USE OF SCHOOL FACILITIES
The Perkiomen Valley School District is an integral part of the community. It is the intent of the Board of School Directors to make school facilities available to residents and organizations within our District and, on a select basis, other individuals and organizations when such usage does not interfere with the educational process of the children of the school district. The facilities of the schools should be used by the community to foster the
educational, cultural and civic growth of all residents. Groups will be denied meeting facilities if they advocate or promote a philosophy which would produce a threat to the health; safety or welfare of students or staff, or if such use could bring damages to school facilities. Allowing the use of school district facilities does not represent an endorsement of program or philosophy by the district.
Accordingly, the school district will, through appropriate administrative procedures, make available to the community the various facilities when permission has been requested in writing and approved by the designated authority within the school district. The members of the Perkiomen Valley School District Board of School Directors shall reserve the right to decide the use of school facilities.
I. USE OF BUILDING, GROUNDS & EQUIPMENT
Permission to use school buildings and facilities will normally be limited to groups and organizations whose membership is composed largely of residents of the District. Classifications of groups and organizations will be made by the Business Administrator or designee, with the final discretion being with the Board of School Directors, using the criteria listed below:
Individuals, groups or organizations in CLASSES II, III and IV must carry a copy of the approved application during the use of the facility.
CLASS I - NO RENTAL CHARGES (may be fees for services - see Appendix A)
School student organizations; organizations which directly benefit students and are directly school related not charging admission, except where proceeds are used to defray the cost of the school program. There may be additional charges for custodial support and/or security personnel, lighting and sound for auditoriums. Examples: Home and School, All School Booster Groups, PVSD Foundation, Student Loan, Community Education, PV Healthy
CLASS II - SERVICE CHARGES AND RENTAL CHARGES (See Appendix A)
Resident community programs serving school age and/or preschool children, township, borough or other governmental agency that is part of the school district; formally organized civic, service, recreational and cultural organization of the school district not charging admission. The person submitting the application must be a resident of the district or, school district employee and, 80% of the members of the group must be district residents. Proof of residency must be provided to the school district upon request. “Resident community programs” is defined as those programs in which the vast majority (80%) of the participants are residents of the Perkiomen Valley School District. Records must be kept by the organization regarding residency of their participants, which may be requested at any time by the school district.
CLASS III - SERVICE CHARGES AND RENTAL CHARGES See Appendix A)
Township, borough or other government agency that is NOT a part of the school district; formally organized civic, service, recreational, and cultural organizations of the school district charging admission as part of a community fund-raising project. Person submitting application must be a resident of the school district or, school district employee.
CLASS IV - SERVICE CHARGES AND RENTAL CHARGES (See Appendix A)
All other groups and organizations. Examples include: Theatre Group, Music School, Fire Companies, Dance Group, Individuals. Should the function directly benefit the students of the School District or the general
community, the Perkiomen Valley School District also reserves the right to reduce or waive the Rental and/or Service Fee.
Liability insurance carried by the Perkiomen Valley School District protects only the School District and its employees and named insured. NO insurance protection is provided by Perkiomen Valley to other groups or organizations using school facilities. The Perkiomen Valley School District requires that organizations must have liability insurance with a minimum of $1,000,000 bodily injury and property damage combined, [and a general aggregate of $2,000,000]. A certificate of insurance shall be provided to the Business Office no less than ten (10) days prior to the date of the event. All certificates of insurance must show the School District has through
endorsement to the policy, been specifically named as an additional insured. The certificate of insurance must also show a thirty (30) day minimum notice of cancellation of insurance clause. (Insurance requirement for Class I groups will be waived.)
If the insurance form is not attached or, provided to the Business Office within ten days prior to the event, the application will be returned to the organization and may result in loss of election for their program.
The School District shall determine the number of custodians or other employees required to be on duty during an event. This may include security personnel at the organization’s expense. The building administration will determine if security is needed. Custodial employees will be under the direction of the District Director of
Operations and these employees shall have the responsibility and authority to enforce all safety, health, and security rules, regulations and procedures. Any participant exhibiting any uncooperative actions may be denied future access or use of the facility. When kitchen facilities are to be used, at least one food service employee
must be present. Food service employees are under the direction of the Food Service Director who will determine if personnel are needed and, who and how many employees will be assigned. CLASSES II, III and, IV will be
charged for Food Service personnel as needed.
