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DFG-R, Regulations Governing Community Use of School Facilities

File: DFG-R

 

 

REGULATIONS GOVERNING COMMUNITY USE OF SCHOOL FACILITIES

 

  1. General

 

The Gardner Public School District shall make available the facilities of the school district for educational, recreational and civic purposes to recognized, responsible organizations/persons within the District: (a) if the proposed activity does not interfere with the school program, (b) if the activity is in keeping with the purpose and compatible with the facilities of the school, or in special cases, if it is deemed by the School Committee to be in the best interest of the community.

 

Use of school facilities  is subject to the following regulations:

 

  1. An Application/Agreement for the Use of School Facilities fromthe building principal and must be signed by the building principal before submission.  The Director of Athletics must also sign license for the use of athletic facilities.
  2. The license shall be signed by a responsible resident of the City of Gardner who shall agree to the strict adherence to the rules and procedures governing the use of school facilities.  However, this will not preclude an employee of the Gardner Public Schools who is not a city resident from signing the license.
  3. The Superintendent of Schools or his/her agent must approve all licenses.  The Superintendent of Schools may rescind a license previously issued for sufficient cause.
  4. When a license is granted, services needed shall be arranged by the user directly with the building principal.  Under no circumstances will keys be given to the requesting users or organizations.
  5. School facilities may not be used for religious purposes, except as allowed by the Federal “Open Access” laws.
  6. All meetings, entertainment, or occasions held in the schools or on the school grounds must be non-discriminatory.
  7. Activities that carry an admission charge may be permitted when the proceeds are to be used for a charitable or educational purpose.  A detailed financial statement showing total receipts and expenses for each use of facilities for which admission is charged must be available upon request of the Superintendent’s office.
  8. When a school building is used by an organization for the sale and consumption of non-alcoholic refreshments, it shall be restricted to areas designated by the building principal.  However, nothing will be permitted to compete with the school program and/or schools operating concession stands.
  9. The use of school facilities is prohibited for merchandizing or commercial purposes.
  10. If necessary, the City of Gardner shall have the free use of selected school buildings for polling purposes, under conditions approved by the School Committee and when such activity does not interfere with school programs.
  11. There shall be no use, possession, sale, or distribution of alcohol or controlled substances at any time in the school buildings or on school grounds.  Absolutely no smoking is permitted on school property.  No firearms, equipment, incendiary devices, or substances of any kind considered harmful by the School Committee is allowed on school property.  The use of profane and vulgar language is strictly prohibited.
  12. Youth activities must be under the strict supervision of adult sponsors at all times.  The adult sponsor shall be named on the Application/Agreement for the Use of School Facilities and shall be directly responsible for the activities of the group.
  13. Only authorized school personnel shall operate kitchen, stage, sound, and projection equipment.  A member of the school staff is required to be present when using the kitchen for food preparation or the drama/theater area.  The using organization agrees to pay the additional costs incurred to include time and a half wages.
  14. All groups shall pay for the attendance of a police officer when deemed necessary by the Superintendent, and shall pay such costs to the City of Gardner.
  15. The custodian’s duties will be to oversee the activity, clean up and secure the areas occupied by the group. 
  16. Extra expenses incurred by the school system for facility usage will be paid by the user, i.e., wages at time and a half and benefits for additional staff required.
  17. The applicant must assure responsibility for order and safety.  Facilities and equipment should be inspected by the applicant prior to the activity and are accepted as safe and suitable for their intended purpose.  The applicant and a member of the school staff will carefully examine the facility used by the applicant after each use to determine any damages.
  18. Groups are responsible for leaving school facilities in a neat and orderly fashion.  The furniture arrangement in the rooms shall be left as originally found.  If the facilities are not left in their original condition, the School System reserves the right to charge for any additional work required to return the rooms to their original condition.
  19. In case of any damage to school property by those using the facilities, the cost of the necessary repairs shall be paid to the School Department.  Further use of school facilities shall not be granted to the persons or organizations responsible for said damage until all repairs have been paid in full.
  20. Applicants are required to present evidence of liability insurance, with the City of Gardner named as an additional insured, in an amount deemed adequate by the City Treasurer in consultation with the city insurance advisor.  Whether or not the user maintains insurance, the user shall indemnify, defend and hold harmless Gardner Public Schools from any claims, demands, expenses, attorney’s fees and liability which may be imposed upon by the school system by reason of any act or omission on school property by the user, its agents, guests, invitees, licensees and agents, as stated on the Application/Agreement for the Use of School Facilities.
  21. The activity shall be restricted to that area for which permission is granted.  The nearest available lavatories shall be used.
  22. The activity shall not extend beyond the hours approved in the request.  For planning purposes, the space used shall be vacated no later than 10:00 p.m., unless a specific exemption has been granted.
  23. The person in charge of the activity shall be present one-half hour before the start of the activity and is to remain with the group until all members of the group have left.

