Welcome to the Sharon Public Schools

For the purpose of promoting the usefulness of Sharon Public School property, the Sharon School Committee may conduct such educational and recreational activities in or upon school property under its control, and, subject to the following regulations, and, consistently and without interference with the use of the premises for school purposes, shall allow the use thereof by individuals and associations for such educational, recreational, social, civic, philanthropic and like purposes as it deems for the interest of the community. The affiliation of any such individual or association with a religious organization shall not disqualify such individual or association from being allowed such a use for such a purpose. The School Committee may also allow the use of school facilities by private individuals and organizations on a non-discriminatory basis and one that does not preclude religious uses.

Individuals and associations using school facilities shall be responsible for compliance with all applicable regulations governing such use established by the School Committee. The term "user" as used hereinafter shall refer to such individuals and associations.

A copy of the Rules and Regulations is to be provided to the person requesting the use of any school facility. Failure to comply with these Rules and Regulations will result in the forfeiture of the future right to use school facilities.

SCHOOL FACILITIES

The facilities that may be available for use are outlined on the School Facilities – Rental/Reservation Form. Reservations for the use of school facilities shall be made in accordance with procedures established by the Superintendent of Schools.

All rentals require at least two weeks notice to allow time to process necessary paperwork.

PROCEDURE FOR USE OF SCHOOL FACILITIES

1. Obtain a School Facilities – Rental/Reservation Form from the school office in the building in which they intend to rent.

2. Complete the forms with all necessary information and present it to the Maintenance and Operations administrative Assistant who will check the building calendar for available dates and sign the form approving the dates, make copies as needed and present it to the building principal. This person is your point of contact.

3. Get Approvals: The building principal will sign the form to approve the rental for the purpose stated. The renter must provide a copy of the rental form to the Police Department as well as obtain any other approvals needed (see decorations, etc in the RULES and REGULATIONS), obtain insurance if needed, etc.

4. Bring all forms to 1 School Street OR to the Maintenance Office at East Elementary Modulars (rightmost, front modular): Bring the signed rental form, Indemnification Agreement, and Insurance papers together with payment of all estimated costs.

The Maintenance and Operations Office will notify any building employees or personnel who may need to be hired for the event. The Accounting Office will deposit all fees to the appropriate rental accounts, and after then event occurs, pay all personnel and costs incurred by the rental. If additional charges are assessed during the event, the Maintenance and Operations Office will notify the renter and collect any additional fees and charges.

5. All additional fees must be paid within 30 days of the conclusion of the event.

Rental charges will be assessed for any reservations of the facility and will include setup and cleanup time that relate to a particular rental. Setup Charges will be assessed for any temporary alteration to an area in order to accommodate a group or use. For example, school employees may be hired to setup for an event that requires baskets in the gym to be raised or lowered, seating or tables to be set up or taken down, trash to be emptied, parking lots, bathrooms or other areas to be cleaned.

Payment- All rentals require payment in advance unless written approval to do otherwise is obtained from the Superintendent beforehand.

Refunds will only be issued for facility rentals that are cancelled by the renter at least 24 hours in advance of the event. Provided the Administration is notified twenty-four (24) hours in advance that the user wishes to cancel, no charges will be assessed.

Individuals and organizations who use school facilities requiring the services of a custodian or other school personnel will be charged a minimum fee of two hours for the assigned employee(s) if they fail to cancel the rental within twenty-four (24) hours of intended use.

In order to effect a cancellation, the individual or association must notify the building principal of the school in which the use is being reserved, or the Assistant Superintendent of Schools.

Insurance and the Indemnification Agreement and Covenant form: The renter, an individual or organization which uses a facility shall be responsible for providing such insurance in which the Town and the School Committee are named as insured and as is required by the Indemnification Agreement and Covenant and in such amounts, and subject to such conditions as the School Committee shall from time to time establish.

To be covered by Town Insurance, a group should be aware that this protection extends to those whose funds (accounting and finances) are handled, in total, by the TOWN of SHARON (Town Hall).

If a group or individual does not meet this qualification, it is deemed to exist as a separate entity from the Town of Sharon and could find itself at risk in any potential lawsuit. The required insurance serves to protect the renter from personal liability in the event of such a lawsuit. Past experience have shown that individuals had their homes attached to lawsuits that drag on.

It is therefore the policy of the School Committee to require those who use our buildings to acquire insurance to protect themselves from such lawsuits.

Other Charges: In the event of any damage to school property while an individual or association is using a school facility, the cost of necessary repairs or replacement will be paid to the Town of Sharon by the user, which engaged the facility. The charges shall be paid before further use of any school facility will be permitted by that user.