The High School Auditorium rental requires one trained technician who is a school district employee assigned to control sound and lighting equipment and one trained student. The building principal will determine the number of persons required and make arrangements. The Middle School Auditoriums have additional requirements for the rental and may require at least two trained technicians. The high school swimming pool requires at least a supervisor and one certified lifeguard. The number of participants will determine if more lifeguards are required,
(Ratio - 1:20). Groups must meet the requirements set by the American Red Cross for lifeguard to swimmer ratios. All rental groups are responsible for securing their own lifeguards. Proof of lifeguard certification must be provided when submitting the application for approval.
Adequate local police, fire police or contracted security services for general security and for supervision of traffic/parking in the area may be required. This will be determined by the school district. Groups in CLASSES II, III and IV, are responsible for arranging security and payment.
It is the responsibility of the renting organization to provide adequate adult supervision at all times when minors are on the premises. All minors must remain in their assigned areas at all times. Failing to do so will result in lost
D. RULES AND REGULATIONS
1. All activities must conclude on or before 11:00 p.m. on the day of the event, and buildings must be vacated by 11:15 p.m. Organizations whose activities extend beyond 11:00 p.m. will be charged the “Sunday and holiday
rates” as listed in the appendix.
2. The School District does not grant blanket requests. Only requests listing specific dates and times will be considered for approval. Renters must have the approval application forms with them when using the facility at all times.
3. The applicant is held responsible for the preservation of order. Participants should arrive when the activity is scheduled to begin and depart immediately after the activity concludes, so as not to be unsupervised at any time. Participants are to remain only in areas designated by the facility application form.
4. School officials must have free access to all areas at all times.
5. The right to revoke permission for facility use at any time is reserved by the school district.
6. Vehicles are not permitted on the playing surface of any of the athletic fields with the exception of emergency and maintenance vehicles.
7. Bleachers, goals, cages, pitcher mounds, base lines or backstops may not be moved.
8. SMOKING OR CONTROLLED SUBSTANCES ARE NOT PERMITTED IN ANY PART OF THE BUILDING OR ON SCHOOL GROUNDS.
9. No food, drinks, or refreshments of any kind are to be served or consumed without specific permission granted as part of the rental application. NO ALCOHOLIC BEVERAGES ARE PERMITTED AT ANY TIME.
10. Gambling, including bingo and selling of chances [without a current license from the Montgomery County Treasurer’s Office] is prohibited on all school property and in buildings.
11. Rubber-soled sneakers or gym shoes must be worn when gymnasiums are used for any athletic event. NO CLEATS OF ANY KIND ARE PERMITTED IN ANY PART OF THE BUILDINGS.
12. School facilities may not be used by religious or political entities for sectarian or partisan purposes.
13. If schools are closed because of inclement weather, special holidays, or other emergency, the function shall be automatically canceled for that day. (Contact the media for closing information. Perkiomen Valley’s call off number is 317)
14. Fields may not be used during excessive wet or dry weather conditions when use would cause damage to the field. Any damages to the fields due to improper usage or during wet or dry weather conditions will be billed to the organization and applicants signing the request form.
15. Additional Rules and Regulations for Specific Areas may apply. These include the High School pool, auditorium, stadium and track, athletic fields [wrestling room, fitness center, tennis courts and concession stands]; and the Middle School auditoriums and cafeterias. Please contact the Business Office to review these special regulations.
16. Only the school district may pay employees for services involving the use of school facilities. Premises are made available with the under-standing that “tipping” of custodians or other school personnel is not permitted.
17. The school district does not supply equipment for an activity or equipment for the lining of fields. The district will not prepare fields for use. Renter must prepare fields at their expense. Fields must not be altered in any detrimental manner and be returned to their original condition after use. Preparation of baseball and softball infields must be performed in a manner approved by the district. Raking of infield mix into the grass, trenching to drain water and, the use of lime to line fields is not permitted.
18. Pets are prohibited at all facilities.
E. RENTAL DAMAGE AND RESPONSIBILITIES
[Each organization using a facility shall be required to submit a refundable security deposit of $100 to be held in escrow by the school district in case of property damage. The deposit shall be made after the organization is
notified of approval, but before use of the facility. The deposit will be subtracted from the total amount due if damage has not occurred. If damages are in excess of the deposit, the remaining balance will be billed to
Any group or organization given permission to use any buildings or facility, by accepting said usage, agrees to accept full responsibility for any damage done by any individual or individuals entering the school grounds or building in connection with their function, and further agrees to indemnify the P.V.S.D. for any such
Further, the organization shall hold harmless the P.V.S.D., its Board of School Directors, its employees and others acting on behalf of the District from all legal actions brought by Use and/or Rental of School Facilities.
