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Use of Athletic Facilities

Facilities Use Guidelines

1500 Public Use of School Facilities
Regulation Info:

It shall be the policy of the Board of Education to encourage the greatest possible use of school buildings for community-wide activities which do not otherwise conflict with school related academic and recreational programs and activities.

This is meant to include informal groups as well as formally recognized civic, social and recreational organizations. Groups wishing to use the school facilities must secure written permission two (2) weeks prior to the scheduled event from the Superintendent of Schools or his/her designee and abide by the rules and regulations established for such use. They must also abide by the fee schedule adopted by the District for facilities usage. The Superintendent, at his/her discretion, may consult with the Board prior to approving a request for use of school facilities. The Superintendent maintains the flexibility to waive fees and insurance to improve offerings for Beekmantown Central School District students and school community.  

Permitted Uses

Under School Law, the school facilities may be used, as long as it does not interrupt the normal school operations, under the following conditions:

  1. Instruction in any branch of education, learning or the arts
  2. Public libraries or stations of public libraries
  3.  Social, civic and recreational meets and entertainments, and other uses pertaining to the welfare of the community that are nonexclusive and open to the general public.
  4. Meetings, entertainments and occasions where admission fees are charged, when the proceeds are to be expended for an educational or charitable purpose.
  5. Polling places for holding primaries and elections, for the registration of voters and for holding political meetings.
  6.  Civic forums and community centers
  7. Classes of instruction for intellectually disabled minors by a private organization that is approved by the commissioner of education.
  8. Recreation, physical training and athletics, including competitive athletic contests of children attending a private, nonprofit school.

A district permitting community use of school property for after school programs must ensure such programs are open to all children in the school district, regardless of whether they attend public or private school.

Prohibited Uses

  1. meetings sponsored by political organizations
  2. meetings where they are under exclusive control and the proceeds are to be applied for the benefit of a society, association or organization of a religious sect or denomination, or of a fraternal, secret or exclusive society or organization other than organizations of veterans of the military, naval and marine service of the United States and organizations of volunteer fire fighters or volunteer ambulance workers.

Informal groups brought together solely for an activity within the school facility (i.e., a group of individuals playing recreational/non-league volleyball) will be required to sign a hold harmless agreement/indemnification prior to being permitted to use the school facility.

Formal groups requesting to use the school facilities shall be required to furnish public liability and property damage insurance in the amount set forth below. Such insurance shall designate the school district as an additional named insured. Evidence of such coverage shall be in the form of a certificate of insurance issued by the insurance company providing the coverage, which shall be in the following amounts:

Public Liability - $1,000,000.00

Property Damage - $100,000.00

Both formal and informal groups can be subject to variable costs associated with the activity.

These costs would be directly related to the activity and could include, but are not limited to such costs as custodial services, kitchen supervision and the cost of any repairs/replacement of damaged equipment or facility.

Access to school facilities may be different under contingency budget and non-contingency budget circumstances. The Superintendent is authorized to implement guidelines for facility use under both circumstances.


Conditions for use of District Facilities

  1. Use of district facilities will be allowed only where the applicant agrees to pay the district a usage fee according to a schedule adopted by the district to cover the costs directly related to the activity and could include such costs as custodial services, kitchen supervision and the cost of any repairs/replacement of damaged equipment. Additional Services or equipment may be needed for certain requests. The district has the right to deny anyone permission if such use is needed. They also have the right to grant such permission for which the applicant is subject to pay additional fees associated with the use of any additional services or equipment. Only authorized personnel shall operate district equipment. Building use fees should be paid at least five (5) days in advance of the event date to secure the use of the facilities. Other additional costs, such as custodial fees and AV support, will be billed once the actual cost is determined.
  2. Use of district facilities will only be allowed where the organization provides the district timely evidence of adequate insurance coverage ($1,000,000 minimum) to protect the district from liability, property damage, personal injuries and/or medical expenses.  The district will exercise complete and unreviewable discretion regarding what constitutes adequate insurance coverage for each proposed use.
  3. The Board or Superintendent reserves the discretion to deny use of district facilities described above, or to terminate use of district facilities:
  4.  By an applicant who has previously misused or abused district facilities or property or who has violated this policy;
  5.  For any use which could have the effect of violating the Establishment Clause of the United States Constitution or other provisions of the United States or New York State Constitutions;
    iii.  For any use which, in the estimation of the Board, could reasonably be expected to or actually does give rise to a riot or public disturbance;
  6.   For any use which the Board deems inconsistent with this policy;
  7.   For any use by a private for-profit entity that has the direct or indirect effect of promoting the products or services of such entity;
  8.   In any instance where alcoholic beverages or unlawful drugs are sold, distributed, consumed, promoted or possessed;

   vii.  For any use prohibited by law.

Beekmantown Central School District reserves the right to deny use of school facilities to any group/organization.