Policy 1500 Public Use of District Facilities

This policy outlines the regulations for outside organizations to use Great Neck Public Schools' facilities, requiring applications, fees, insurance, and adherence to specific conditions and restrictions to ensure primary school use and community benefit.

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GREAT NECK PUBLIC SCHOOLS

PUBLIC USE OF DISTRICT FACILITIES Policy 1500

The Board of Education of the Great Neck Public Schools shall permit the use of school buildings and rooms therein, and the grounds and other property of the District, by outside organizations authorized by In conformity with New York State Education Law section (414) only when not in use for District purposes., In the event any such use will cause the District to incur costs, the outside organization will be required to reimburse the District for such costs. To avoid conflicts in the scheduling or the use of a room(s) on the date(s) and/or hour(s) requested by outside organizations, a master calendar of approved uses of all District buildings and grounds by outside organizations shall be kept by the Superintendent of Schools or designee. Use of outdoor facilities will end at dusk and they are not available from November 22 to March 7. Generally, no permit will be issued to extend the period of use later than 11:00 p.m. without prior approval of the Superintendent of Schools or designee. Additionally, permits at elementary schools may not start before 7:00 p.m. on school days. The conditions and restrictions set forth in this policy the following regulations for the use of school buildings and facilities in out of school hours have been established by the Board of Education and shall apply to the issuance of permission to utilize District facilities (both indoor and outdoor).: A. The schoolhouses, grounds and other school property, when not in use for school purposes, may be used for other purposes only if a written permit for such other use has been issued by or under the authority of the Board of Education.

B. All applications for permits will be made in writing on the form prescribed by the District. Since all applications must be approved by the Superintendent of Schools or designee, applications for use of any District facility (indoor or outdoor) shall be submitted at least three (3) weeks before the requested date(s). A non-refundable application fee is required for each individual application. Requests for use of all District facilities should be addressed to the Office of Athletics, Physical Education and Recreation, 345 Lakeville Road, Great Neck, NY 11020 (Telephone: 516-441-4045). The applicant will list all groups or organizations that are co-sponsors of the event for which District facilities are being requested. Failure to comply with this requirement will result in cancellation of the permit and possible denial of future applications. All co-sponsors will meet these requirements as well.

C. No permit will be issued in the following instances:

1. For any purpose that will in any way interfere with the use of school buildings, grounds or other school property by the District.

2. To any person, persons, or corporate entities for personal or private gain, financial or otherwise. However, the Board of Education may, to the extent permitted by law, allow activities that incidentally involve a private benefit or profit if the Board of Education determines that (1) such activity is in furtherance of a legitimate

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school purpose or provides a public benefit, (2) a fair and adequate portion of the proceeds is used for charitable or educational purposes, and (3) any private benefit or profit is incidental to such public purpose.

3. For meetings sponsored by political organizations, except as otherwise provided for by law.

4. For holding a social, civic or recreational meeting or entertainment or other use pertaining to the welfare of the community, unless such meeting, entertainment or use will be non-exclusive and open to the general public (general public is defined as all residents of the school dDistrict).

5. For a meeting, entertainment or occasion where admission fees are charged, unless the proceeds thereof are to be expended for an educational or other charitable purpose, “provided, however, that the Board of Education may permit an activity or event whose proceeds are not expended solely for an educational or charitable purpose where (1) such activity is in furtherance of a legitimate school purpose or provides a public benefit, (2) a fair and adequate portion of the proceeds is used for charitable or educational purposes, and (3) any private benefit or profit is incidental to such public purpose.”

6. For a meeting, entertainment or occasion where admission fees are charged if such events are under the exclusive control, and the proceeds are to be applied for the benefit of a society, association or organization of a religious sect or denomination, or of a fraternal, secret or exclusive society or organization. This provision will not apply to an organization of veterans or of volunteer firemen.

7. Unless the District is satisfied that the proposed activity on District premises will be adequately supervised and that the applicant will see to the proper conduct of such activity. The applicant may be held responsible for any damage which the activity may cause to District property.

7.8. If an applicant publicizes or advertises for the event prior to approval of a permit.

8.9. For any use that is contrary to the provisions of Section 414 of the New York State Education Law.

D. Permits will be issued upon the following terms and conditions:

1. A permit may be issued to a group within the community, if at least a majority of its members reside within the school dDistrict. A roster of members may be requested.

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2. A permit may be issued to a for-profit entity or organization for an activity or event involving admission fees or the sale of merchandise only if at least seventy-five percent (75%) of the activity’s participants reside within the school dDistrict.

3. In the case of a permit issued for a meeting, entertainment or occasion where admissions fees are charged, a detailed written statement of total receipts, expenditures and disbursement of profits will be filed, upon request, with the Board of Education by the permittee within 30 days of such meeting, entertainment or occasion, in such form as the Board of Education requires.

4. Whether or not admission fees are charged, no contributions will be solicited or collected on school premises.

5. The permit will be valid only for use of the particular school premises on the date or dates and at the hours specified in the permit, and for the purposes specified in the application. NO EVENT WILL BE PUBLICIZED UNTIL A PERMIT IS GRANTED.

6. The permit will be valid only when it is signed by the Superintendent of Sschools or designee and has been approved by the Superintendent of Schools.

7. The permit will not be transferable and no holder of any permit may sublet any part of the building or grounds specified in the permit.

8. The applicant acknowledges that a permit may be rescinded for any reason.The permit may be cancelled at the option of the Board of Education at any time for cause.

9. Any organization or group granted permission by the Board of Education to use any facility accepts, without reservation, responsibility for holding the school district, Board of Education collectively and individually, and all employees of the school district harmless for any injury sustained by a member of such organization or group using the facility or by any attendee at such event, and for any damage or loss of personal property owned, leased, or borrowed by such member or attendee.Applicants agree to sign an indemnification and hold harmless agreement in favor of the District in a form prescribed by the District.

10. In addition, the Board of Education requires the applicant to ob