F. IMPLEMENTATION OF THIS POLICY
The Perkiomen Valley School District Business Administrator shall be authorized by the Superintendent to implement the Board’s Policy on Use of School Buildings and facilities.
The Business Administrator may, with the approval of the Superintendent, add to or amend the rules, regulations and procedures for a specific function, as may be deemed to be in the best interest of P.V.S.D. and its citizens.
All school district gymnasiums and athletic fields, high school pool, [tennis courts, wrestling room, fitness center and concession stand] availability shall be determined by the Athletic Director.
G. APPLICATION PROCEDURE
Forms may be accessed from the school district website (www.pvsd.org) or at the Perkiomen Valley School District, Business Office, Three Iron Bridge Drive, Collegeville, PA 19426. Upon receipt of the completed and signed application, the P.V.S.D. will confirm date(s) and fees.
Classes II, III and IV must have a deposit paid at least three (3) days prior to the event unless other arrangements have been made with the Business Office. Permission for use of the facilities IS NOT GRANTED until the application is approved and signed by authorized district personnel.
The school district reserves the right to deny the use of facilities if the renting organization or participants are found to be uncooperative, refuse to abide by the regulations or uses facilities without permission. Renter MAY NOT reschedule use of facilities on their own. Renter must follow the process for using facilities and must reapply.
H. FEE SCHEDULE
The fee schedule is contained in Appendix A of this Policy. The fees listed are representative fees for standard organizational functions. Specific circumstances or unusual conditions could necessitate changes to this schedule and the Perkiomen Valley School District reserves the right to make such changes. [The fee schedule
will be reviewed annually by the Board of Education.]
The agreed upon rental deposit fee must be paid to the district at least three days prior to the rental date. The remainder of the fees are due upon presentation of the invoice. Failure to pay the invoice when due will preclude further use of the facilities. Whenever legal action must be employed to secure payment of any
delinquency, the costs thereof will be added to the original amount due.
USE OF ATHLETIC FIELDS RULES AND GUIDELINES
In order to keep athletic fields in good and safe playing conditions for students and student athletes alike, the following rules and guidelines must be adhered to by groups renting the facilities. Athletic fields are located at all school district building locations with the exception of the Iron Bridge facility. The main concentration of athletic fields is located at the High school - Middle School East - Evergreen campus. Additional fields are available at Middle School West, Skippack Elementary and Schwenksville Elementary.
1. The School District’s athletic fields must be used for their intended purposes only.
2. Configuration of the fields must not be altered to suit the purpose of the users.
3. Fields may not be used during excessive wet or dry weather conditions when use would cause damage to the field. Any damages to the fields due to improper usage or during wet or dry weather conditions will be billed to the organization and applicants signing the request form.
4. Fields must be left in playable condition for school teams or any other group wanting to use them.
5. Trash must be picked up after each practice and/or game. Keep dugouts clean.
6. The school district does not supply equipment for an activity or equipment for the lining of fields. The district will not prepare fields for use. Renter must prepare fields at their expense. Fields must not be altered in any detrimental manner and be returned to their original condition after use.
7. Preparation of baseball and softball infields must be performed in a manner approved by the district. Raking of infield mix into the grass and trenching to drain water is not permitted.
8. No using gasoline or kitty litter to dry the field. (Diamond Dry or infield mix only.)
9. No soft toss with rubber or hard balls into fencing or backstops.
10. Bleachers, pitcher mounds, base lines and backstops may not be moved.
11. Use of fields will not be granted on dates that cause conflicts with scheduled school activities.
12. NO PARKING along Campus Drive. Park only in marked parking areas.
13. Pets are prohibited on all areas.
14. The “GOLDEN RULE”: Leave it in better shape then when you found it.
USE OF HIGH SCHOOL POOL RULES AND GUIDELINES
In order to maintain safety at all times for students, student-athletes, community and non-community users, the following rules and guidelines must be adhered to by groups renting the facility. The school district pool facility is located at the High school.
1. The scheduled use of the pool shall give priority to school sponsored organizations and approved by the Athletic Director.
2. Certified lifeguards must be on duty at all times when the pool is in use. [Certifications should be posted in the pool office.] They have the authority to use their discretion to enforce the rules to maintain a safe and
healthy environment. The lifeguards have the authority to ask anyone to leave the pool area for infractions of the rules or when safety is threatened.
