Adoption Date: 10/28/1980, Revised: 6/19/1990; 9/04/90; 7/19/94; 5/02/95; 6/20/00; 7/10/01; 9/17/02; 1/20/04; 12/5/06; 3/7/17; 11/20/18



Exclusive custody, control and supervision of District buildings and District property is vested by law in the Board of Education, and are in the first instance to be made available for the regular program and allied activities of the school program. When not in use for these purposes, the Board will allow the use of these facilities by other groups within the Brockport Central School District, when such use does not conflict with the regular school program, and subject to the limitations of Section 414 of the Education Law. 

Accordingly, it shall be the policy of the Board to encourage the greatest possible use of District facilities for community-wide activities of a civic, social, or fraternal nature. Groups wishing to use District facilities must secure prior written approval from the Superintendent or his/her designee. All community use of District facilities shall be conditioned on conformance to applicable federal, state, and local law, the Board’s policies, the District Code of Conduct, and, all other rules established for such use. Users will be responsible for reviewing and acknowledging such policies upon completing the facilities usage form.. For the avoidance of doubt, strict compliance with the Board’s restrictions on alcohol, tobacco and drug use is an absolute condition for all community use of District facilities.

Equipment Associated with the Use of the Facility
Except when used in connection with or when rented under provisions of Education Law Section 414, District-owned materials or equipment may be used by students, District employees, and/or members of the community for education-related purposes only. Private and/or personal use of District-owned materials and equipment is strictly prohibited. 

The Board will permit District materials and equipment to be loaned to students when the material and equipment is to be used in connection with their studies or extracurricular activities, and loaned to District employees when such use is related to their employment., . 

Community members may be allowed to use District-owned materials and equipment only for educational purposes that relate to school operations. At the discretion of the appropriate administrator, District personnel will be assigned to operate District-owned equipment for community organizations, and the cost of such service shall be borne by the organization.

Accountability and control over District-owned materials and equipment loaned to students, employees, or community members will be the responsibility of the Assistant Superintendent for Business. 

Specific Requirements Relating to Boy Scouts and other Title 36 Patriotic Youth Groups
To the extent the District receives funds made available through the United States Department of Education and maintains a "designated open forum" or a "limited public forum," as those terms are defined in federal regulation, it will not deny any group officially affiliated with the Boy Scouts of America or any other patriotic youth group listed in Title 36 of the United States Code equal access or a fair opportunity to meet. Likewise, the District will not discriminate against any such group that requests to conduct a meeting within the District's designated open forum or limited public forum, including denying such access or opportunity or discriminating for reasons based on the group's membership or leadership criteria or oath of allegiance to God and country.

The District will provide groups officially affiliated with the Boy Scouts of America or other Title 36 patriotic youth group access to facilities and the ability to communicate using school-related means of communication on terms that are no less favorable than the most favorable terms provided to other outside youth or community groups.
The District is not required to sponsor any group officially affiliated with Boy Scouts or any other Title 36 patriotic youth group.

Priority of Use
In granting permission for use of District facilities, the Superintendent or his/her designee shall give precedence to District or District-sponsored programs over non-District activities, and to programs for District students over programs for adults.

Admission Fees
Admission fees may only be charged for use by organizations that are educational or charitable in nature, veterans of the military services of the United States, or volunteer firefighters, but only with the prior approval from the Superintendent or his/her designee. 

All community use of District facilities shall be non-exclusive and shall be open to the general public. No organization making use of District facilities shall discriminate on the basis of race, creed, color, country of national origin, religion, sex, sexual orientation, age, marital status or disability

Organization Property
Storage of organization property shall be preapproved, and said property shall be removed promptly after the event. The District assumes no responsibility for organization property used or stored on the premises.

District Personnel
At the discretion of the District, custodians, security guards, grounds staff, food service staff, technicians and/or event supervisors shall be assigned to provide services related to an organization’s use of District facilities. Organizations may also be required to participate in training pertinent to their use of District facilities. The cost of such services shall be borne by the organization. 

A county-licensed person shall oversee food preparation and service at all events. District kitchen facilities shall not be used by any District or community groups except where under the supervision of a member of the food service staff. School District technicians will be required for the use of lighting and/or sound equipment. Where such school personnel are required to be on hand, the organization will be charged a standard rate for their services. It is expected that groups requesting use of any school facility may be required to undertake an orientation with a school designee.

District Pool
The operation of the District swimming pool shall, at all times, be under the direct supervision of personnel having the proper New York State and American Red Cross certification.

Purchasing Agent
The District may not act as purchasing agent for any consumable supplies or equipment used by community organizations.

The District requires organizations using school facilities to provide proof of insurance coverage for the event. The District requires that a minimum insurance binder of $1,000,000 be on file naming the Brockport Central School District as additional insured and as the certificate holder before any outside group can use District facilities.

Fees for Use of District Facilities
a) Room Rental - Non-profit community groups identified in Board Policy do not pay for room rentals, except for a special event. Room rentals are based upon size of the facility (utility costs) and equipment available for use (lights, are equipment, etc.).
The schedule is provided below:
     1. Classrooms - $20/day
     2. LGI - $25/hour, $100/day
     3. Auditoriums/Cafetoriums - $100/hour, $400/day, $200 deposit required for                     auditorium
     4. Gyms - $50/hour, $200/day
     5. Pool - $50/hour, $400/day
     6. Cafeteria - $100/day; Cafeteria w/kitchen - $125/day 

b) Field Rental - A two-tiered schedule that reflects field maintenance and preparation costs is listed below:
     1. Premium Fields - rate is higher to reflect maintenance costs
              (a) Track - $50/hr
              (b) Stadium Field - $400/hour* (Community/Rec group $50/game-practice)
              (c) Varsity Baseball Field - $50/day
              (d) Varsity Softball Field - $50/day
     2. Secondary Fields - all other District fields: $25/day

c) Staff - Groups are required to pay for staffing only if their event requires additional dedicated staff. Rates are per employee. 
     1. Auditorium Technician (staff) $30/hour
     2. Cook/Kitchen Manager (staff) $35/hour 
     3. Custodial and Cleaning (staff)  $30/hour 
     4. Grounds (staff) $30/hour 
     5. Security (staff) $30/hour 
     6. Field/Event Supervision $30/hour 
     7. Lighting Crew (student) 
     8. Preparation and clean up fees (lining of fields/grooming/cleaning services,                       etc.) $30/hour

Fee changes will take effect on January 1, 2019, with the exception of facility use requests that have been granted, which will be subject to the prior facility usage fees charged on or after July 1, 2019 will be at the revised rates. 

Withdrawal of Privilege
The Board reserves the right to withdraw the privilege of using District facilities from any organization which violate Board Policies.

Policy References:
Education Law Section 414

Policy Cross References:

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