Individuals and associations using school facilities shall be responsible for the payment of such personnel fees, including payment for the time required to prepare the facility for use, and the time required to restore the facility to readiness for school use and also time to secure the facility after rental.

Custodial, cafeteria, or other employee services may be required whenever a school facility is used by non-school individuals or associations, whether or not such use is a paid rental or an event which has requested a waiver of fees.

The school administration reserves the right to assign one or more additional school employees depending upon the need for such services as determined by his/her understanding of the use of facilities. When employee services are necessary, the user will be charged a fee of one half-hour before the use and a reasonable amount of time, as determined by the school principal to secure the facility at the conclusion of the activity.

A. If an event occurs outside normal school hours, additional personnel may be needed to setup, allow entry, supervise or work during, or to cleanup after that event. Any additional costs for personnel will be charged to the user of the facility, regardless of the agreement to pay rent or to have rent waived.

B. If an event occurs within normal school hours, regular employees may be assigned to allow entry and make the facility ready for use. Time spent in preparation, supervision, clean up and closing will be charged to the user.

C. No employee will allow any entry into a school facility until responsible adult supervision as required is present.

D. No employee on regular working shifts will otherwise be available for services during the course of the rental.

E. Supervision: The renter/user must assume responsibility for the behavior of those in attendance at the event or the School Department reserves the right to assign an additional employee and charge the renter for this supervision.

Use and charges personnel and administrative fees shall be as included in this policy and in accordance with the Schedule of Use Rates for School Facilities and Equipment which is part of this policy, and such charges and fees shall be applied consistently and in a nondiscriminatory basis.

A. Users who are charged for the use of facilities and employee costs will be billed once in two separate billings, (1) for the facility and (2) the labor costs for the employees.

B. Users who are charged for employee costs will be billed for the actual hourly labor cost plus a 10% administrative fee assessed by the Town for municipal administrative costs.

C. The user is responsible for paying an additional fee for any special equipment that causes an increase in energy use. Such fee will be determined by the school administration, and no equipment shall be used until such fee is paid in advance.

Additional Rules and Regulations

Liquid refreshment or food products - No such items may be served in an auditorium, stage and dressing areas, corridors, toilets, shower rooms and stairways. Food or drink is not allowed inside the auditorium. Those who use our facilities must actively supervise their groups and enforce this rule.

Time: No use of the facilities on shall extend beyond the normal school operating hours unless the group has made arrangements (i.e. assigning school personnel) to properly close and secure the building.

Entry: No examination of, or use of, the school facilities are allowed while school is in session.

Kitchen facilities, equipment and staff – Any use of kitchens or kitchen equipment requires that cafeteria personnel be hired to supervise and/or provide services.

Auditorium - When an auditorium is rented for a play or other production, no scenery or sets may be left set-up on the stage during the week. Such material must be removed so as to allow the auditorium to be used for school purposes during the school day.

School Equipment - School equipment in any school facility may be used in that facility only and only when qualified personnel are available to operate such equipment. Such personnel are held responsible through the rental groups, for the operation of equipment authorized for use. The School Department reserves the right to determine qualifications and reserves the right to require the renter to pay School Department or Town employees to operate school-owned equipment.

Moving Equipment: Only authorized employees or hired movers may move or relocate school-owned property such as pianos and other school equipment. The renter will be assessed charges for these duties and others, including piano tuning or other needs that result from their use of the facilities.

School-owned pianos may be moved to the stage or from the stage provided that the school principal is given evidence that the moving will be performed by a qualified mover, and that any piano so moved will be returned to its original location by that mover; that it will be properly tuned, if necessary, after such use, and further provided that the organization requesting the temporary relocation of a piano will be responsible for any damage resulting from the moving.

Supervision and Authorizations

Supervision - Adequate and responsible adult supervision, one adult to each twenty (20) youths, shall be required at all activities for youth groups using school facilities and shall be provided by the individual or association using the facility. At the conclusion of the activity, a responsible adult provided by the user must remain in the faculty until the last youth has safely left the school property. If those in charge of the event do not properly supervise attendees, the School Department reserves the right to hire such supervision and to charge the renter.

Police – The renter of the facility is required to estimate parking needs and attendance at their event on the School Facilities – Rental/Reservation Form, and to take this form to the police chief to notify the police that the event is taking place. A determination will be made by the Chief as to the need for the presence of police officers for public safety and/or traffic control. All expenses for the necessary police protection shall be the responsibility of the user.

