1090 - Use of School Facilities

Policy 1090 Use of School Facilities title box

The Boards of Directors subscribe to the philosophy that the public schools are owned and operated by and for community citizens, and that the schools are an integral part of the community in terms of their intellectual and social expression and development. Each board must also protect the district’s physical assets and investments. Therefore, it is the policy of the Directors of The Southwest Vermont Supervisory Union, Bennington School District, Inc., Mount Anthony Union School District, North Bennington Graded School District, Pownal School District, Shaftsbury School District, and Woodford School District to encourage the public use of school facilities while protecting investments.

Authorization for use of school facilities shall not be considered an endorsement of or approval of the activity, group or organization, nor of the purposes they represent.

School sponsored activities shall have first priority. The right to authorize use of school facilities shall be retained by the Board of Directors, and delegated to the Superintendent’s office for the purpose of the everyday operation of this policy.
  1. The facilities of the schools in the SVSU system may be made available for non-school use when such use does not infringe upon the normal curricular or co-curricular programs of the school.
  2. Priorities for use of school facilities shall be in order: 1) school-related; 2) Town meeting; 3) adult education; 4) community groups and organizations; 5) individuals.
  3. Excluded from use of school facilities are activities which involve the sale of tobacco or liquor.
  4. Rental fees will be determined on an annual basis by the Principal or Business Manager with approval of the School Board.
  5. Upon application for “Building/Grounds Use” an evaluation and determination shall be made with regard to appropriate custodial, police, or other supervisional needs for the proposed event. This shall be done through the offices of the building Principal, Activities Director, or Director of Buildings & Grounds.

1. All applications should be made at least ten business days before the activity through the K-6 principals or the 7-12 Activities Office on the form prescribed.

The application must be signed by a responsible person who will be held accountable for any damage or loss of property arising from such use and must state in detail the purpose for which the building is to be used. User may be requested to post bond in advance of use to provide for this contingency. Invoices for the use of the facilities shall be issued after the use has occurred.

2. All requests will be reviewed by the Principal or Activities Director, who will review the request with the Director of Maintenance and others, if applicable, so that no conflicts will occur.

3. Permission will not be granted for any time or use that will interfere with the educational program.

4. The Principal or Activities Director shall determine if police, fire, or other personnel are needed. The expenses for this protection shall be paid by the user in addition to any rental or custodial fee charged by this district.

5. A permit can be canceled provided its provisions or intent are violated in any way and the school trustees or their representative shall be the sole judge of such violation. A permit may also be canceled if it is later found to be in conflict with a school activity.

6. All groups will ensure that prior approval is received before signs, barriers, and pennants and/or other similar objects are erected, and that they do not deface school property.

7. The charges for use of the facilities will be determined from time to time by the school board. Additional charges may be added as necessary to cover the school district’s out of pocket expenses, such as custodial fees.

8. Furniture or equipment belonging to the school district cannot be moved without permission of the Principal or their designee.

9. The use of school buildings on holidays, weekends and during vacation periods is contingent on the availability of custodians and/or other staff qualified to supervise the premises.

10. All groups must comply with all federal, state, and local laws, regulations and licensing requirements and school board policies.

Insurance Rider:

The Board of School Directors requires individuals and/or organizations using school facilities for non-school sponsored activities to provide to the school system proof of general liability insurance in the minimum amount of $1,000,000 per occurrence. Proof of such insurance will be the form of a certificate naming the School District as an additional named insured, and specifying the dates and hours of use, the activity to be conducted, and the name of the school(s) to be used.

Whenever school facilities are used pursuant to this policy, the school administrator shall cause the attached notice to be prominently posted at the school entrance or in a place where it will be easily seen by attendees at the event.



1. Signed agreement outlining all fees, liability, insurance requirements, damage responsibilities, and any other pertinent information, shall be obtained from the Activities Director.

2. Fees are to be paid in advance, unless waived.

3. Classification of Users:
GROUP I: - School Related
GROUP II – Non-profit Community Group or Organization
GROUP III: -For-profit Organizations and Private Groups

A schedule of facility use will be kept in the School Office.

4. All groups (I, II, and III) will be appropriate billed for clean-up services if the facilities used are not left as they were found. Rental fees can be obtained from the principal or designee.

5. Groups II and III shall be required to submit a deposit equal to 50% of the estimated total costs ten days (10) prior to the event. Failure to submit deposit in a timely manner shall result in denial of permission to use facility.

Final event costs for all rentals shall be billed to renters within 15 days after the event has occurred. All bills are due and payable upon receipt.

All renters shall be informed of MAU – Dist. #14 Policy number 1090 (Administrative Regulations). Copies of said policy are available in the Director of Activities Office.

6. Groups using the kitchen shall be required to retain the services of the Food Service Manager or their designee.

7. Rental fees are defined as:

Rental Fees: MAU High School, Middle School & CDC:
CDC Assembly Room / Atrium / Computer Labs and High School / Middle School
Gymnasium / Cafeteria / Community / Auditorium / Library
Group I – No charge except for reimbursement for custodial costs which will be determined by the MAU or CDC Board. The custodial costs may be waived for community youth functions at the recommendation of the Building Principal/Director.
Group II - The hourly cost plus the custodial hourly cost will be determined periodically by the MAU or CDC Board.
Group III - The hourly cost plus the custodial hourly cost will be determined periodically by the MAU or CDC Board.