The West Milford Board of Education will make its facilities available to organizations, associations, or individuals of the community for only those activities which do not infringe upon or interfere with the conduct of the schools. 

The authority to approve and schedule the use of the school facilities resides in the Superintendent or designee. 

Applicants will be required to fill out a permit application for the use of facilities and answer all pertinent questions on such form.  Use will be subject to any stipulations on the approved permit. 

A.        Types of Organizations 

1.         Class A:  School Affiliated Organizations 

a.            PTA, PTO, PTSO, Highlander Booster Clubs, Band Parents Association, and Employee Associations shall be able to use school facilities without charge. 

b.            Custodial fees or any other out-of-pocket costs will be waived for any Class A organization when: 

(1)            The requested time coincides with hours authorized by the administration for overtime related to a school function on a Saturday, Sunday, holiday, or after regular working hours on weekdays during the summer months, or 

(2)            The custodial fees or any out-of-pocket costs are already being charged to a Class B or Class C organization. 

c.            In the event that the Class B or Class C organization cancels their scheduled activity which was to occur at the same time as the Class A activity, and no other coinciding hours are authorized by the administration, then the Class A organization will be responsible for custodial fees or any other out-of-pocket costs. 

d.            An annual non-cumulative and non-transferable credit of an amount equal to ten (10) hours of custodial "straight time" will be made available to Class A organizations to be applied to chargeable fees during the school year.  

2.         Class B:  Community Service Organizations 

a.            All community service organizations, elected groups of the municipal government, and organizations whose primary purpose is to serve youth on a community-wide basis (i.e., Boy Scouts, Girl Scouts, or athletic leagues, etc.) and whose membership is open to residents of West Milford Township may use classrooms and other school facilities for meetings and other supervised activities without charge. 

b.            Custodial fees and any other out-of-pocket costs will be waived for any Class B organization when: 

(1)            The requested time coincides with hours authorized by the administration for overtime related to a school function on a Saturday, Sunday, holiday, or after regular working hours on weekdays during the summer months, or 

(2)            The custodial fees or any out-of-pocket costs are already being charged to a Class C organization. 

c.            In the event that the Class C organization cancels their scheduled activity which was to occur at the same time as the Class B activity, and no other coinciding hours are authorized by the administration, then the Class B organization will be responsible for custodial fees or any other out-of-pocket costs.

3.         Class C:  All Other Organizations 

a.            All other organizations will be subject to charges in accordance with the following schedules for facility fees, out-of-pocket expenses, and employee overtime costs where applicable. 

b.            Effective September 1, 1999, Class C for-profit organizations requesting the use of school facilities will be subject to the following schedule of facility fees: 

Facility                Capacity                                  Fee                   

Classroom                       up to 30                                $ 40

Media Center                   30 - 80                         $ 60

All Purpose Room   250 - 400                              $100               

HS/MS Gymnasium            600 - 1000                            $300   

HS/MS Cafeteria            150 - 300                              $300

Kitchen               N/A                                         $100

Auditoriums                     600 - 800                              $750

Football Field                 1500                                        $800 

c.            Any Class C non-profit organizations will be subject to the following schedule of facility fees: 

Facility                        Capacity                                    Fee

 

Classroom                       up to 30                                $ 10

Media Center                   30 - 80                         $ 15

All Purpose Room   250 - 400                              $ 25

Gymnasiums                    600 - 1000                            $ 45

Cafeteria             150 - 300                              $ 75

Kitchen               N/A                                         $ 50

Auditoriums                     600 - 800                              $100

Football Field                 1500                                        $200

 

d.            Out-of-pocket expenses include employee fees, employee benefit costs (20%), energy service cost, where applicable, stage lighting, and any other incidental items requested by the organization.

e.            Custodial overtime costs are established by contractual agreement.  Any building use on Saturday or after regular working hours during the summer will be charged at "time and a half."  Any Sunday or holiday will be charged at "double time." 

f.            The costs and fees referenced above (3. d and e) may be applied to Class A and Class B organizations in the event of scheduled activity cancellations. (See 1. c and 2. c) 

g.            The costs and fees referenced above in 3.d and 3.e shall be based on a composite rate established by the business administrator on an annual basis. 

B.         General Prohibitions and Information

 1.         Board policy prohibiting the sale or use of alcoholic beverages will be enforced.  Smoking is not permitted in a school building or school property.  

2.         All organizations granted the use of school facilities are responsible for the normal clean up of the facilities.  If an organization fails to so clean up, the Board may disqualify it from obtaining permits in the future. 

3.         A Board employed cafeteria supervisor and/or cafeteria worker(s) must be present when cafeteria equipment is used.  The district shall be reimbursed for such costs. 

4.         An organization must arrange for the presence of sufficient law enforcement personnel when it is reasonably likely that 500 or more persons will attend an event.  Such organization must arrange for the police coverage and assume all associated costs.   Prior to the event, the organization must consult with local law enforcement to determine the proper police coverage, but police attendance shall be no less than one police officer per 500 persons.  Permits for such events will only be granted when the organization provides the district with proof that arrangements were made to provide police coverage in conformity with this paragraph. 

5.         Liability insurance, with the Board named as the additional insured, for the limit of $1,000,000 ($25,000 property damage) must accompany permits where specified.  The cost of this insurance will be assumed by the sponsoring organization.  

6.         The standard use period for all school facilities shall be four hours, but shall run no later than ll:30 p.m. on any evening preceding a school day and shall include sufficient time for custodial clean-up. 

7.         No decorations or scenery may be erected without the expressed permission of the school principal.  Such decorations or scenery must not interfere with school functions, and, if required, they must be dismantled or removed after each rehearsal.  Any decorations or scenery used must be of fire resistant materials.  At the discretion of the principal, the stage shall be cleared after each performance or before school is in session the following day. 

8.         The following types of activities are prohibited from using the schools: 

a.            Partisan political meetings. 

b.            Any purpose the district deems is in conflict with school activities. 

c.            Fund-raising campaigns, except as permitted by Board policy or special action of the Board. 

d.            Activities which are discriminatory or inflammatory in a legal sense. 

e.            Any meeting promulgating any theory or doctrine subversive to the laws of the United States or any political subdivision thereof, and which advocates governmental change by violence. 

f.            Any purpose denied by law. 

9.         Members of the public are allowed to use the district=s all-weather track to walk or jog.  Residents using the track are required to wear sneakers or jogging shoes and are reminded that no pets are allowed on the track.   Members of the public who use the track are asked to restrict their use to lanes four, five, or six to reduce excessive wear on the inside lanes, which are most frequently used by athletes during track meets.   Additionally, it is requested that anyone who notices any damage or vandalism to the track or other parts of the facility report same to the Business Administrator=s Office.  Additionally, roller blades, bicycles, skateboards, and motorized vehicles are strictly prohibited. 

 

First Reading: October 26, 2004
Adopted:    November 16, 2004