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HomeMy WebLinkAbout05 Report 02-097 Revisions to Policy P.012.CON Community Use of School Facilitiesr M,j OTTAWA CARLETON DISTRICT SCHOOL BOARD 24 April 2002 Report No. 02 -097 to the Chair's Committee RE: Revisions to Policy P.012.CON Community Use of School Facilities ORIGINATORS: Judy Turriff, Superintendent of Facilities and Physical Planning Michael Carson, Manager, Facilities, Planning and Transportation Dick Wells, Facilities Planning Officer Jane Gorman, Community Use of Schools PURPOSE: To seek approval for the revisions to Policy P.012.CON Community Use of School Facilities. BACKGROUND: 2. The OCDSB is pleased to be able to provide its facilities to the community for its use. In the Board's continuous and long - standing commitment to the community, staff recognizes the importance of these facilities to the residence of the City of Ottawa. However, the Ministry of Education funding does not cover the cost of activities outside normal day program hours. The policy and procedure pertaining to community use have been developed to ensure continued access without negatively impacting on the Board's day program and students. 3. In 2000 -2001, community use of schools hours comprised of 86,200 hours of use by the community and 87,000 hours of use by Board programs and departments for a total of 173,200 hours. 4. In December 2001, Trustees were advised of proposed changes to the Community Use of School Facilities policy. Changes to Procedure PR.507.CON Community Use of School Facilities were also included for information. 5. As part of the consultation process, the proposed changes were presented to municipal representatives and an Open House was held for the community at large on January 31. It was circulated to all school councils; OCSAC; trustees and student trustees; federations and unions; principal and vice - principal associations; Arts Advisory Committee; Alternative Schools Advisory Committee; Children and Youth at Risk Advisory Committee; Community Council for Ethnocultural Equity and SEAC co- chairs with a request to submit input by 28 March 2002. STATUS: Input has been received from the following sources and is summarized in the attached matrix (Appendix A): a) Secondary Principals (OCSSAN) b) Elementary Principals (OCESAA) c) 1 Elementary School Principal c) 1 School Council Chair d) 1 Student Council Chair e) Physical Planning Staff 7. The only response directly related to the Policy was from an elementary principal expressing positive support to extend the prohibition of alcohol on Board property to secondary schools. As such, no additional changes have been made to the policy, other than those on the original submission (see Attachment B). All other comments and suggested changes pertained to the procedure. 8. Feedback was received from principals expressing concerns pertaining to the use of school facilities by both the community and Continuing Education programs. Issues included the impact the heavy demands placed on the schools and reimbursement for the staff hours required to maintain the facility to an acceptable standard for the day program. 9. The procedure attempts to address the competing needs of the students served through the day program and the evening and weekend programs. 10. Due to the delivery requirements for some of these programs, there may be certain schools, because of their location, that are more suitable than others and, therefore, have been used more frequently and more regularly than other locations. 11. The Board remains committed to its numerous Continuing Education programs. Staff will be submitting a report to Trustees in October 2002, addressing these concerns and other issues pertaining to community use cost recovery and Continuing Education program funding and costs. 12. Procedure PR.507.CON Community Use of School Facilities is attached for information (see Appendix C). 13. On 25 March 2002, Board approved the fee schedule and also passed the following motion: A. THAT for the 2002 -03 school year, fees be increased by 25% over current fees but that no organization change user category, except for the change recommended by staff for the adult recreation groups; and that the staff - recommended administration, cancellation and amendment fees be implemented for the 2002 -03 school year; B. THAT staff present to the October 2002 Business Services committee a draft policy on Community Use of Schools which provides a basis for establishing a fee schedule which differentiates among users taking into account the following and other criteria that staff consider