Policy Manual
NEPN/NSBA Code:
KF
School Facilities Use Philosophy: Recognizing that school facilities belong to the community, the Auburn School Committee encourages the use of these facilities for activities that benefit the community. Community uses include activities that are educational, recreational, social, civic and philanthropic in nature and are consistent with School Committee policies. Community activities should not interfere with the normal operations and maintenance of school facilities. Definition: School facilities are buildings, grounds, parking lots, and playing fields, excluding kitchen facilities and equipment. Priorities of Use of Facilities: a. Auburn schools and related educational and school sponsored and sanctioned co-curricular activities, Parent Teacher Organizations, school booster groups, and the Auburn Educational Foundation functions. b. Auburn City government and interrelated agencies. c. Auburn School business partners. d. Auburn organization and groups, i.e. civic private, non-private and social (Girl/Boy Scouts). e. All other organizations and groups. In certain circumstances where building use conflict arises, the School department will mediate for equitable resolve. Application for Building Use: All applications for use of facilities shall be obtained through the Office of the Superintendent. Procedures for Application: a. Request forms shall be completed by the individual seeking the use of the facility and forwarded to the appropriate building principal for processing. The building principal will forward the request to the Superintendent, or designee, who will notify the individual of the application status. b. Application for the use of facilities must be made no more than 60 days in advance and no fewer than 15 days prior to the date of use. Exceptions for use of facilities requiring longer lead-time will be reviewed as appropriate. Requests for use of facilities with fewer than 15 days notice, will be considered on case-by-case basis. Every effort will be made to maintain the event as per schedule. The School Department reserves the right to cancel without reimbursing the applicant for lost revenues and/or incurred expenses. Conditions of Use a. Auburn School Department requires a custodian to be present while facilities are in use. When possible, the hours during which facilities are used shall coincide with the hours custodians are regularly scheduled, unless arrangements are made. Payment for custodial overtime is required. b. It is the responsibility of the persons or organizations using the facilities to leave them in the same condition in which they were received. If this is not done to the satisfaction of the Building Principal, a charge shall be levied for any required clean-up costs in excess of any fees that would otherwise be applicable. c. Only approved school functions are covered by the School Committee’s liability insurance policies. All other persons or organizations using the facilities or grounds must provide their own liability insurance coverage and provide their Certificate of Insurance, listing the Auburn School Department, 60 Court Street, Auburn, ME as additionally insured, with their facility use Auburn School Department
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Policy Manual
NEPN/NSBA Code:
KF
application. Liability coverage will be maintained at minimum of $400,000.00 per occurrence with $25,000 for damages. d. The persons or organizations shall be responsible for all breakage caused as a result of its use, and shall pay for all breakage, loss of equipment, or damage to facilities. e. It shall be the responsibility of the persons or organizations to see that adequate supervision is maintained at all times and that the person in charge is at least 21 years of age. f. Facilities shall not be used for any purpose or in any way that is not consistent with the aforementioned philosophy. g. All persons or organizations using facilities are responsible for preserving order during all activities and are required to comply with all applicable statues, ordinances and regulations, and policies or conditions imposed upon the Auburn School Department. If security is necessary, the securing and payment for Auburn Police services shall be the responsibility of those using the facility. Contingent on the event, Auburn School Department may require security services to be present at user’s expense. h. Any use of a kitchen will require the presence of a food service employee with costs reimbursed by the persons or organizations using the facility. i. Food may only be consumed in designated areas. Prohibited Activities a. No school facility, grounds, parking lots or playing fields shall be made available for any purpose that may, in the opinion of the Auburn School Committee, present a risk of damage to any school buildings, grounds or equipment. b. No school facility shall be made available to any group that advocates unconstitutional or illegal acts or is contrary to the best interest of the school system or to the educational welfare of students. c. Weapons, alcoholic beverages, tobacco products and illegal drugs are prohibited within any facility or on school grounds. d. No vehicle shall be permitted on any fields or athletic track. Use of golf carts is conditional based on protection of field conditions and athletic tracks against wear. e. Failure to abide by the above conditions will result in future facilities and grounds use denial. Adopted: Revised:
Prior To 1984 October 31, 2010, September 4, 2013
Auburn School Department
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