Skip to main content
Horizon School Division
Creating a better world, one student at a time.
AP 545 - Community Use of Facilities
Background

School facilities should be available for community use where practical. For this reason the Division encourages each principal and School Community Council to develop a “School Use Policy” within the general framework of this procedure. Such a policy will allow for the differences among communities and ensure the empowerment of the local community.

Administration of the school use policy is entrusted to the principal and School Community Council subject to operational accounting guidelines and the requirement to protect the interests of the Division in matters of insurance, indemnification, and the reporting of income to Canada Revenue.

The school buildings, equipment, and material of the Division represent valuable, publicly owned resources, which are to be operated and used in the interests of the total community. Community use of schools and school equipment are, therefore, to be encouraged and developed, provided that the prime function of the school, the education of our students, is not jeopardized.

Procedures

The Division encourages community use of schools subject to the following guidelines and the suggested procedures for school Control Committees:

1.  Guidelines:
1.1.  Community use of school facilities is not intended to put schools in competition with other local facilities. Such community use of school facilities would include activities that generally fall into four categories:
1.1.1.  Public education;
1.1.2.  Public recreation (activities sponsored by non-profit organizations whose purposes are to serve a community interest such as health and fitness);
1.1.3.  Private use; and
1.1.4.  Fundraising or commercial events
1.2.  Community use of school facilities shall not interfere with the educational program of the school, or with any school activity.
1.3.  Schools must be left in the same condition as prevailed prior to use.
1.4.  All community groups who seek to use school facilities must complete an agreement with the Division regarding the details of such use. Community groups should use the AF 545 - Request for Use of Facility Form to initiate this process.
1.5.  Community use of schools carries with it the obligation by the user to accept responsibility for loss or damage and to make good that obligation, should it occur.
1.6.  Certain community groups may be granted rental free use of the school facility, provided that appropriate arrangements for supervision and clean-up have been made. The Control Committee (see # 8 below) shall determine rental free groups.
1.7.  Certain group-sponsored programs that are designed for community benefit, such as patriotic or Remembrance Day programs shall be exempt from rental charges.
1.8.  Because of the different nature and needs within the jurisdiction, uniform application of this procedure may be very difficult. Consequently, a Control Committee will be struck for each school. Control Committees will assume the major responsibility for controlling and administering community use of school facilities.
1.9.  Because of the Joint Use Agreements that exist between the Division and certain towns and villages in the Division, some matters of the Joint Use Agreements may supersede responsibilities of the Control Committee in those towns and villages. In such cases, it shall be the responsibility of the Control Committee to become aware of those matters and to exercise its authority in a manner, which will not conflict with the Joint Use Agreement.
1.10.  Membership on the Control Committee shall include the principal or designate, and two members designated by the School Community Council.
1.11.  Duties and responsibilities of the Control Committee shall be to:
1.11.1.  Make an annual accounting to the Superintendent of Finance of all rental revenues for each school year;
1.11.2.  Grant permission for the use of school facilities and refer to the Board, when it deems necessary, those requests for use of school facilities, which may be in dispute;
1.11.3.  Resolve any disputes regarding janitorial fees;
1.11.4.  Withdraw permission to use the school facilities by any individual or group that has been neglectful of its responsibilities in connection with school use. Such instances shall be reported to the Board;
1.11.5.  Waive rental charges under justifiable circumstances;
1.11.6.  Apply any surplus funds accrued from school buildings rental to projects of the School Community Councils as they relate to the specific school. The funds will be credited to the account of the School Community Council (Where the gymnasium is part of the Joint Use Agreement, the gymnasium is exempt.);
1.11.7.  Involve the principal, staff, and school caretaker, where appropriate, in consultation regarding the use of equipment and facilities and schedule of events for community use; and
1.11.8.  Determine whether or not to assess a damage deposit for an activity. 
1.12.  Use of school facilities by Regional College groups shall be governed by these same guidelines. Rental revenue from Regional College usage will be assigned to the account of the School Community Council who shall determine the expenditure in consultation with the principal.
1.13.  Rental rates established by the Board are listed as guidelines only, but should generally be adhered to throughout the Division so as to maintain consistency from one situation to another and from one school to another. Typically science, Chemistry, and Industrial Arts laboratories will not be rented. In some circumstances, where a qualified and approved instructor leads the activity, the rental of such laboratories will be approved.
1.13.1.  Classroom Rental
​​Type of Classroom
​Cost per Session
​​Regular Classroom
​​$25.00 for each classroom
​​Labs
​​$35.00 per room
​​Gymnastics
​​$25.00 per hour for first two hours and $10.00 for each subsequent hour to a maximum of $125.00
​​Internet Access
​Rental at hourly rate as established by the supplier​
1.13.2.  Caretaker Time
Caretakers who are employed in regard to school facility rentals will receive the current minimum Division rate per hour with minimum payments as per Labour Standards Legislation of Saskatchewan, as determined and approved by the Control Committee. Current agreements with employee groups must be respected in the employment of caretakers for rental situations. Caretakers have the clear right to refuse employment for rental situations.
1.14.  Rental rates for category 4 (fund-raising or commercial events) shall be as follows:
​Type of Classroom
​Cost per Session
​Regular Classroom
​$25.00 for each classroom
​Labs
​$35.00 per room
​Gymnastics
​$25.00 per hour for first two hours and $10.00 for each subsequent hour to a maximum of $125.00
​Internet Access
Rental at hourly rate as established by the supplier​

2.  Suggested Procedures for School Control Committees
2.1.  Membership on each school’s Control Committee shall be established annually and communicated in writing to the office of the Superintendent of Operations immediately thereafter.
2.2.  All applications for community use of school facilities shall be processed through the office of the principal using the AF 545 - Request for Use of Facility Form and the AF 545 - Approval for Use of Facilities Form.
2.3.  Each principal shall, with members of the Control Committee, establish consistent procedures for dealing with all applications for community use of school facilities so that those procedures recognize the unique characteristics of each community and its various interrelationships.
2.4.  A file containing processed applications for use of school facilities shall be maintained in the school office.
2.5.  Collection of fees related to use shall be the responsibility of the Control Committee, which shall forward funds to the Superintendent of Finance for credit to the School Community Council.
2.6.  The School Community Council, according to consistent procedures established by the Control Committee, shall make payments to caretaker(s).
2.7.  Control Committees shall maintain a current receipt book in the school office, which shall be available for perusal and audit by the Superintendent of Finance.
2.8.  At the end of December of each year, the Control Committee shall submit to the Board, through the office of the Superintendent of Finance, a statement itemizing the number of rentals during the year and specifying associated revenues and expenditures.
2.9.  Where the Control Committee determines that no official of the school will be required at a community-use-of-school function, the principal shall make appropriate arrangements for loan and return of keys. Under no circumstances shall a user duplicate any school key.
2.10.  Where disputes arise over use of facilities, costs of rental, or payment for use and those disputes cannot be resolved, it shall be the responsibility of the Control Committee to resolve them.
2.11.  Specific requirements regarding footwear, use of equipment, and facilities may be established by the School Community Council and should be consistently applied. Consultation with the principal, physical education personnel, and school caretaker is strongly advised.

2.12.  Should concerns develop over issues not addressed in this protocol, they shall be dealt with by a committee consisting of members of the Control Committee, a sub-division trustee, and the Director (or designate).



Reference:  Sections 85, 87, 109, 110, 175, Education Act

April 6, 2011