Policy 1004.1-R Community Use of School Facilities                                                  School facilities may be used by groups, organizations, and individuals within the community according to the following guidelines: Priority The following order of priority will be adhered to in the use of school facilities: School extra-curricular programmes Continuing Education classes School community groups Groups booked through the Richmond Leisure Services Department Other non-profit community groups and agencies Profit-oriented groups Others. Once a reservation is accepted through the office of the Secretary-Treasurer, cancellation will only occur if the facility reserved is required by the school, by the Division of Continuing Education, or for some special function such as an election.  A minimum of 7 days' notice will normally be given in the event that cancellation is necessary. *  Due to the need for a year round commitment, special consideration will be given to churches for Sunday Services. Application The School District's application forms shall be used for the submission of all requests for use; one copy of the application form will be returned to the user with an indication of the rental charges and that the reservation has been made. Liability Persons using schools and School Board property are responsible for carrying their own accident insurance protection.  The School Board carries liability insurance to indemnify it against its liability as the owner of the school and facility, and the negligence of its employees in carrying out their employment duties.  Thus, the Board will only be liable when negligence on the part of the Board or an employee is proven by the person suffering the injury or damage. Community groups using the schools are urged to take out Public Liability Insurance. Holidays Schools may not be available during July and August, as it is during this period that the annual cleaning occurs; however, every effort will be made to accommodate groups during this period. Equipment Gymnasium equipment may be used only with the permission of the school principal. Consumption of Alcoholic Beverages on School Board Property Specific requests to consume alcohol on School Board property will only be considered for school related activities and any such request must be submitted, in writing, to the Superintendent of Schools for approval.  Such approvals will be restricted to the consumption of wine and/or beer, and must fall within the following categories: 1.  School Parent Advisory Groups (no more than one function per year); 2.  School related functions such as reunions of past staff and students.  (A group may be asked to post a $300 [or greater] cash deposit.) A liquor license must be obtained by the group requesting use of the facility.  The group must provide evidence that they have obtained a host liquor liability insurance policy for the benefit of the group and the Board. Yearly Reservations Reservations shall coincide with the school year for the purpose of seasonal and annual use. Seasonal, Annual, and Regularly Recurring Reservations (a) Schools shall submit their schedule of reservations for the following school year prior to June 15. (b) The Continuing Education office shall submit a statement of requirements for the following school year prior to August 15. (c) All other applications for seasonal, annual, and regularly recurring reservations shall be  submitted by September 15 for the following school year; late application, i.e. submitted after September 15, shall lose their priority in relation to applications received prior to September 15.   Time of Use Saturdays and Sundays   -       all schools     8:00 a.m. to 1:00 a.m. Weekdays - commencement - secondary schools     6:00 p.m.         - elementary schools 5:00 p.m. Note: With the concurrence of the school principal, an earlier commencement may be arranged. Latest closing times: With a member of the regular custodial staff:   10:30 p.m. With a rental custodian:          1:00 a.m.                          Supervision A School Board employee shall be on duty at all times whilst the community is using the school.  The School Board does not accept liability or responsibility for the supervision of community activities.  The Board's employee who is on duty during the event will provide direction as to the appropriate use of the Board's facility.  The community is required to ensure that there is appropriate supervision of their activities. Public Address System Groups using the school shall not have the use of the school public address system without the permission of the school principal. Reports Reports of injury, damage, littering, or misconduct resulting from organized community use of school facilities shall be submitted by the principal to the offices of the Secretary-Treasurer and the Operations Manager.  All reports of injury or damage shall be on an Incident Report Form provided by the Schools Protection Program, and in cases of injury, the report shall be sent to the Secretary-Treasurer immediately. Damage, Loss or Theft Groups using school facilities shall accept responsibility for the cost of repairing any damage occurring during community use, and/or of replacing any equipment lost or stolen during such use;  and shall pay any resultant costs.  Any group failing to pay charges associated with the use of the school will forfeit future privileges.  In addition, the Board reserves the right to take appropriate action to recover such costs and charges. Reservation and Cancellation A minimum of one week's notice is required for a reservation and for cancellation.   Major Community Events Exempt from Cancellation To assist the community in organizing major events where there is a need to guarantee the use of a school, the school district will accept reservations for space at a specific school and guarantee the reservation if all of the following conditions have been met: 1. the organizers have secured, in writing, a commitment from the school principal that the school does not require the use of its own facility on the date(s) of the event; 2. the organizers have put their request in writing to the Secretary-Treasurer six months prior to the event and have provided the following information: i. the date(s) of the event ii. the nature of the event iii. a copy of the letter from the school principal (1. above) iv. the number of participants expected at the event (exclusive of spectators) v. the facilities required in the school, and vi. any other information that pertains to the use of the school during the event; 3.  the event has 100 or more participants, exclusive of spectators; 4.  pursuant to the Schedule of Charges, a non-refundable deposit of 10% of the total anticipated charges to be paid six (6) months in advance of the event, and the balance to be paid 2 weeks in advance of the event. Rental Charges The Board shall, from time to time, establish such charges as it considers appropriate for the use of school facilities.  The schedule of rental charges shall be available from the Rentals Clerk, the office of the Secretary-Treasurer, and the office of the Operations Manager. Special requests for access to School Board buildings and grounds which are not covered by the normal regulations and the established schedule of charges may be submitted, in writing, to the Superintendent of Schools for approval.  Charges for such special rental situations shall be set on an individual basis by the Superintendent of Schools. Capacity Seating capacity        - Gymnasium, up to 1200   (In accordance with the Fire Marshall's regulations)         - Activity Room, up to 300 Dance capacity  - Boyd Gymnasium        800     (new)         - Boyd Gymnasium        800     (small)         - Burnett Gymnasium     600         - Cambie Gymnasium      885     (gym 1)         - Cambie Gymnasium      885     (gym 2)         - London Gymnasium      900     (large)         - London Gymnasium      700     (small)         - McRoberts Gymnasium   600         - Palmer Gymnasium      600     (main)         - Palmer Gymnasium      265     (auxiliary)         - McNair Gymnasium      626         - Richmond Gymnasium    850     (large)         - Richmond Gymnasium    550     (small)         - Steveston Gymnasium   475         - Full Size Activity Rooms      275 Use of Gymnasiums and Activity Rooms The Board shall establish, from time to time, such rules and regulations as it considers appropriate for the use of gymnasiums and activity rooms.  All users shall be advised of the rules and regulations when making arrangements through the Rentals Clerk. Removal of Litter Groups using School Board facilities are requested to ensure that material discarded by any member of the group is removed before the facility is vacated. Instructions to School Board Employees The Board shall establish, from time to time, such instructions as it considers appropriate to School Board employees in charge of school usage and the Rentals Clerk shall ensure that all employees in charge of school usage receive a copy of the regulations approved by the Board. Forfeiture of Use In the event of violation of any of the foregoing, the Board reserves the right to cancel the use of any school facility and/or equipment. Board Concurrence:  05 March 1990 Board Concurrence with Revision:  28 August 1995 Board Concurrence with Revision:  18 September 1995 Cross References 402.11-Smoking and Alcohol Consumption on Board-Owned and Leased Property and in Board Vehicles View Policy