 

  1. License Fees

 

  1. User fees must be received at the office of the Superintendent of Schools prior to the date of the scheduled event, unless otherwise agreed.
  2. Checks should be made payable to the City of Gardner.
  3. All fees received from the use of school facilities are to be deposited into the Building Use Revolving Fund.
  4. Custodial/Staff Fees are per hour and are to be determined by the Business Administrator.  The time used to calculate the custodial charge shall be the length of the event plus one hour to cover the average set up time prior to the event and the average time to secure the building after the event.  If a custodian or staff is required, there shall be a minimum charge of three (3) hours, after which the charge will be calculated into the nearest half-hour.  If additional cleaning is required, that time will be added to the fees.
  5. Waivers of fees shall not be granted.
  6. Fee Structure:

 

Buildings

Business

Community

(Organized Event)

Auditorium*

$ 150

$   75

     Sound Technician / hr (3 hr. min)

$  35

$  35

     Lighting Technician / hr (3 hr. min)

$  35

$  35

 

 

 

Gymnasium (each gym)*

$ 150

$   75

 

 

 

Cafeteria*

$ 150

$   75

     Cafeteria Staff (3 hr. min)

$   25

$   25

 

 

 

Classrooms (Per room)*

$   50

$   25

 

 

 

Other Facilities*

$   50

$   25

 

 

 

* Maintenance Person / hr (3 hr. min.)

$   30

$   30

 

 

 

Grounds

 

 

Watkins Field

 

 

     Use of Field

$  300

$ 150

     Maintenance Person / hr (3 hr. min.)

$  30

$  30

     Lights (per hr.)

$   30

$   30

 

 

 

Stone Field

$  150

$   75

     Maintenance Person / hr (2 hr. min.)

$   30

$   30

 

 

 

Stedman Field

$   100

$   50

     Maintenance Person / hr (2 hr. min.)

$   30

$   30

 

 

 

Other Fields

$   100

$   50

     Maintenance Person / hr (2 hr. min.)

$   30

$   30

 

 

 

Tennis Court

 

 

     Use of Court

$  100

$   50

 

 

 

EXCEPTIONS

 

 

     Multi-Use (Greater than 3 times per year)

1/3 Total Cost

1/3 Total Cost

     Single use per year by a community group with 25 participants or less

Not applicable

No charge except for maintenance if incurred

 

* Use of Facilities or Fields will require maintenance fee.

 


  1. Miscellaneous

 

  1. Any special set-up requests must be submitted in writing to the building principal at the time of application.
  2. Only approved athletic shoes may be worn in the gymnasium for athletic events.  No hanging on backboards, nets, or support brackets is allowed.  No food or beverages are allowed without prior permission.
  3. If a group needs to cancel their facility use, they should contact the building principal as soon as possible.  If costs are incurred due to insufficient notice of cancellation, the using group may still be subject to fees and costs.
  4. School facilities will not be available for use if school has been closed due to weather or other emergencies.
  5. No golf is allowed on any field under the jurisdiction of the Gardner Public Schools.
  6. Due to possible damage to the in-ground sprinkler systems, the track, tennis court and other playing surfaces, no vehicle of any kindis allowed on the playing fields without the prior written approval of the Director of Athletics.
  7. Any use of school facilities not covered by these regulations shall be at the sole discretion of the School Committee.

 

[Revised: June 2003]

[Revised: June 2009]

[Revised:  January 2013]

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