Community Use of School Facilities

POLICY:
The Wellesley School Committee desires to make school facilities available to recognized, responsible organizations for educational, recreational, civic and cultural activities provided the following conditions are met:

  1. Activities do not conflict with the school program
  2. Activities do not cause extraordinary wear and tear to the existing building structure, its furnishings and/or the surrounding grounds.
  3. Regulations are adhered to.
  4. Fees are paid according to the following user categories:
    1. School, student, other educational uses (School Committee, school-sponsored student activities including Athletics, Drama Productions and Musical Performances) and Town-related uses (Town Meeting, meetings of Town Boards and Committees, and Voting), excluding the Recreation Department – NO CHARGE.  P.T.O. meetings and regular Scout Meetings are to be scheduled when custodian is on normal shift time.
    2. Wellesley Recreation Department – full reimbursement for actual additional custodial services incurred.
    3. Non-profit Wellesley-related organizations – full reimbursement for actual additional custodial services incurred plus a utility fee of $10 per hour of use for auditorium, gymnasium, library, cafeteria, kitchen and/or classroom when used on the weekends and/or during school vacations.  Proof of non-profit status must be submitted with the application.
    4. Other non-profit organizations – full reimbursement for actual additional custodial services incurred plus a fee of $75.00 per hour of use for auditorium, $65.00 per hour of use for gymnasium, library or cafeteria, $75.00 per hour of use for the cafeteria and kitchen combined, $50.00 per hour of use for each classroom.  Fees will be assessed based upon minimum rental period of two hours.  Proof of non-profit status must be submitted with the application.
    5. Private individuals and profit organizations – full reimbursement for actual additional custodial services incurred plus a fee of $125.00 per hour of use for auditorium, $100.00 per hour of use for gymnasium, library, or cafeteria, $125.00 per hour of use for the cafeteria and kitchen combined, $75.00 per hour of use for each classroom.  Fees will be assessed based upon a minimum rental period of two hours.

These rates are effective July 1, 2004
Rentals Confirmed 3/2006
Custodial Rates updated each new budget

REGULATIONS

  1. The organization is responsible for providing personnel to properly supervise persons using the school buildings.  The names of all supervisors will appear on the application.  Children must be supervised at all times.
  2. A school custodian will be on duty at all times buildings are in use.  Charges will be assessed based upon actual additional custodial services as determined by the building administrator plus all applicable fees.  Users will incur charges for extra custodial time required before and/or after the time of usage.  (Minimum custodial coverage will be one-half hour prior to and one-half hour following the event.)
  3. The Business Office will notify the organization when police and/or fire services are required.  The organization will make arrangements with the Police Department and/or Fire Department and pay them directly for all services.
  4. The organization will pay the School Department for all damage to school property reported to the Business Office.
  5. All materials brought into school buildings must be described on the application and approved by the Business Office.  The resale of food and/or beverage items is prohibited.
  6. Use of school equipment must be requested on the application and approved by the building Principal.  Additional fees may be charged to cover the use of other items, i.e. audio/visual equipment and other equipment such as physical education, according to the regulations.  Also there will be fees and penalties assessed under specific circumstances, “no-shows”, set-up charges, clean-up charges, minimum detail charges, damage/breakage charges or breakdown charges.  The fees will be billed separately.
  7. Custodians and cafeteria staff will be paid for their services by the School Department.  Organizations will not pay custodians or cafeteria staff for their services.  Gratuities of any kind are neither necessary or desirable.  The rates for custodian and cafeteria staff will be contract rates and will be adjusted annually.
  8. Smoking is not permitted at any place in the building or on any school grounds.  Alcoholic beverages are not permitted.
  9. All scheduled events will be canceled when school is canceled due to weather.
  10. All regulations set up by the Internal Revenue Service and of the Treasury Department with respect to (a) tax on admissions under the Internal Revenue Code and (b) requirements regarding tickets of admission and signs must be met.
  11. Lotteries or other money-making schemes which do not have approval of state laws are forbidden in school buildings.
  12. Failure to follow any regulations will result in immediate cancellation of the activity.  The School Committee reserves the right to stop any event going past the time as stated on the application.
  13. The School Committee reserves the right to make special regulations and charges and to cancel any activity.
  14. All checks are to be made payable to the Wellesley Public Schools.  A minimum deposit of 25% of the projected cost (100% for first time users) must be received by the Business Office seven (7) working days prior to the event.  Such deposit will be applied against the final invoice.  Payment terms are net 30 days.  Invoices outstanding beyond 30 days will result in the cancellation of all dates scheduled for future use.
  15. Cancellation of any scheduled event requires 24 hours written notice by the applicant.  Any less notice or no-show will result in full assessment of all fees.
  16. The School Committee and the Town of Wellesley assume NO LIABILITY for injury to persons present in the school building pursuant to a permit issued to any organization and/or person.  Furthermore, the School Committee and the Town of Wellesley accept NO LIABILITY for injury or damage caused by use of equipment, and the permit holder agrees to accept all equipment as is and to be responsible and liable for damage to the building and the equipment therein and for all personal injuries sustained by persons present pursuant to said permit.
  17. Each organization is required to have liability insurance.  A Certificate of Insurance is to be submitted to the Business Office no later than one week prior to the use of the facility.