appropriate: i) THAT community organizations who meet the following criteria be expected to cover incremental costs but not costs that the Board would have to incur whether or not they were using our facilities: not - for - profit; volunteer Board and significant volunteer involvement; serving children and /or youth; providing educational, social, cultural or athletic programming; programs open to all children (like public schools); other factors (e.g. accessibility of programs, availability of bursaries for disadvantaged children, having a constitution, holding an Annual General Meeting, democratic operating procedures) that staff may consider appropriate. ii) THAT not - for -profit community organizations providing programs and services for adults be expected to pay the full cost of their use based on total average costs; iii) THAT for -profit organizations including businesses and not -for profit organizations including private schools and religious organizations should be charged the full costs of their use and possibly additional fees to partially or fully cross - subsidize programs for children and youth; iv) THAT schools whose facilities are used by community groups receive appropriate compensation in budgetary allocations; C. THAT staff present to the October Business Services Committee a report: proposing a definition, rationale and breakdown for "incremental costs" for community use which would exclude costs which the Board would incur whether or not community groups were using our facilities; recommending a fee schedule for user categories proposed in the draft policy referred to in part A; D. THAT staff report to the October Business Services Committee on the Continuing Education program and include: a complete costing of this program including all direct and indirect costs including facility costs; recommendations to increase fees to the level required to reach full cost recovery based on average total costs for "general interest" continuing education courses for adults, except for courses that would have benefits for children and youth such as parenting courses; information on fees for other courses. 13.1 In light of the above, staff had considered deferring the policy change, which would be effective September 2002; however, concerns have been raised about the application of the current policy and procedure as they relate to the Special Occasion Permit process. RECOMMENDATION: THAT revised Policy P.012.CON Community Use of School Facilities be approved. James P. Grieve Judi Turriff Director of Education/ Secretary to the Board Superintendent of Facilities and Physical Planning r r OTTAWA - CARLETON DISTRICT SCHOOL BOARD COMMUNITY USE OF SCHOOLS POLICY AND PROCEDURE REVIEW RESPONSES r -_ Appendix A RESPONSE FROM COMMENTS / CHANGES REQUESTED STAFF RESPONSE Elementary Principals Policy 2.4 - Supports the extension of prohibition of alcohol on Noted. Board property to secondary schools. Secondary Principals Proc. 3.4.1 - June 1 timeline for submitting the annual school The school schedules are required by June 1 to allow Community Elementary Principals schedule to the Community Use of Schools office is too early Use of Schools staff time to review the schools' requests for the 1 School Council Chair for schools, school councils and student councils to organize new school year and contact them to confirm the information before 1 Student Council Chair their activities for the new school year. the principals leave for summer break. All other permits issued to the community are based on the information received from the schools. Permits to the community must be issued and released by 15 August so that they may prepare for their next year of activities. Secondary Principals Proc. 3.4.3 - Not allowing schools and school councils to As in the past, should a school require an additional evening or 1 School Council Chair block book more than one weeknight and 3 weekends per weekend for a special event, those arrangements can be made 1 Student Council Chair year is too restrictive. jointly between the school and the Community Use of Schools Elementary Principals Weekend use incurs extra cost to the Board and K -6 level office if it does not negatively impact on community use. does not need the time. Most activities can be worked within Monday to Friday Elementary Principals Proc. 3.4.4 -Does a community user get the facility and not A school's first opportunity to schedule an event is in June, on the 1 School Council Chair the school? Which event receives priority? If the gym is annual schedule. If a date is required after that time and it is booked every night to the community how can the school or possible to give the school the date requested without negatively school council hold one time events? What does "subject to impacting on the community permit, that arrangement can be made previous commitments made" mean? through the Community Use of Schools office. Secondary Principals 1) Policy does not address the remuneration to schools for This concern will be addressed through a report to Board schedule significant wear and tear from Continuing Education for October 2002. This report will pertain to community use cost Programs. recovery and Continuing Education program funding and costs. 