Capacity of the facility – The renter may not allow attendance at an event to exceed the rated capacity of a facility as determined by applicable fire and safety codes.

Decorations, Scenery and other equipment and program properties - All decorations must be adequately described on the School Facilities – Rental/Reservation form or on a separate page if needed and approved as a condition of the rental. The Fire Department or Building Inspector may also need to approve the decorations and equipment if required or requested by school authorities.

Alcoholic beverages - Such beverages are prohibited in school facilities as provided by Massachusetts statute except that the School Committee may authorize a public or nonprofit organization using a public school building with its permission during non school hours to possess and sell alcoholic beverages therein provided such nonprofit organization is properly licensed under the provisions of Section Fourteen of Chapter One Hundred and Thirty-eight of the Massachusetts General Laws.

Smoking and tobacco products - Chapter 71, Section 37H of the Massachusetts General Laws prohibits the use of any tobacco products within the school buildings, the school facilities or on the school grounds or on school buses by any individual, including school personnel.

Payment of Rental charges and personnel fees shall be in accordance with a schedule of rental rates and personnel fees established by the School Committee. All payments are due in advance of the rental with any additional charges payable within 30 days of the conclusion of the rental or use.

Waivers: The rental fee (not including any fees for personnel) may be waived upon request by using the Rental/Reservation Form.

The Town of Sharon shall have free use of selected schools for polling purposes and Town Meetings under conditions approved by the School Committee.

PROCEDURE: When a renter requests use of a building, the building should provide them with a copy of the rental policy and send them to the Maintenance & Operations Office located at East Elementary modulars (781-784-1551 X2207) least two weeks in advance of the event. The Administrative Assistant (Beckie Osborne) will:

(1) Be the contact person for all outside building use requiring custodial, cafeteria, supervisory or other help.

(3) Communicate with the building-level calendar person and with the Assistant Superintendent, as needed.

(4) Schedule the event in the First Class school calendar and the Facilities Use calendar

1. Your name: ___________________________________ The GroupÕs name: _____________________________

Date of planned use: __________________________ Hours of actual event: ___________________________________

Time you estimate that everyone will be out: ___________________________________

How large is the expected crowd?_______________ (i.e. How many people might show up?)

2. Do you have a copy of the School Committee Facility Use/Rental Policy: YES NO

5. IF the group is charging admission or any other fee to cover costs or for profit, they will need to provide insurance-unless all funds are controlled by the Town of Sharon (i.e. Town Hall). Where are ALL the funds deposited? If they are ALL in a fund controlled by the Town of Sharon, the group does not need separate insurance. Does the group need insurance? YES NO

Describe what are you planning (concert, play, small meeting, large meeting, sporting event, etc.)? ____________________________________________________________________________________________

____________________________________________________________________________________________

What help will you need? Charged on Mon-Sat. up to $35/hr; Sun. & holidays up to $45/hr. +10%

____ Cafeteria services REQUIRED when the kitchen facility is used for any purpose

Are you serving or selling food? YES NO Do you need access to the kitchen? YES NO

If YES to either of the above, what are you planning for food: ________________________________________________________________________________________________________________________________________________________________________________________________________________________

Setup Needed? Do you need tables, chairs, AV equipment, access to any other specialized items?

__________________________________________________________________________________________________

Cleanup Needed? The facility must be returned to the School Dept clean, neat and ready to start school. This usually requires custodial cleanup. What kind of cleanup will be required?

__________________________________________________________________________________________________

___________________________________________________________________________________________________

In June, July and August, a 50% reduction in rental fees will be granted to non-profit groups comprised primarily of residents, who rent a school facility. During other months of the year, the reduction in rental fees for the same groups will be 40%.

1. Be the contact person for all outside building use requiring custodial, cafeteria, supervisory or other help.

2. Collect completed forms from the building level calendar person and post all work needed requested by the rental.

3. Communicate with the building-level calendar person and with the Assistant Superintendent, as needed.

4. Schedule the events in the First Class district wide calendar and the Facilities Use calendar

Please Note: In establishing estimated costs, include any of the following personnel: Facility Supervisor(s), custodian(s), cafeteria workers, trained stage lighting or sound systems staff. For PTO events, custodial fees are paid by Sharon Schools for one major fundraiser per year.

(3) Indicate # hours facility is needed. (Include setup time not just hours for the event itself.)

____________________ ____________________ ____________________ $_________________ $________________

(4) _________ __ * Expected number of parking spaces required for this event.