3. Safety is of primary concern to the School District. All persons using the pool do so at their own risk and agree to abide by the rules for use of the facility.
4. It is recommended that all swimmers shall take a shower and thoroughly rinse off before entering the pool. (Parents are encouraged to instruct their children).
5. Persons who have obvious infections (colds, lesions, open sores, etc.) will not be allowed in the pool. Sanitary habits are a responsibility of everyone, and anyone displaying improper behavior will be asked to leave the pool area.
6. Chewing gum is prohibited in the pool area and dressing rooms.
7. Food and beverages are not permitted in the pool area.
8. Breakable objects are not permitted in the pool area.
9. All refuse must be placed in containers provided for this purpose. Keeping the facility clean is everyone’s responsibility.
10. Swim diapers must be worn by infants and children not potty-trained.
11. Instructional floatation devices (water wings or USCG approved life vests) may be used under the direct supervision of an adult. Tubes, rafts, and balls are prohibited in the pool. Snorkels are not permitted.
12. Running, pushing, wrestling, dunking, standing or sitting on another’s shoulders is prohibited.
13. Swimmers shall not swim (except to exit the pool after diving) in the diving area and shall remain clear of the ladders except when entering or exiting the pool.
14. Only one person is permitted on the diving board or ladder at a time.
a) No running, pushing or horseplay is permitted around the perimeter of the diving area.
b) No hanging, sitting or standing on the lifeline separating the swimming and diving areas is permitted.
c) The diver on the board may not proceed off the board until the previous diver has reached the ladder or completely cleared the diving well.
d) Divers may only take one bounce before leaving the board and divers may only progress in a forward direction towards the pool while on the board.
e) Inwards, cut-a ways, gainers, or other types of dives which propel a diver towards the diving board are prohibited.
f) No one may be in the diving well to “catch” or assist others going off the diving board.
g) No items may be tossed or thrown to or towards divers going off the diving board or otherwise entering the diving well.
15. Groups of children who are under 10 years of age must be accompanied by one adult (21 years of age or older) for every group of four or fraction there of to be admitted to the pool area.
14. There must be 1 lifeguard for every 20 children under 10 years of age.
15. In the event of lightening, the pool should be cleared and not reopen for a minimum period of thirty (30) minutes after the storm has passed.
USE OF AUDITORIUMS RULES AND GUIDELINES
In order to keep facilities in good and safe operating conditions for students, the following rules and guidelines must be adhered to by groups renting the facilities. There are three auditoriums in the school district - one at the High School, one at Middle School East and one at Middle School West.
1. The scheduled use of the auditorium shall give priority to school sponsored organizations.
2. Other groups may use the auditorium upon prior approval of the building principal or their designee.
3. All persons using the auditorium MUST be properly supervised.
4. No food or drink is permitted in the auditorium.
5. No smoking is permitted in the auditorium or on any school property.
6. There shall be no alcoholic beverages or controlled drugs brought to or consumed on any of the grounds or in any of the buildings.
7. Nothing shall be sold, given or exhibited or displayed without permission.
8. The applicant is held responsible for the preservation of order.
9. The right to revoke a permit at any time is reserved by school authorities.
10. The applicant agrees to make good promptly any loss or damage occurring during applicant’s use of the facility.
11. Use of backstage facilities and the loading dock area may be used with permission by the building principal or their designee. Persons using these areas must have knowledge in the use of these areas and be responsible for any damages that may occur.
12. The use of technicians may be necessary when using any of the technical facilities in the auditorium such as sound and lighting. There will be additional charges for technician(s) and for lighting and sound equipment used. See Appendix A.
The capacities are as follows:
Middle School EAST Auditorium - 1,100 seats
Middle School WEST Auditorium - 540 seats
High School Auditorium - 550 seats
USE OF HIGH SCHOOL STADIUM AND TRACK RULES AND GUIDELINES
In order to keep athletic facilities in good and safe playing conditions for students and student-athletes alike, the following rules and guidelines must be adhered to by groups renting the facilities.
1. The scheduled use of the stadium and track shall give priority to school district athletic teams and school sponsored groups, [and must be approved by the Athletic Director].
2. The stadium contest field and track shall be secured by a fence and gates that will be locked other than at times of scheduled usage of the facilities.