2) Proc. - 3.2.2 a) Day school should have priority over Schools have first use of their own facilities, before any other Board Continuing Education Programs. department, the municipality or the community 3) Proc 3.17 - Approval for the use of sports fields by Discussions with the City will be taking place to discuss this issue community groups should be subject to consultation with the and other issues relating to field use. school principal and Physical Facilities. 9 ro ro l� z t7 H X J V Physical Planning 24 April 2002 W Appendix A RESPONSE FROM COMMENTS / CHANGES REQUESTED STAFF RESPONSE Elementary Principals 1 Elementary Principal 1) Proc. 3.2.1 - Does staff member supervising include a custodian? No, this statement pertains to staff who would normally be responsible for supervision, principals or teaching staff. 2) Proc. 3.6.1 - It should be noted that custodians in the building do not constitute school staff supervising. Noted and procedure amended. 3) All rooms and equipment to be used should be noted on the permit. It has been the practice to include as much information as possible on the permit including room numbers and equipment when advise 1 School Council Chair 1) Proc. 3.1 - Which event receives priority, school or outside users? As stated in 3.2.2, schools have first priority for the use of their facilities. 2) Proc. 3.2.2 and 3.4.2 - Where do after school care programs fit in this? If a school or school council is sponsoring an after school program, it will have first priority, followed by community or municipal requests. 3) Proc. 3.4.1 - Where do school council events fit into this? Most school councils submit their own annual schedule of events. Sometimes, the principal includes the school council's events on the annual school schedule. Elementary Principals 1) Proc. 3.2.2 - Include Schools Councils under Group A. Noted and procedure amended. 2) Proc. 3.6.1 - Remove "when school staff is unavailable to supervise ". Noted and procedure amended Continuing Education Staff 1) Various changes in wording to include and recognize the Continuing Education as part of the process and to establish its priority in the use of school facilities. These changes will be addressed as part of the report pertaining to Community Use cost recovery and Continuing Education programs, funding and revenue generation, to be submitted to Board in October 2002. 2) Proc. 3.4.1 - School schedules received by 1 June, finalized by 1 July and issue permits by 15 August with adjustments to the permits by 30 June and to be accommodated subject to previous commitments made based on the scheduled availability of facilities Even when the schools submit their annual schedules in a timely manner, staffing considerations in the Community Use of Schools office would make it difficult to finalize 1500 permits by 1 July. However, the Community Use of Schools office makes every effort to release the permits by 15 August 2002. 3) Proc. (New) 6.0 - Timelines for bookings to include commitments and confirmations from schools and Board departments. The Community Use of Schools office will issue a schedule, to be used as a guideline, to ensure information is received in a timely manner to allow permits to be issued within a reasonable timeframe. Physical Planning Staff Proc. 3.71 - Further definition of activities not considered appropriate use of school facilities 1 Noted and procedure amended. 11 Physical Planning 2 4pril 2002 APPENDIX B a57, To Chairs' Committee for Information - 24 April 2002 OTTAWA - CARLETON DISTRICT SCHOOL BOARD W POLICY NO. P.012.CON TITLE: COMMUNITY USE OF SCHOOL FACILITIES Date Issued: 12 March 1998 Revised: Authorization: Board 98/02/23 Revised Next Review: 06/2000 06/2005 1.0 OBJECTIVE Revised To promote the concept of community schools by: a) making Board facilities and resources available to the municipality and eeies members of the community through the use of permits and written agreements as appropriate and with reasonable cost recoverable user fees, where applicable; b) co- operating with the City of Ottawa to permit use of Board facilities or property for the general benefit of the community; and C) requiring school staff to plan their facility needs after regular school hours in advance of the school year so as not to cause unnecessary cancellation of community permits after they have been issued. 