KG-R - Community Use of School Facilities

COMMUNITY USE OF SCHOOL FACILITIES PROCEDURE 

1. REQUEST FOR USE:

1. All requests for the use of facilities are to be made in writing to the Superintendent/Principal at least two (2) weeks prior to use to allow planning for adequate custodial or kitchen staff.  A determination of appropriateness of use, availability, and applicable charges will be made. 

2. All equipment and facilities to be used must be listed on the application.

3. All groups, organizations and persons seeking to use the facilities (the user) must first sign an agreement that they have read all of the rules, regulations, and policies governing such use, and agree to abide by them.

4. The user will also be required, when deemed necessary, to provide proof of insurance upon terms satisfactory to the School Department.  The user may also be required to sign an agreement releasing the School Committee, Acton School Department, its agents, officers, and employees, and other persons harmless for any injury or other damages which may arise out of such use. 

5. Advance full or part payment of the appropriate charge may be required of the user. 

6. Use of school facilities or equipment without proper permission is prohibited.

       g.   Application for building use will be considered upon approval of the official school calendar.

    II.      SCHEDULING OF USE:

      a    When conflicts in scheduling arise, priority will be given to the group that falls into the lower fee

          category.

      b.   Priority will always be given to school activities.  The Superintendent/Principal shall determine

            the amount of custodian and/or kitchen service help that is necessary, and whether police or

            independent security services are also warranted and in what amount. Police or independent

            security service shall be paid for directly by the user.  Use of the facilities may be denied for any

            activity that poses a significant risk of damage to the facilities or any part thereof.

III.      USER CATEGORIES:

Users are divided into two (2) categories: 1) free use of facilities, 2) payment of regular fees.

1. Free use of facilities;

1. The free use of facilities shall be afforded to the regular meetings of those groups, committees and organizations, which are directly concerned with the school or are directly connected with other municipal activities.  Examples of such organizations are: PTG, Acton Teachers Association, Town Meetings, meetings of the Town boards and committees, advisory groups.  

2. Other non-profit organizations and groups that are organized by Acton residents, primarily for Acton residents may have free use of facilities provided they substantially benefit and are open to all Acton residents, and are: a) mainly for school age children, and are properly supervised.  Examples of such groups are: Boy and Girl Scouts, Cubs and Brownies, Little League and similar groups for children, or b) organized for purposes of education, health, welfare, civic improvement, or public charity, recreation. 

3. Facilities may be available free of charge for certain programs which are considered a part of the regular school program, or support children’s educational development even though they may be financed privately.  These programs are subject to the approval of the Principal.

4. Facilities may be available free of charge to town residents for non-commercial use. 

5. A custodian cost fee may apply on an hourly basis for any use when   custodians are not regularly scheduled to be present. 

6. A Cafeteria worker cost fee may apply on an hourly basis for any use of the kitchen when cafeteria workers are not regularly scheduled to be present.

2. Payment of Regular Fees

1. Any group, organization or person, including those operating mainly for private gain, not included under the category of free use will be required to pay a regular fee, according to the Schedule of Fees. 

2. A custodian cost fee shall apply on an hourly basis for any use when custodians are not regularly scheduled to be present.

3. A cafeteria cost fee shall apply on an hourly basis for any use of the kitchen when cafeteria workers are not regularly scheduled to be present.

3. Use of Athletic Fields, Playgrounds and Other Facilities

1. Informal use of the athletic fields and playgrounds is allowed provided that there is appropriate supervision.  If the activity progresses to a regular use of the facilities, a building use form must be completed.

2. The general rules for use of school facilities shall apply.  Acton residents and organizations may use the field/playground free of charge, except that regular recurring use may require a fee to cover estimated costs. 

3. Any use of the athletic fields, the playground or other facilities is at the user’s own risk.  The Acton School Committee or Acton School Department do not accept responsibility for any injuries or damages caused by the use of the athletic fields, playgrounds and other facilities, and the user is responsible for any injuries sustained or damages caused by said use. 

4. RESTRICTED ACTIVITIES:

1. Because of constitutional considerations involving Church and State, the following additional restrictions shall apply to any use of a school facility by a religious group:

1. The use of the school facility shall be temporary only.

2. The use of the facility shall not occur during school hours and shall in no way disrupt or interfere with the intended use of the facility.

3. A rental value for use of the facility shall be paid according to the schedule of fees.  

5. SCHEDULE OF FEES

1. For each school department employee required beyond their regularly scheduled work day/week, a fee of the employee’s overtime rate per hour will be required for any activity that is not school sponsored.

2. For groups, individuals and business organizations who must pay fees for use, the following fee schedule shall apply:

1. Gym   $25.00 per hour to a max of $100.00

2. Cafeteria  $10.00 per hour to a max of $100.00

3. Kitchen  $20.00 per hour to a max of $100.00

     iv.   Library              $10.00 per hour

      v.   Classroom  $10.00 per hour

     vi.   Fields/Grounds $10.00 per hour

6. GENERAL CONDITIONS

1. School events take precedence over all other uses of the facility.

2. Permission to use the building is not transferable.

3. All permits shall be revocable at any time from date of issue up to the actual event and shall not be considered as a lease, and the principal may reject any application or cancel any permit. 

