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KF-R
Administrative Guidelines:
Applications and Financial Procedures Related to the Non-School Use of Facilities
1. Applications
a. A request for non-school use (defined as all uses except those listed under 1. School Activities and 2. Official school related bodies in the Policy) shall be directed to the Principal in writing on a Facilities Use Agreement. Such request shall be made at least two weeks prior to the time of the desired use for a single meeting and three weeks prior to anything beyond a single meeting.
b. Groups holding regular meetings throughout the year need file ONLY ONE application at the beginning of each school year. However, special events of such groups must be covered by separate applications whenever they occur.
c. Prior to any non-school use, an agreement shall be executed on behalf of the user by either a generally recognized organization having authority to enter into binding contracts or a responsible individual as determined by the building administrators. Such agreement shall provide for:
i. the payment of any required fees and deposits,
ii. indemnification of the district for any claims, demands or suits,
iii. satisfactory evidence of necessary insurance coverage as deemed appropriate by the superintendent,
iv. the opportunity for cancellation in the events of unexpected or emergency needs for facilities involved for school district purposes, and
v. other conditions as deemed appropriate by the building administrators,
d. The permission extended to any group to use facilities of the MSAD 71 School District shall expire automatically at the end of the period of time for which such permission was granted.
2. Payment
a. The district shall be reimbursed for the use of schools and for other expenses incurred by the school on behalf of the renting agency.
b. Users shall make checks payable to the MSAD 71 School District for the fee prior to use of the facility.
i. Deposits: In addition to the fees set out herein, the administrator may require such deposits as deemed necessary in given situations.
ii. Exchange of Services: School administrators may, at their discretion, reduce or waive fees in exchange for services to the school or communities from a group using the facilities. These services shall be outlined in writing at the time the contract is developed.
A. Types of Groups Authorized to Use District-Owned Facilities
1. Use by MSAD 71 School District or public agencies will be free of charge. This includes, but is not limited to:
a. Board, district teacher, district advisory, and/or district citizen committee group meetings.
b. School District recognized student, parent and booster club activities.
c. Board, town, county, state, and national elections and sponsored candidate forums.
2. Use by any other educational institutions, charitable fund-raising for community benefits organizations, local church groups, and local non-profit community organizations may be granted a reduction or waiver of the building use rate schedule, at the discretion of the school district.
3. All other groups or organizations granted use of school facilities will be levied according to the fee schedule.
B. Regulations Regarding Use
1. The use of alcoholic beverages in school buildings or on school grounds (hereinafter on school district property) is prohibited.
2. Gambling is prohibited on school district property.
3. There shall be no smoking or other use of tobacco products on school district property.
4. All adult recreation programs must be sponsored by and supervised by the Kennebunk and/or Kennebunkport Recreation Department.
5. There shall be no temporary or permanent signs, banners, pennants, or the like placed in or on school property by any group except those associated with activities sponsored by the school or as approved by the Superintendent of Schools or his/her disagree.
6. The use of the building by the outside organization should in no way restrict or limit the normal instructional program carried on during regular school hours.
7. The use of any school equipment is specially prohibited unless prior approval has been received from the administrator in consultation with the appropriate personnel and, depending upon type of equipment may only be used under the management of personnel considered qualified by the administration to use and care of such equipment. No equipment is to be removed from school property without the prior written consent of building administration.
8. The hours of use by outside organization shall normally be restricted to the period when after the school day ends to 10:00 p.m. on weekdays and from 8:00 a.m. to 10:00 p.m. on non-school days. In some instances, deviation s from these hours may be permitted by the administrator if such deviations from these hours will in no way limit or restrict the regular school instructional program. These limitations regarding hours of usage will not apply to the conducting of elections. All organizations are expected to adhere strictly to scheduled hours.
9. Use of buildings is strictly limited to the area or areas requested via application.
10. Keys WILL NOT be issued to individuals requesting use of school property.
11. The building administrator must approve establishment of concessions for dispensation of foods, soft drinks, popcorn, candy, etc., in advance on application.