2.0 POLICY Revised 2.1 The schedule of user fees for the different categories of community ass groups for use of school facilities shall be updated annually as approved by the Board through the budget p- ,.eels, with the new schedule taking effect the following September. The Board shall also retain approval authority for fees included in individual written agreements; such fees may vary depending on the scope of the agreement. Revised 2.2 All bookings for the use of school facilities and administration of permits, leases and agreements shall be the responsibility of the Board's central Community Use of Schools booking office. 2.3 User fees shall be reviewed annually and adjusted to ensure that the Board recovers totally the costs incurred through community use of school facilities. Revised 2.4 LR'IpadT- C.F.cczai OfC -a.9} PPr$,& Pr-6FE'SS and prevailing lieefkEes J have first been ebtained by the pefmit hekler-. Permit holders and participants covered by a permit are prohibited from consuming alcohol on Board property. 2.5 Smoking is prohibited on Board property. -1- P.012.CON abTo Chairs' Committee for Information - 24 April 2002 3.0 SPECIFIC DIRECTIVES 3.1 The Director of Education shall issue such procedures as may be necessary to implement this policy. 4.0 REFERENCES Board Policy P.060.FIN: Vandalism, Theft, Damage or Loss Board Policy P.033.SCO: Smoking on Board Premises Board Procedure PR.507.CON: Community Use of School Facilities Board Procedure P.522.SCO: Smoking on Board Premises Board Procedure PR.552.FIN: Vandalism, Theft, Damage or Loss -2- P.012.CON APPENDIX C To Chairs' Committee for Information - 24 April 2002 - OTTAWA- CARLETON DISTRICT SCHOOL BOARD PROCEDURE PR.507.CON TITLE: COMMUNITY USE OF SCHOOL FACILITIES Date issued 12 March 1998 Last revised: 10 June 1998 Authorization: Senior Staff 14 January 1998 Revised Next review: 06f2" 06/2005 1.0 OBJECTIVE To provide procedures for the community's use of indoor and outdoor school facilities, particularly with respect to: a) the use of Board facilities and resources by community groups; b) user fees for community groups. 2.0 RESPONSIBILITY Revised Superintendent of Seheel SeMees Facilities and Physical Planning 3.0 PROCEDURES W 3.1 GENERAL School buildings and grounds are reserved for school use during weekdays until 6:00 p.m. and during the additional times included in the annual schedule submitted by the school. Unforeseen school activities not included in the annual schedule, for example playoff games or night meetings, will be accommodated subject to previous commitments made to other users. School buildings and grounds will be made available to the general public within the Ottawa - Carleton District School Board's area of jurisdiction, subject to the regulations and conditions set out in the following sections. Revised 3.2 USER GROUPS ^ *m RENTAL T CATEGORIES 3.2.1 Events that serve Board - sponsored groups and programs will not be charged for use of school facilities when a permit is obtained issued. Examples of Board - sponsored groups are: Revised a) small school groups accompanied by an Ottawa - Carleton District School Board staff member normally responsible for student supervision, for school activities, including school council meetings or activities; b) Continuing Education programs and Board activities; Revised - 1 - PR.507.CON To Chairs' Committee for Information - 24 April 2002 - Revised 3 2. 3 Cewa.,,,nity y9uth ,,,, . will be eh „a ene dell . _ hour- of minimum $39.09 per-nift fer- use during week nights. See the eeffHnunfty Use-of New 3.2.2 Permit holders, upon approval of a completed OCDSB 24A Community Use of Schools Application and Release form (Attachment 1) will be charged according to the Community Use of Schools (CUS) Fee Schedule (Attachment 2). The priority for bookings is as follows: Revised a) Group A - Board, school, and school council activities and events, e.g., meetings or Continuing Education programs; b) Group B - Municipal activities and events, e.g., meetings, athletics; C) Group C - Youth (under 18) activities with minimum registration fees, organized and maintained by volunteers, and open to everyone in the community, for the benefit of the community; all revenue is reinvested back