Procedure 3.1.3 COMMUNITY USE OF SCHOOL FACILITIES

Approved: March 6, 2001

Revised: September 21, 2010

October 17, 2017

October 4, 2022

Administrative Procedures

1.0 The Community Use of Schools Outreach Coordinator will manage the permit process ensuring written agreements (including acceptance of Regulations and Conditions for Use of Schools) and insurance are in place before approving the Agreement.

2.0 The School Principal may accept or reject the request up to the three days after receipt of the application.

3.0 The schedule of User Fees for the different categories of community activities for use of school facilities shall be updated annually as approved by the Board through the budget process, with the new schedule taking effect the following September. The Board shall retain approval authority for fees included in individual written agreements (such fees may vary depending on the scope of the agreement).

4.0 The School Board will not subsidize any community group activities with funds provided by the province for the education of the Board’s pupils.

5.0 A Custodian or Board staff member must be present in the building during any school community use to open, lock-up, monitor users to ensure Board Policies are followed, implement emergency procedures should they be required, and report any misuse of Board facilities. During the winter months, a custodian must be on-site to ensure that entrances and exits are shoveled and free of ice or snow. Hallways should be cleaned of any water spills. No keys or key codes are to be given out to any community groups, to ensure the safety of our students and school equipment. Groups or organizations must be willing to take responsibility for any damage which might occur during such use and be willing to pay for any additional red because of its use.

Operational Procedures

1.0 Scope

2.0 Definitions

2.1 Facilities include classrooms, auditoriums, gymnasiums, cafeterias, cafetorium’s, and outside recreation areas depending on the

2.2 Ebase is the web-based software used to manage the Community Use

2.3 A community group is defined as any group or organization operated by volunteers whose primary purpose is to provide recreational, educational, religious, health and cultural services or activities to the community as a whole and does not operate as a business venture with the primary purpose of producing a monetary profit or for the financial benefit of its officers, directors, or

2.4 A school year is September 1st to June 30th.

3.0 Approval Authority

3.1 The Board of Trustees approves the User Fee Schedule through the annual budget

3.2 Principals are responsible for community use within their school. They have the authority to decline applications if they so

3.3 The Community Use of Schools Outreach Coordinator is responsible to ensure the effectiveness and efficiency of the Community Use Program including ensuring the satisfaction of community user groups, meeting Ministry of Education program requirements, and approval and processing of agreements that have not been declined by the

4.0 Responsibility

4.1 The Community Use of Schools Outreach Coordinator is responsible to ensure effectiveness of the Community Use of Schools Program within the District. This includes liaising with stakeholders to build program consistency and effectiveness, ensuring that all approved permits meet the rental requirements user groups, and meeting Ministry of Education program requirements.

4.2 The Building Services Manager is required to communicate to the Outreach Coordinator the dates and times the facilities will be unavailable due to maintenance or repair projects for the coming school year by June 30th and the dates and times the facilities will be unavailable during the summer months of July and August due to maintenance or repair projects by May 1st. This information must be updated during the year if unplanned maintenance or repair projects are required.

4.3 The Principal is responsible for organizing the necessary resources to meet the needs of the Community Users. The Principal (or School Secretary under the direction of the Principal) is requiredto input into the Ebase Community Calendar, dates and times the facilities will be used by the schooland school groups for the coming year by September 20th.

4.4 The Principals and the Building Services Manager (or representatives thereof) are required to log-into the Ebase Community Use system frequently to acquaint themselves with the community users in their schools. The Outreach Coordinator will update the availability of all Board facilities in the

4.5 Head/Chief Custodians are expected to log-in to the online Community Use system frequently to view the calendars pertaining to their

4.6 The Head/Chief Custodian, under the direction of the Outreach Coordinator, is responsible for the booking of a casual custodian(s) for any Community Use where custodial services are required. The Head/Chief Custodian, under the direction of the Principal, is responsible for the booking of any custodians necessary for any internal

5.0 Facilities Availability

5.1 Schools and School Groups have exclusive use of their facilities on school days from 7:00 a.m. until 5:00 m. Monday through Friday and take priority over other user groups outside school hours. School groups include the following (but not restricted to): • School Council and subcommittee activities and events (dances etc.),

School co-instructional and extra-curricular activities (i.e., school sporting activities),
parent council meetings,
School related functions such as parent information nights,
Graduation ceremonies
Trustee forums and meetings

5.2 Facilities are available for community use rentals from September through June excluding Christmas, March Break, Statutory Holidays, and Professional Activity (PA Days). Facility availability during the summer months of July and August will be dependent upon maintenance and repair projectsscheduled at the facilities and the availability of custodial No rentals will be allowed during the two weeks before school start-up.

5.3 Available hours from Monday to Friday are 5:00 m. to 10:00 p.m., and from 7:00 a.m. to 10:00 p.m. on Saturdays and Sundays.

6.0 Administration of Rental Contracts

6.1 RENTAL APPLICATIONS

6.1.1 Community Groups must complete an online application to use school facilities in Ebase – ourweb-based Community Use of School Facilities Program (refer to the Ebase Public User Guide V1). Applications should be submitted at least 2 weeks prior to the activity.
6.1.2 Refer to the Community User Group Classes and Rate Schedule in Appendix A to determine what rate(s) to
6.1.3 Community Use permits will be accepted throughout the summer for the coming school year; however, approval may be delayed until Principals have an opportunity to enter internal uses inSeptember of the upcoming school year.
6.1.4 Permits are valid for the current school year only. Applications must be made on a yearly
6.1.5 Permits are cancelled when schools have been closed during the day due to inclement weather, school bus cancellations, or for any other reason beyond the control of the school board. Notice of cancellation will be provided via email as soon as possible on the morning of the

6.2 RENTAL REQUIREMENTS

6.2.1 Applicants must be 21 years of age or older to obtain a
6.2.2 Applicants must agree to abide by the Regulations and Conditions for Use of Schools (see Appendix B).
6.2.3 All community groups must submit proof of insurance naming the District School Board Ontario North East as the additional named insured for a minimum of $5,000,000 (five million dollars) liability. Permit requests that involve unusual or higher-risk activities may require higher insurance.
- Where there is ongoing, continuous use, the insurance will contain a clause that it will not be cancelled or changed without the Board first having received not less than 30 days written notice of such a cancellation or change.
- Proof of Insurance can be scanned and emailed to [email protected] or mailed to the attention of Community Use of Schools Outreach Coordinator at Box 1020 Timmins, ON P4N 7H7.
- Insurance can be purchased through OSBIE (see information about the Facility User Group Insurance Program) at an additional charge as indicated in the Facility User Group Rating Schedule.

6.3 CONTRACT ALTERATIONS, CANCELLATIONS, & NO SHOWS

6.3.1 Contract alterations should be requested as soon as possible to ensure the availability of facilities and
6.3.2 A permit holder may cancel a rental without cost provided that a written communication (email is acceptable) is provided or telephone call is made to the Community Use of Schools Outreach Coordinator at least five business days prior to the event. If adequate notice is not provided the rental and other incurred costs may be charged. If a rental is cancelled due to inclement weather, there will be no
6.3.3 If a Community Group does not utilize the rented space and there was no notice of cancellation provided, the rental and other incurred costs may be charged.

7.0 Invoicing and Payment

8.0 Questions and/or Concerns

9.0 Associated Documents

10.0 Records Retention

11.0 Revision History

Appendices

References