Community Use of Schools:  Policies Halton Catholic District School Board HOME > COMMUNITY USE OF SCHOOLS

 Home • View Facilities • Insurance • Policies • Terms & Conditions • Rates • Emergency Closures

Purpose

To permit the use of school buildings, grounds and facilities of the Halton Catholic District School Board for community use within established Administrative Procedures and School Rules and Regulations as amended from time to time, provided there is no additional cost to the Board.

Application and Scope

This Policy applies to all school sites, buildings, facilities, playfields, playgrounds, parking lots, furniture and equipment under the jurisdiction of the Board and applies to all eligible community members, groups, organizations, institutions and agencies making application for a Community Use of School Facilities (CUSF) Permit under this Policy and all those issued a CUSF Permit under this Policy.

Principles

·       The Halton Catholic District School Board recognizes the importance of fostering cooperation with community organizations and recognizes a certain commitment to the community regarding the use of school facilities.

·       It is understood that a priority will be accorded to the educational program of the school and to the protection of buildings, facilities, playfields, parking lots, grounds, furniture and equipment.

·       The Board recognizes that as a publicly funded body and responsible community member, school buildings, facilities, playfields, parking lots, grounds, furniture and equipment should reasonably be made available to eligible applicants for community use where such use does not impede or compromise the educational programs offered in the Board’s schools or interfere with custodial and maintenance work programs.

·       The Board recognizes and endorses the concept of “Community Use of School Facilities” and therefore maintains appropriate procedures, rules and regulations to facilitate the application, approval, issuance of permits and the use of its property under this policy.

·       The Board recognizes while making its buildings, facilities, playfields, parking lots, grounds, furniture and equipment available for community use, there is a need to recover certain costs associated with such usage by community groups, organizations, agencies or individuals.

·       The Board recognizes that a schedule of fees and cost recoveries should reflect the varying nature and purpose of community use of its school facilities and property.

·       Formal agreements based on mutual benefit may be established with organizations such as The Roman Catholic Episcopal Corporation of the Diocese of Hamilton in Ontario, Municipal Parks & Recreation Departments, local community colleges and universities.

·       The issuance of permits under this policy shall not establish a rental contract or otherwise between the Halton Catholic District School Board and any individual, group or organization.  Board staff may at any time whatsoever and regardless of whether a fee has been paid, withdraw the use of any school building, facility, playfield, parking lot, grounds, furniture or equipment, if in the opinion of the Board and in its unfettered discretion, the use to which Board property is to be or is being put is incompatible with the Board’s mandate or not in the best interests of the Board or the community.

·       Community Use of School Facilities (CUSF) Permits are not granted to individuals or groups unless they guarantee restitution to the Board in the event of vandalism, damage or loss by posting a Security Deposit, unless alternate arrangements have been made with the Superintendent of Plant.

·       Community Use of School Facilities (CUSF) Permits are not granted to individuals or groups unless liability insurance coverage acceptable to the Board is provided through a recognized organization or by a third party insurance carrier.

·       Community Use of School Facilities (CUSF) Permits are not granted to individuals or groups unless a Board representative, or a responsible person acceptable to the Superintendent of Plant is on duty at the school site during the permitted event.

Requirements

·         Formal Community Use of School Facilities (CUSF) Permit Applications are required, and based upon the Community Use of School Facilities Administrative Procedures, the Superintendent of Plant or designate may issue CUSF Permits for the use of appropriate areas of Board premises.

·         Appropriate Community Use of School Facilities application and approval procedures, partnerships and reciprocal agreements are established such that Board programs, Board or school sponsored activities, Continuing Education, Adult Learning programs, custodial, maintenance work programs and facility repairs are given first priority.

·         Board and school sponsored events such as School Council Meetings, Parent Interviews, Celebrations, Sporting Events, Concerts, School Fundraisers, etc. receive first priority, and therefore Principals shall submit information in a timely manner to assist the Community Use of School Facilities (CUSF) Office in scheduling other use of school facilities applications.