into the organization; organizers and coaches are not paid salaries or honorariums, e.g., Scouts, Guides, athletic groups; d) Group D - Community activities for adults with minimum registration eests fees, organized and maintained by volunteers, and open to everyone in the community, for the benefit of the community; all revenue is reinvested back into the organization; organizers and coaches are not paid salaries or honorariums, e.g., community associations, adult recreational groups; e) Group E - Private organization with revenue generated to cover program costs and salaries or honorariums paid to organizers and/or instructors or coaches when f the - T- -ti---^ fee efflf fiektat sales is used to p I =b or instFueters, e.g., cultural schools, martial arts classes, religious organizations tae '--ve do sebeels 3.2.3 All other requests applications for use of facilities will be considered after the above -noted requests applications, and the requesfin g applicant groups will be charged user fees if accommodated. Revised 3.3 COST RECOVERY USER FEES Fer any non Board spenser-ed event v y fee, er- at Nyhieh of the ^^ ""'` holder, A fee will be charged for any non -Board sponsored event in -2- PR.507.CON My- Revised 3 2. 3 Cewa.,,,nity y9uth ,,,, . will be eh „a ene dell . _ hour- of minimum $39.09 per-nift fer- use during week nights. See the eeffHnunfty Use-of New 3.2.2 Permit holders, upon approval of a completed OCDSB 24A Community Use of Schools Application and Release form (Attachment 1) will be charged according to the Community Use of Schools (CUS) Fee Schedule (Attachment 2). The priority for bookings is as follows: Revised a) Group A - Board, school, and school council activities and events, e.g., meetings or Continuing Education programs; b) Group B - Municipal activities and events, e.g., meetings, athletics; C) Group C - Youth (under 18) activities with minimum registration fees, organized and maintained by volunteers, and open to everyone in the community, for the benefit of the community; all revenue is reinvested back into the organization; organizers and coaches are not paid salaries or honorariums, e.g., Scouts, Guides, athletic groups; d) Group D - Community activities for adults with minimum registration eests fees, organized and maintained by volunteers, and open to everyone in the community, for the benefit of the community; all revenue is reinvested back into the organization; organizers and coaches are not paid salaries or honorariums, e.g., community associations, adult recreational groups; e) Group E - Private organization with revenue generated to cover program costs and salaries or honorariums paid to organizers and/or instructors or coaches when f the - T- -ti---^ fee efflf fiektat sales is used to p I =b or instFueters, e.g., cultural schools, martial arts classes, religious organizations tae '--ve do sebeels 3.2.3 All other requests applications for use of facilities will be considered after the above -noted requests applications, and the requesfin g applicant groups will be charged user fees if accommodated. Revised 3.3 COST RECOVERY USER FEES Fer any non Board spenser-ed event v y fee, er- at Nyhieh of the ^^ ""'` holder, A fee will be charged for any non -Board sponsored event in -2- PR.507.CON To Chairs' Committee for Information - 24 April 2002 - accordance with the Community Use of Schools Fee Schedule to recover costs. Gest (W rec-eve User fees include the labour cost for opening and closing the school, coverage during the event and clean -up after the event; administrative costs; normal wear and tear; as well as energy and consumable and supply costs. eategefy ar-e: 3.4 SCHOOL SCHEDULING New 3.4.1 Each ,year, the Community Use of Schools office will issue a schedule as a guideline of dates to be met by schools, Board departments, community users and the Communi!y Use of Schools office, to ensure information is received in a timely manner that will allow permits to be processed and issued within a reasonable timeframe. Revised 3.4.2 All elementary and secondary school principals and Continuing Education administrators will prepare an annual schedule, complete with dates and times, of the facilities which will be used by the school and the Continuing Education program during the upcoming school year, after 6:00 p.m. for elementary schools and secondary schools, and on weekends and holidays. The schedules must be submitted to the Community Use of Schools office by 1 June. W Lighthouse ....f:,,:}:.,. st,eu4d . lse be ineluded on Ohis sEhe „la. Adjustments to the schedule can be made at the beginning of the school year up to 15 