3. The track will be used by all Perkiomen Valley School District sponsored squads for practice and contests.
4. The scheduled use of the track during the season shall give priority to varsity teams.
5. Other groups may use the track upon prior approval of the athletic director.
6. All persons using the track area MUST be properly supervised and wear the proper footwear.
7. All persons in charge of a group using the track area are responsible for keeping the amount of traffic on the grass contest field at a minimum.
8. Positively NO vehicles are permitted on the track except maintenance and supervisory personnel. In addition, absolutely no bicycles, skateboards or roller blades are permitted on the track or in the stadium area.
9. Anyone using the track for recreational jogging purposes shall use only the three outside lanes of the track.
10. Any equipment (high jump, pole vault, hurdles) shall be used only by school district track teams and covered when not in use. When moving equipment off the track, lift and carry - DO NOT DRAG.
11. No pets allowed on the track, in the stadium or on any school property.
12. No smoking is permitted in the stadium or on any school property.
13. There shall be no alcoholic beverages or controlled drugs brought to or consumed on any of the grounds or in any of the buildings.
14. Nothing shall be sold, given or exhibited or displayed without permission.
15. The applicant is held responsible for the preservation of order.
16. The right to revoke a permit at any time is reserved by school authorities.
17. The applicant agrees to make good promptly any loss or damage occurring during applicant’s use of the facility.
18. Field use may be restricted due to unusual or severe weather conditions.
19. Only 3/16” track spikes are permitted.
USE OF GYMNASIUMS RULES AND GUIDELINES
In order to keep the gymnasiums in good and safe playing conditions for students and student-athletes alike, the following rules and guidelines must be adhered to by groups renting the facilities.
Gymnasiums are located in all district buildings with the exception of the Iron Bridge facility. High school, Middle School-East and Middle School-West gymnasiums are full-size gymnasiums. Skippack, South, Schwenksville and Evergreen gymnasiums have limited capacities.
1. The scheduled use of gymnasiums shall give priority to school district athletic teams and school sponsored groups, [and must be approved by the Athletic Director].
2. No food or drinks are permitted in gymnasiums with the exception of water or sport drinks for participating team members.
3. Gymnasiums will be used by all Perkiomen Valley School District sponsored squads for practice and contests.
4. All persons using the gymnasiums MUST be properly supervised and wear the proper footwear.
5. All persons in charge of a group using gymnasiums are responsible for keeping participants in their assigned area and not roaming anywhere else in the building. The use of gymnasiums does not include the use of hallways, lobbies or corridors.
6. No smoking is permitted in any gymnasium or any other part of the buildings or grounds.
7. There shall be no alcoholic beverages or controlled substances brought to or consumed on any of the grounds or in any of the buildings.
8. Nothing shall be sold, given or exhibited or displayed without permission.
9. The applicant is held responsible for the preservation of the order.
10. The right to revoke a permit at any time is reserved by school authorities.
11. The applicant agrees to make good promptly any loss or damage occurring during applicant’s use of the facility.
12. Use of gymnasiums may be limited due to school-group activities and maintenance
USE OF TENNIS COURTS RULES AND GUIDELINES
1. Tennis courts are to be used for tennis only.
2. No bicycles, skates, skateboards, in-line skates, hockey or other activities permitted.
3. No street shoes are allowed on courts. Only tennis shoes may be worn.
4. No pets are allowed on courts.
5. Players are required to observe tennis courtesies, as well as rules of good conduct on and around the courts.
6. Non-playing children are strictly prohibited from courts during play.
7. Sitting, pushing or pulling on tennis nets is prohibited.
8. Climbing on, hitting or kicking balls into or running into nets and fences is prohibited.
9. The use of cell phones on or near the tennis courts is not permitted.
10. A court is not to be occupied by more than four people except for tennis lessons.
11. Gates shall be closed at all times.
12. If a ball interrupts your play, please return it as soon as possible.
13. No private instructions and classes are allowed without permission from the Perkiomen Valley School District.
14. Courts are reserved for Perkiomen Valley School District programs from 8:00 am to 6:00 pm each school day.
15. Individuals wanting to play in the evening, under the lights, must purchase tokens from the school district office. Lighting the top 4 (four) courts requires one (1) token per hour. The cost of a token is $5.00 and can be
purchased at the High School Office. Please call the High School Office at 610-489-1230 for hours of operation.
16. Group rates for court rentals and lighting fees will apply to Classes II, III and IV. See Appendix A for fees.
17. Any problem with the courts should be reported to the Athletic Director.