·         Parish sponsored events shall receive priority after Board or school sponsored events and before other community groups.

·         School staff shall plan their after regular school hours facility needs in advance of the school year so as not to cause unnecessary cancellation of Community Use of School Facilities (CUSF) Permits after they have been issued.

·         The Board reserves the right to cancel a Community Use of School Facilities (CUSF) Permit at any time without cause or sufficient notice, and in the event of such cancellation, there shall be no claim or right to damage or reimbursement on account of any loss, damage or expense incurred by the CUSF Permit Applicant.

·         The issuance of a Community Use of School Facilities (CUSF) Permit is subject to the terms and conditions approved by the Board and any individual or group that cannot agree to the terms and conditions for the use of school facilities shall not be issued a CUSF Permit.

·         If a Community Use of School Facilities (CUSF) Permit has been issued and the terms and conditions of the agreement have been breached, the CUSF Permit will be cancelled immediately.

·         Approval procedures require that all permit holders provide evidence of the following where applicable:

o        Sponsorship by a recognized organization and the name, mailing address, telephone number, fax number and e-mail address of a contact person;

o        Certificate of appropriate liability insurance coverage;

o        Any license or permit required by a government authority.

·         Approval procedures require that where school facilities are permitted for use, a Custodian, security personnel or responsible person acceptable to the Superintendent of Plant, shall be assigned to the school site to protect the interests of the Board by specifically opening the school, providing access to appropriate areas, ensuring the security of the Board’s property, respond to any emergency situations and secure the school at the completion of the program.  Any and all costs associated with additional Custodial Staff time required to accommodate a CUSF Permit Applicant shall be charged to the Permit Applicant at a rate determined by the Community Use of School Facilities Office.

·         Administrative procedures, rules and regulations of the Community Use of School Facilities (CUSF) Policy are established and maintained to reflect the following:

o        CUSF Permit Applicants will be held responsible to the Board for costs associated with any and all damage to the buildings, facilities, playgrounds, parking lots, grounds, furniture or equipment.

o        Compliance with Board Policies on “Smoke Free Environment”, “Safe Schools”, “Substance Abuse”, “Harassment/Abuse & Neglect” and other applicable policies.

o        Compliance with all provincial and municipal fire safety standards and regulations.

o        All time limits as defined on the CUSF Permit issued shall be observed.

o        Appropriate notice period by either party for the postponement and/or cancellation of a CUSF Permit.

·         The person who signs a Community Use of School Facilities (CUSF) Permit shall be 18 years of age or older, accepts full and personal responsibility for the conduct and supervision of all persons admitted to school buildings and grounds, and is accountable for any and all damages as a result of the use of school property.

·         The person who signs a Community Use of School Facilities (CUSF) Permit, which involves the use of alcohol, shall be 19 years of age or older, accepts full and personal responsibility for the conduct and supervision of all persons admitted to school buildings and grounds, and is accountable for any and all damages as a result of the use of school property.

·         Proof of appropriate insurance coverage as determined by and satisfactory to the Board shall be provided to the Board before a Community Use of School Facilities (CUSF) Permit is issued.

·         The CUSF Permit Applicant shall pay a Security Deposit and the entire amount of the CUSF Permit cost in advance of the starting date of the Permit, unless alternate arrangements have been made with the Superintendent of Plant.

·         The Board may allow the use of alcohol on Board premises provided the group agrees to all terms and conditions as outlined in the Administrative Procedures.  Where alcohol will be served, a Board custodian or responsible person acceptable to the Superintendent of Plant shall be present at the permitted event and the Community Use of School Facilities (CUSF) Permit Applicant shall pay all associated custodial or security costs.

·         The determination of user group classification categories, rental rates, insurance rates, processing fees, custodial rates and other applicable costing shall be as outlined in the Administrative Procedures.

·         The Director of Education shall ensure that administrative procedures to implement the Community Use of School Facilities Policy are established.