September. Revised 3.4.3 The hours from after - school until 6:00 p.m. are designated for school activities only. If the school principal chooses to permit non - school users access to facilities after classes to 6:00 p.m., a separate permit must be issued to that user by the Community Use of Schools office. For use outside normal school hours, users schools must be issued a permit from the CUS office in order to co- ordinate use. New 3.4.4 In additional to the events included on the annual schedule, schools are allowed to book their own facilities one evening per week for on -going activities schedule for the entire school year as well as one weekend use per term for a maximum of three weekends per school year. Schools are unable to "block book" multiple evenings during the week or week -ends. Revised 3.4.5 Should an additional evening or weekend be required for a special event, arrangements can be made jointly between the school and the Community Use of Schools office if the arrangements do not ne ag lively impact on existing community use. than these ineluded en the apaival sehedule must be r-efeFFed to the Unforeseen school activities not included in the annual schedule, for example playoff games or special parents' night meetings, will be accommodated subject to previous commitments made to other community users - 3 - PR.507.CON b) religious seFvk-esi, E) ; �a 3.4 SCHOOL SCHEDULING New 3.4.1 Each ,year, the Community Use of Schools office will issue a schedule as a guideline of dates to be met by schools, Board departments, community users and the Communi!y Use of Schools office, to ensure information is received in a timely manner that will allow permits to be processed and issued within a reasonable timeframe. Revised 3.4.2 All elementary and secondary school principals and Continuing Education administrators will prepare an annual schedule, complete with dates and times, of the facilities which will be used by the school and the Continuing Education program during the upcoming school year, after 6:00 p.m. for elementary schools and secondary schools, and on weekends and holidays. The schedules must be submitted to the Community Use of Schools office by 1 June. W Lighthouse ....f:,,:}:.,. st,eu4d . lse be ineluded on Ohis sEhe „la. Adjustments to the schedule can be made at the beginning of the school year up to 15 September. Revised 3.4.3 The hours from after - school until 6:00 p.m. are designated for school activities only. If the school principal chooses to permit non - school users access to facilities after classes to 6:00 p.m., a separate permit must be issued to that user by the Community Use of Schools office. For use outside normal school hours, users schools must be issued a permit from the CUS office in order to co- ordinate use. New 3.4.4 In additional to the events included on the annual schedule, schools are allowed to book their own facilities one evening per week for on -going activities schedule for the entire school year as well as one weekend use per term for a maximum of three weekends per school year. Schools are unable to "block book" multiple evenings during the week or week -ends. Revised 3.4.5 Should an additional evening or weekend be required for a special event, arrangements can be made jointly between the school and the Community Use of Schools office if the arrangements do not ne ag lively impact on existing community use. than these ineluded en the apaival sehedule must be r-efeFFed to the Unforeseen school activities not included in the annual schedule, for example playoff games or special parents' night meetings, will be accommodated subject to previous commitments made to other community users - 3 - PR.507.CON 30 To Chairs' Committee for Information - 24 April 2002 - 3.4.6 Gymnasium use for examination dates must be booked by the schools on their annual schedule otherwise the gym facility will be booked for use by the community. Revised 3.4.7 Inter- and intra - scholastic events after 6.00 p.m. should be included on the annual schedule. Requests for these events after the annual booking will be accommodated only if the date is available and not booked to another user, or with the approval of the Seheelvs Q ice Superintendent of Facilities and Physical Planning. Revised 3.5 PERMIT PROCESSING, CANCELLATIONS AND AMENDMENTS 3.5.1 AN permit - holders whe are charged trier -€ees iviu be eh _ged --25.00 for eanee4afiens—All applicants will be charged a permit processing fee based on the current user fee schedule, subject to change annually. 