12. In all instances, capacity is strictly limited to the seating or standing room capacity of the area in use.
13. The buildings will not be available for rental at times when they are scheduled for maintenance or custodial programs.
14. The school district will assume no responsibility for receipt and or/storage of supplies or equipment for the benefit of the user group. Charges will be made for any space used for equipment and materials.
a. The administrator in charge of school facility use and rentals shall be responsible for coordination and oversight of use with organizations applying for use of school facilities. The administrator or his/her designee (which may be a building services employee) may be on duty when a school is being used by outside organizations.
b. Any group or organization using school property shall save the towns, the Board, the individual members thereof and any school officials or employees free and without harm from any loss, damage liability or expenses that may arise during, or be caused in any way by, such use or occupancy of school property. The applicant, or designee thereof, must agree to supervise the activities conducted during the entire rental period. If an outside group incurs property loss as a result of the use of the facility, the amount of damage shall be determined by the administrator and be borne by the group.
c. The organization or individual requesting the use of school facilities may be required to obtain general liability insurance in coverages amounting to at least $300,000 single limit liability. A certificate of insurance form an insurance company rated “A” or better, admitted to do business in the State of Maine shall be required to be provided covering the event for which the use of facilities are requested.
d. The administrator shall thoroughly investigate each request for use of school facilities and shall determine whether the request non-school use is of the sort contemplated by Administrative policy and meets the criteria set out in Administrative policy.
The administrator may deny the use of a building to an approved group when the space applied for has already been committed to another group or the space applied for may not be used for the purpose requested under these regulations.
The administrator has the right to refuse when there is a conflict within the school.
e. The administrator reserves the right to transfer applications for use of any facility to another comparable facility when deemed necessary.
f. Continued use of school building by any group is contingent upon the group’s taking proper steps to protect the school property and to ensure complete safety, the observance of the prohibition against smoking or other use of tobacco products, alcoholic beverages on school district property, and the reimbursement of its expense to the school. If the administrator feels that misuse has occurred, it is his/her duty to advise the group so that the misuse will be stopped. If continued misuse occurs, the group shall be prohibited from further use of school facilities.
g. Building Services Personnel: All groups, with the exception of school-sponsored activities or events, will be charged 1 ˝ times the hourly custodial rate for each hour a building services employee is required as follows:
On weekdays after 10:00 p.m. at all schools, or a date school has been cancelled.
Saturdays or Sundays
When any special services requested involves 30 minutes or more of services time.
The custodian shall be responsible for building security and boiler checks. The lessor may assign secondary duties. All users of the Theater are required to provide complete custodial services.
h. Off-Duty Policemen: User groups may be required, at the discretion of the administrator, to pay for off-duty policeman(men) to be on site at the event.
Amended: 02/12/07
Fee Schedule
Item # Item name Fee proposed
1 Gym $180 (3 hrs.)/$50 @ additional hr.
2 Auditorium $80 (3 hrs.)/$18 @ additional hr.
3 Cafeteria $50 (3 hrs.)/$18 @ additional hr.
4 Kitchen $50 (3 hrs.)/$18 @ additional hr.
5 Library $50 (3 hrs.)/$18 @ additional hr.
6 Classroom $50 (3 hrs.)/$18 @ additional hr.
7 Outdoor playing surface $50 (3 hrs.)/$18 @ additional hr.
8 Theater/special lighting $20/day
9 Sound system $20/day
10 Custodial coverage 1 ˝ hourly rate*
11 Security coverage current hourly rate/more than 8 hrs=1.5 times rate
13 Chairs $0.50/chair/day
14 Bathrooms (for outdoor events) $30/day/bathroom
15 Parking $50/lot/day
16 Floor covering needed $50 (1st day) + $25 @ additional day
17 Computer hook-ups/internet etc. $15/day
18 Kitchen personnel $15/hr.
19 Security deposit 15% of projected cost or $500-whichever is less
* on weekdays after 10pm, Saturdays and Sundays – or date school has been cancelled.