policies is available at: Revised Policies #3280 and #3280E.1 concerning Public Use of School Facilities

Those unable to attend the meeting are requested to send comments in writing to MWCSD Communications: communications@mw.k12.ny.us

Policy #3280 Public Use of School Facilities

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 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. The district retains the right to condition use upon an applicant depositing with the district a sum equaling the estimated costs and fees associated with the proposed use 10 days in advance of the requested use.  The district retains the further right to waive user fees for groups that are associated with or sponsored by the district.
  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 minimum) 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 in writing and submitted to the Superintendent of Schools, or his/her designee, at least 14 days prior to the date of the requested use. Additionally, applicants should have a representative attend a seasonal “Athletics Facilities Use Meeting” if requesting to use athletic fields or gymnasiums.   A use permit application is available online.
  2. All applications shall be submitted with application fee, if applicable, 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. All applications must be signed by an authorized agent of the group or organization requesting use.  The applicant’s signature on the application shall attest to the group or organization’s intent to comply with all Board policies and regulations and to use 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 Superintendent. Permits shall not be transferable.
  7. The Superintendent 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

Policy #3280E.1 Use of Facilities – Schedule of Charges

The School District has established a schedule of charges for the use of school facilities as follows:

Classification of Groups:

  • Class I:  Parent-Teacher Groups recognized by the Board of Education (i.e., PTAs and Booster Clubs) and events hosted by the Monroe-Woodbury CSD.
  • Class II:  Community based local/national affiliated youth groups such as Boy Scouts, Girl Scouts, LYSA, government agencies, used for polling, fire departments, and similar agencies.
  • Class IIIa:  In-Season, District based Non-Profit Organizations with 100% MWCSD residents (i.e., recreational teams.)
  • Class IIIb:  Out-of-Season, District based Non-Profit Organizations with 100% MWCSD residents (i.e., recreational teams.)
  • Class IV:  Community affiliated adult organizations and Non-Profit groups with a minimum of 75% MWCSD residents (i.e., travel teams)
  • Class V:  For Profit Groups or businesses and Non-Profit Organizations with less than 75% of MWCSD residents.

The following charges apply to facilities use:

Table of Use of Facilities Fees
Group
(by Classification)
 Application Fee Usage Fee
(During *Regular hours)
Usage Fees
(Outside of *Regular hours)
 
I –  Parent Teacher organizations recognized by the Board of Education (i.e., Each building’s PTA, SEPTA, M-W Booster Clubs) and Events hosted by the Monroe-Woodbury CSD.  

Yes, a one-time yearly fee.
(Sept. – June)

 

No

 

Yes, if these events require additional staffing.

II – Community based local/national affiliated youth groups, government and similar agencies  

Yes

 

Yes

 

Yes

IIIa – In-Season, District Based Non-Profit Organizations, 100% MWCSD  

Yes

 

No

 

Yes

IIIb Out-of-Season, District Based Non-Profit Organizations, 100% MWCSD  

Yes

 

Yes

 

Yes

IV – Community affiliated adult organizations and Non- Profit groups with a minimum of 75% MWCSD  

Yes

 

Yes

 

Yes

V – For Profit Groups or businesses and Non-Profit Organizations with less than 75% of MWCSD residents. For Profit Businesses are required to enter into a lease agreement for any uses of the school facilities, with district approval.

 

*Regular Hours are 7:00 a.m. to 8:30 p.m. Monday through Friday, excluding holidays. All buildings will be closed on Federal Holidays.
**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.