3.5.2 All permit holders who are charged user fees will be charged cancellation and/or amendment fees based on the current user fee schedule, subject to change annually. Revised 3.5.3 Permit holders who have "block- booked" space can will be cancelled if two consecutive dates are missed. 3.6 AVAILABLE RESOURCES Revised 3.6.1 Prior approval from the principal is required for any access to the offices, classrooms, specialty rooms and staff rooms .•, a -^heel S }..0 ,..,.,,-le to supervise. School principals should inform Community Services staff of any areas of their school which they feel may be par-fiealar-ly sensitive to Eemmunity u-se -are not to be made available to community users. 3.6.2 Non - consumable capital equipment (for example, basketball hoops, score clock) may be made available to the users, subject to the school principal's approval. Equipment such as balls and nets can be made available through cost - sharing arrangement with school. 3.6.3 Other supplies and equipment may also be available with the principal's approval. A qualified technician must be present when the school's multi media audio and lighting equipment is used, and a charge will apply. Where no multi media audio and lighting technician is available, such use is subject to the principal's approval. (Refer also to AUDITORIUMS). -4- PR.507.CON 3/. To Chairs' Committee for Information - 24 April 2002 - (New 3.7 APPROPRIATE USE OF SCHOOL FACILITIES Revised 3.7.1 To eliminate risk and ensure the safety of community permit holders, and to ensure the Board's facilities are used in an appropriate manner, and to ensure unnecessary wear and tear or damages by community users, the Board reserves the right to refuse to issue permits. This refusal may include but is not limited to the following activities: a) firearms and weapons; b) private dies occasions, e.g. weddings, birthday parties, funeral/memorial services; C) floor hockey; d) indoor rugby; e) tennis, f) air balloons; g) skydiving; h) inflatable rides/ attractions; i) roof access; D open flame; k) animals (guide dogs excepted); 1) flammable materials; M) overnight accommodations; n) activities considered potentially hazardous to participants; and o) fireworks. 3.7.2 Requests for permits to be issued under exceptional circumstance may be approved by the Superintendent of Facilities, subject to applicants meeting safety and liability requirements. 3.8 ACTIVITIES WITH LARGE ATTENDANCE Revised 3.8.1 Licensed security must be engaged by the lessee for at a ratio of 150:1 and proof of same must be submitted 30 10 working days prior to the event. A refundable security fee deposit will also be required 30 10 working days prior to the event. School/ school council activities are exempted with adequate supeFvisien but must still ensure adequate supervision is provided. An additional charge for custodial staffing may be required at some locations. 3.9 SMOKING 3.9.1 Smoking is prohibited on all Board property. 3.10 CONSUMPTION OF ALCOHOL - 5 - PR.507.CON w To Chairs' Committee for Information - 24 April 2002 - Community Use of School permits will not be issued for events involving consumption of alcohol on Board property. 3.10.2 Requests for permits to be issued under exceptional circumstance may be approved by the Superintendent of Facilities subject to applicants meeting safety and liability requirements. New 3.11 CONDUCT Revised 3.11.1 No criticism of any religion, ethno- cultural, race, language or culture shall be expressed at any meeting. No treasonable, disloyal, subversive or seditious meetings will be permitted or such views expressed at any meeting. All Board policies, procedures and guidelines pertaining to these issues must be followed. New 3.12 REFUSAL TO COMPLY Refusal of permit holders to comply with the OCDSB's procedures and policies will result in the cancellation of permits at no cost or liability to the OCDSB. 3.13 RESPONSIBILITY FOR DAMAGES Revised 3.13.1 With the exception of reasonable wear and tear, permit holders will be held responsible for any damages to the premises and/or equipment which, in the opinion of the Board, result from the use of facilities. . 