4. The number of tickets sold must not exceed the seating capacity of the room for which a permit is granted.

5. All ordinances and rules of the local police and fire departments regarding public assemblies must be strictly complied with. 

6. Smoking in the building and on the grounds is prohibited by state law.

7. The consumption of alcoholic beverages in the building or on the grounds is prohibited.

8. All evening activities must end by 9:30 p.m. unless otherwise authorized.

9. Tipping of school district employees is prohibited.

10. User activity will be restricted to the room or area designated in the building use agreement.

11. Set-up and clean up must be performed by members of the group using the facility and the responsible persons must be listed on the application.  Additional custodial services required for work not done satisfactorily will be paid for by the user.  Interference with the custodian’s usual work schedule will require payment by the user for overtime necessary to complete their regularly scheduled duties.  Extra compensation paid employees for moving, operating, or supervising special or extra equipment will be 

charged to the user.

12. School facilities may be rented to outside groups during summer vacation or on holidays or during other vacation periods, providing the event(s) do not conflict with the building cleaning and renovating programs, and providing there is building service personnel available for supervision.

13. A school custodian shall be on duty whenever a facility is being used except as exempted by the Superintendent/Principal.  The custodian will be responsible for seeing that the facility is left in good order after the activity is over. 

14. Responsibility for enforcement of rules and regulations concerning use of school facility rests with the user, any infractions of the above regulations may be grounds for refusing to grant subsequent requests for the use of school facilities.

15. Corridors, exits, and stairways must be free of obstructions at all times.  Exits are to be lit when the facility is in use.  Members of the audience or spectators must not stand or sit blocking exits, stairways or aisles. 

16. Buildings will normally be opened one-half hour before the scheduled program time and closed one-half hour after the scheduled end of the program unless other arrangements are requested on the application and approved. 

7. EQUIPMENT USAGE 

1. All equipment and facilities to be used must be listed on the application, KG-R2

2. Decorations must be fireproof and shall be erected and taken down in a manner that is not destructive to school property.  Decorations are subject to the approval of the Facilities Director.  The use of open flames, such as candles, is forbidden.

3. All props, including artificial plants, draperies, etc… shall be flame-proof or fire-retarding.

4. The permit holder shall be fully responsible for all loss or damage to school property, including property of pupils and employees, during the time the building is in use under the approved application.

5. The use of any materials on floors or other parts of the building is strictly prohibited without specific approval, in writing, from the Facilities Director.

6. Uses of stages, furniture, and equipment owned by the School Department must be arranged for in advance.  Permission must be obtained from the Superintendent/Principal. 

7. No modification to the building’s existing systems will be permitted.

8. No use of ladders over 8 feet.

8. SUPERVISION

1. Uniformed law officers must be provided when required by the Superintendent/Principal.  Payment to the officers shall be made directly by the user and is not included in the schedule of fees.

2. The user is responsible to maintain order during the use of the facility.  The user must maintain adequate supervision of those in attendance.

3. Unsupervised children are not allowed in the hallways at any time. 

4. All facility users must have at least one adult (age 21 or over) present at all times, and may require the presence of additional adults depending on the activity.

5. Adults responsible for student groups must be present until the last child is picked up by a parent or responsible party.

9. USE OF GYMNASIUM

1. All persons engaging in any athletic activities in the gymnasium must wear scuff free rubber sole sneakers while on the gym floor surface. 

2. All persons should use care when walking on the gym floor while in street wear.

3. No food or beverages are allowed in the gymnasium without prior approval by the Superintendent/Principal.

4. Children, including those of high school age, are not allowed in the gym unless there is adult supervision.

5. Users of the gym must provide their own equipment unless previously requested and approved.

6. Users of the gym are not to sit on the bleachers when in the folded position as this will cause damage to the framework

10. USE OF KITCHEN FACILITIES

1. The kitchen and its equipment may be used only with prior approval from the Food Service Director and under the direct supervision of a school food service employee paid by the user.

11. CUSTODIAL SERVICES

1. A custodian will be present when the building is used with the following exceptions:

1. Meetings of the School Committee or subcommittees when the Superintendent or Chairperson will be responsible.

2. Meetings of any Acton Teachers Association when the President of the Association will be responsible.

3. Approved activities under the direct supervision of a school employee, with approval of the Superintendent/Principal.

2. The services of custodians do not include the erecting of or dismantling of scenery or equipment unless prior arrangements have been made.

3. Building users may be charged for the services of a custodian, to assist with clean-up following an event. 

12. CANCELLATIONS

1. Evening events will be canceled on days when school is closed due to bad weather or other problems, (e.g. water, sewer).

2. Weekend events may have to be canceled or rescheduled if bad weather makes snow removal impossible.

Neither the School Committee, the Acton School Department, its employees or agents may be held liable for any cost, inconvenience, or their loss incurred by the user as a result of exercising the right to cancel for any reason. 

Cross Reference: KG – Community Use of School Facilities

    KG-R2 – Application for Use of School Facilities

Adopted:   Prior to 1988

Revised:   April 10, 2025