The renter understands that tickets may be issued to any attendees who park illegally or on public streets without specific police permission. Max spaces: HS Front/side 138, back 36, Pond St student lot 135; MS 120; Heights 90; Cottage 56; East 95

(5) Signature, Renter who has completed this form: ___________________________ ____ Date_______________

(6) Signature, Secretary who scheduled the event: ___________________________ ____ Date_______________

By signing below, the principal is indicating that the building is available and can handle the rental on the proposed dates and that based on numbers provided on this form together with all other renters on this date, an overflow of the parking lot is not probable.

(8) Bring a COPY of this completed form TO Chief of Police-- Receiving Officer initials:

____ A. Waiver of Custodial Fees is requested because the event occurs within normal custodial working hours and there is no special clean up required. (Examples include: government meetings, events with building occupants, PTO meetings, or other school-related events that occur during normal operating hours of the building. If additional cleanup is needed, custodial fees will be charged.)

____ B. Waiver of Rental fees is requested: This non-profit event directly benefits the Sharon School Community, classroom activities, students or staff and/or the users contribute financially to the Sharon School Community. Examples include: professional development speakers, events that support classroom activities, Town govt. meetings, Boosters, FAME, other non-profit civic groups that directly benefit the Sharon Schools. Except for these groups, NO WAIVER IS GRANTED for groups charging admission, tuition, etc.

REQUEST for WAIVER is APPROVED ONLY if signed below by the Superintendent of Schools:

WAIVER APPROVAL signature: _____________________ ___________

Indemnification Agreement and Covenant

and other good and valuable consideration, the payment, receipt and sufficiency of which is hereby acknowledged,

** If the TOWN of SHARON (Town Hall) handles all of the accounting and finances for the group, sign here and do not complete the remainder because you are covered by Town insurance: ______________________________________________________________________

hereby referenced as (the licensee) hereby agrees to indemnify and save harmless the Sharon Public Schools, Town of Sharon, and all their past, present and future officers, officials, agents, servants, employees, attorneys and their respective predecessors, successors, assigns, heirs, next of kin, executors and administrators hereinafter collectively referenced as the (licensor) against any and all injury, loss or damage and any and all claims for injury, loss or damage, of whatever nature caused by or resulting from, or claimed to have been caused by or to have resulted from any act, omission or negligence of the licensee or anyone claiming under the licensee (including, but without limitation officers, agents, servants, invitees, guests, students, volunteers, of the licensee and employees and contractors of the licensee), at or about the premises.

This indemnity and hold harmless agreement shall include indemnity against all costs, expenses and liabilities incurred in connection with any such injury, loss or damage or any such claim, or an proceeding brought thereon or the defense thereof. If the licensee or anyone claiming under the licensee or the whole or any part of the property of the licensee or anyone claiming under the licensee shall be injured, lost or damaged by theft, fire or steam or in any other way or manner, no part of said injury, loss or damage is to be borne by the licensor or its agents unless caused by the negligence of the licensor.

Licensee shall maintain commercial general liability insurance, with respect to the premises and its appurtenances, issued by insurance companies authorized to do business in the Commonwealth of Massachusetts, naming the Town of Sharon and the Sharon Public Schools as additional insureds, in an amount not less than One Million Dollars ($1,000,000) combined single limit for both bodily injury and property damage. Licensee shall deliver to licensor prior to commencing use of the licenses premises the policies of such insurance, or certificates thereof. Each such policy shall provide that the same shall not be modified or terminated without at least ten (10) days written notice to each named insured. (Licensee is advised that failure to maintain such commercial general liability insurance may result in licensee being subject to potential liability for claims arising under or through the use of this license.)

Licensee shall, at its own cost and expense, with counsel approved by the licensor defend any and all suits and actions (just or unjust) which may be brought against the licensor or in which the licensor may be impleaded with others upon any such above-mentioned matter, claim or claims, unless such other suit or action is the direct result of licensorÕs negligence. The licensee agrees that it shall not file any claim, complaint, charge or lawsuit against the Town for any matter, claim or incident, known or unknown, which occurs or arises out of licenseeÕs use of this license.

Licensee acknowledges the provisions of Section 37H of Ch.71 of the Acts of 1993 which prohibits the use of any tobacco products within school buildings, school facilities or on School grounds by any individual. Licensee shall comply at all times with such provisions.

The Certificate of Insurance is attached, designates the location covered as the Town of Sharon or the Sharon Public School in which the event is held, and indicates coverage is for the period of the event.

COMMUNITY USE OF SCHOOL FACILITIES

SCHOOL FACILITIES

PROCEDURE FOR USE OF SCHOOL FACILITIES

Additional Rules and Regulations

Supervision and Authorizations

Indemnification Agreement and Covenant