3.14 HOURS OF AVAILABILITY Revised 3.14.1 Hours of availability are dependent on the scheduling of custodial staff. Some schools may not be staffed as late in the evening as other schools due to reduced custodial coverage. The latest available time for coverage is 10:30 p.m. where applicable. Revised 3.14.2 Regular school days: Hours of use start at 6:00 p.m. Use of school buildings may commence prior to 6:00 p.m. at elementary and secondary schools only with the approval of the school principal. A permit must be issued by the Community Use of Schools Office to cover this time. Revised 3.14.3 Weekend Use: a) Saturday: not earlier than 8:00 a.m. and not later than 4.90 5:00 p.m. (Auditorium user's excepted until 10:00 p.m.). b) Sunday: Community groups may use school buildings facilities between 10:00 a.m. and 4:00 p.m. (Auditorium user's excepted until 6:00 p.m.). Religious services may be scheduled prior to 10:00 a.m. Religious services will have priority, and community activities will not be scheduled in the same €aegity complex at the same time as religious services. -6- PR.507.CON - _ 3.3 To Chairs' Committee for Information - 24 April 2002 - LZ evised 3.14.4 School Breaks and Statutory holidays a) School facilities wig be are not available dig- seheel a;;d on statutory holidays (long weekends included) except b- specai affangeme t for regularly scheduled religious services. b) Schools will not be available for community use during the two weeks prior to the opening of school in September. 3.15 FEE SCHEDULE APPLICATION New 3.15.1 User fees apply to all school facilities as per the current User Fee Schedule and are circulated annually. Youth programming is defined as programming for young people under the age of 18. Where there is a mixture of adults and youth in an activity, adult rates will apply. 3.15.2 A fee will apply to all use of schools by non - Board - sponsored groups for school breaks and summer programs, as per the current User Fee Schedule. Revised 3.15.3 Gemaner-Eial _,.,.es ,;n apply to .,n events that e designed to yield ,.at t� ii) trade she New 3.16 AUDITORIUMS / LARGE FACILITIES 3.16.1 Auditorium and large facility (e.g. cafeterias) users must follow the Board's user fees and guidelines pertaining to that use (Attachment 3). The user fees and guidelines are subject to change annually. 3.16.2 Two (2) Board employed audio and/or lighting technicians are required on site during all events as outlined in the auditorium guidelines. 3.16.3 School auditorium facilities and equipment may not be to the standard required for a permit holder's event. Permit holders are responsible for making themselves aware of the facilities and equipment available at the school. Requests from the permit holder to supplement the existing equipment must be made through the appropriate Plant Supervisor to ensure - 7 - PR.507.CON 3� To Chairs' Committee for Information - 24 April 2002 - the request meets the Board's standards. Additional costs related to this consultation to be charged to the permit holder. 3.16.4 The Board reserves the right to advise the permit holder of the appropriate use and addition of equipment and to provide the service if deemed necessary. Additional costs will be charged to the permit holder. Revised 3.14 LIGHq44GUSE PRGG n >, S Revised 3.17 SPORTS FIELDS AND OTHER OUTDOOR AREAS 3.17.1 Sports fields must be booked with the agreement of the Community Use of Schools office for use after school hours, on holidays, or on weekends when the field is not being used for school purposes. The school principal's approval is required for use of these facilities prior to 6:00 p.m. on weekdays. 3.17.2 , To allow proper maintenance of the sports fields, access may be limited depending on the frequency and type of activities may kmited in order- to pr-eteEt gFassed areas for which the fields are to be used. 3.17.3 All requests for markings must be received by the Community Use of Schools office at least 72 hours before the event. Each request will be judged on its own merit. If such requests are granted, the work may will be done by Board staff er by group, preferable that the . er- ,7 by be the Board with the cost charged back to the user group. 3.17.4 Each user group will be held responsible for the payment of repairs to, or the replacement of, any facilities necessitated by the harmful acts of its group or of individuals within the group. 3.17.5 Permission from the Board is required before any structures may be erected on Board property. The Community Use of Schools Office sheuld must be contacted to request such permission. -8- PR.507.CON To Chairs' Committee for Information - 24 April 2002 - 3-� 4.0 ATTACHMENTS Attachment 1: OCDSB 24A Community Use of Schools Application and Release Form Attachment 2: Community Use of Schools Fee Schedule Attachment 3: Auditoriums and Large Facilities Guidelines 5.0 REFERENCE DOCUMENTS Board Policy P.012.CON: Community Use of School Facilities Board Policy P.033.SCO: Smoking on Board Premises Board Policy P.060.FIN: Vandalism, Theft, Damage or Loss Board Procedure PR.522.SCO: Smoking on Board Premises Board Procedure PR.552.FIN: Vandalism, Theft, Damage or Loss -9- PR.507.CON