Use of School Facilities

This policy outlines the rules and priorities for using school facilities in Westport. It covers who can use facilities, how to apply, different usage types, fee structures for various groups, and general restrictions and behavioral procedures.

USE OF SCHOOL FACILITIES

POLICY

A. AUTHORIZED USERS/ORDER OF PRIORITY

1. The public school program has first priority in the use of all school facilities.

2. The Westport Continuing Education (WCE) program (including Adult Education and Summer School) has next priority after the regular program.

3. The Westport Department of Parks and Recreation (DPR) has third priority for use of school facilities.

4. Activities of school-related organizations, e.g., PTA, booster clubs and parent support groups shall have fourth priority for use of school facilities.

5. When not being used by the above groups, school facilities may be made available to other users, limited to agencies of the town of Westport, and Westport-based, private non-profit groups, at least 50% of whose membership and/or participants must be Westport residents, for uses not directly competitive with school-sponsored activities, e.g., adult education, summer school, etc.

6. Use by the media or individual photographers, filmmakers, etc., wishing to photograph, televise or film school facilities or activities, is governed by the media access policy.

B. REQUIREMENTS AND APPLICATION PROCEDURES

1. Written permission from the Superintendent or designee is required for all outsiders’ use of buildings and equipment, use of grounds for any purpose involving 25 or more people (including participants and spectators), or use of parking lots on a weekend or after school hours by Westport residents for guest parking for a wedding or other private (non-commercial) event. Non- compliance with this stipulation will constitute trespassing.

2. Applicants shall file a complete application with the facilities manager in the maintenance office.

3. All users not covered by the Westport Town/Board of Education insurance policy must provide a liability insurance certificate of no less than $5 million, naming the Westport Board of Education/Town of Westport as additional named insureds. Insurance limits will be reviewed and updated periodically by the assistant superintendent for business

4. Police and/or fire department protection may be required at the users’ expense. This condition is to be determined by the facilities manager in consultation with the relevant departments.

C. USAGE TYPES:

Standard Use is defined as routine meetings, programs, classes, etc.

Major Use, which requires a surcharge, is defined as having one or more of the following characteristics:

• Creates significant wear and tear. • Funds are raised through admission charges (including “voluntary” contributions), sale of merchandise, raffles, door prizes, etc. 1 H: Policy: Facil use Approved 4-12-04; revised 12-8-05, Revised Approved BOE 12-3-12  • Event uses vendors’ or exhibitors’ booths. • Event uses the Staples field house. • Event at any school requires two major facilities: (gym, cafeteria, auditorium). Ten or more classrooms = major facility. • Event involves more than 500 participants or attendees.

D. CLASSIFICATION OF GROUPS FOR PAYMENT OF FEES AND RENT: (Identified groups are examples; groups not listed will be classified by Superintendent or designee).

CATEGORY I USERS: NO RENT FOR STANDARD USE*

a) School-Related: E.g., student organizations, PTAs, parent support groups affiliated with school teams, clubs, etc., recognized parent advocate groups such as CLASP, etc. b) Town Groups: Town boards, commissions, and committees; DPR, Senior Center, Health District, Library, Transit District, Levitt Pavilion, First Night, etc. c) Youth-Serving: Westport-based non-profit youth-serving groups, such as: Boy & Girl Scouts, Little League, PAL, Babe Ruth League, Westport Soccer Association d) Grandfathered Groups: Power Squadron, Red Cross, Westport Arts Center. e) Others: Superintendent or designee may waive or reduce fees for state/national professional or educational organizations; or for other groups serving the public interest; or for elected officials holding public meetings. * (When a Category I group makes major use of facilities for fund-raising programs involving commercial, entrepreneurial, profit-making organizations or activities, superintendent or designee may require basic rental fees.)

CATEGORY II USERS: BASIC RENT: Westport-based Community Groups.

a) Westport agencies supported by the United Way, and non-profit service organizations that serve Westport , e.g., Rotary, Kiwanis, Masons, Westport Woman’s Club, Westport Young Women’s League, Veterans’ groups, Nursing and Home Care, etc. b) Westport political, religious and ecumenical groups. (Depending on the nature of the activity, e.g., summer camps or on-going programs for which fees are charged, these groups may be classified as Category III for fee purposes.) c) Westport YMCA: for use of pool only, with special financial arrangements.

CATEGORY III USERS: BASIC RENT DOUBLED: Westport-based Private, Non-profit, Educational, Recreational, Cultural, Social or Athletic Groups.

Category III includes private schools, private nursery schools, dance academies, drama groups, music groups, children’s activity programs, etc., at least 50% of whose members or participants are Westport residents.

CATEGORY IV USERS: Non-Westport-based Private, Non-profit, Educational, Recreational, Cultural, Social or Athletic Groups.

Category IV includes private schools, private nursery schools, dance academies, drama groups, music groups, children’s activity programs, etc., at least 50% of whose members or participants are not Westport residents.

OTHER USERS: Under unusual circumstances, the Superintendent may permit one-time or occasional use of facilities to educational, civic, cultural, etc., organizations from neighboring towns, etc.; the Superintendent shall judge each request individually and determine rental category.

2 H: Policy: Facil use Approved 4-12-04; revised 12-8-05, Revised Approved BOE 12-3-12  ALL CATEGORIES: Must pay custodial, kitchen workers’ and other applicable fees, including fees for covering the gym and field house floors if necessary. All groups pay surcharge for major use. Superintendent may reduce surcharge by 50% for Categories I and II if event is a fund raiser benefiting the Westport schools or the public, or when the event itself is a public service.

SPECIAL CONDITIONS: Regardless of user’s category, the Superintendent (or designee) may impose special conditions or may deny permission when it is judged that the requested use may produce undue wear and tear on facilities, would cause disruption to the regular school program, be detrimental to the public image of the school system, impact negatively on the scheduled maintenance or cleaning of the schools or otherwise not be in the interest of the school system or the Town.

E. RESTRICTIONS ON USE OF SCHOOL FACILITIES

1. Illegal Activities Will Not Be Tolerated

2. School facilities may not be rented by individuals, businesses or trade organizations or used for private purposes.

3. No school facility may be used by individual entrepreneurs, either Westport Board of Education employees or others, to give private instruction for a fee to individuals or groups.

4. School facilities may not be used for the promotion of any commercial interest or private or corporate gain except in conjunction with a fund-raising activity by a permitted, non-profit user. In such cases, regardless of category, users may be required to make a donation to the student activity fund of the school of a minimum of $1,000 in addition to paying custodial costs and applicable rental fees. The decision about whether to require a donation, and the amount of the donation, will be made by the Superintendent or designee, in consultation with the sponsor of the program.

5. Use or possession of tobacco, alcoholic beverages or unauthorized controlled substances shall not be permitted on school property.

6. Advertising, decorations or other