School Facilities Use Policy
SCHOOL COMMITTEE POLICY
SCHOOL FACILITIES USE POLICY
the policy of the Medway School Committee to permit
responsible individuals or organizations (where the main
purpose is to benefit the citizens of Medway) the use of
school buildings and athletic fields to the extent that
there is no interference with the educational programs. The
complete control of school buildings and equipment is, by
law, vested in the School Committee, and the administration
of the rules and regulations governing the buildings is
delegated to the Superintendent of Schools or his designee.
school facilities shall be granted within the limits
prescribed in Chapter 71, Section 71, of the Massachusetts
General Laws and acts in amendment or addition thereto.
policy covers all functions/events which are held in the
Medway Public Schools after 4:00p.m., Monday through Friday,
and anytime on Saturdays and Sundays.
Priorities For Use of School Facilities
Priorities for use of school facilities, including buildings
and athletic fields shall be as follows:
Medway School Activities (student performances, student
athletic events, dances, graduation,
school councils, school committee, etc.)
Medway Community Education Activities
Medway School Support Groups (PTO, MFE, etc.)
Medway Town Related uses (town meetings, voting, etc.)
Medway Non-Profit groups (Lions Club)
Medway Youth related non-profit organizations (MABA, MYS,
Application for Use of School Facilities form
(and Certificate(s) of Insurance, if applicable) must be
submitted to the
Business Office Medway Public Schools, 45 Holliston
Street, Medway, MA 02053.
is suggested that all renters obtain and review this
policy in its entirety.
There are certain restrictions upon the use of school
property and the building. The user is solely
responsible for the fulfillment of the regulations of
State Department of
State and Local Fire
State and Local
State Laws Relating
to Rental of School Facilities
There is to be no smoking in the buildings or on the
grounds of the Medway Public Schools in accordance with
the Medway Public Schools No Smoking Policy.
Police coverage may be required for a particular
activity. The applicant is responsible for making these
arrangements and for payment of the same.
applicant must be present throughout the time the
facilities are being used. The applicant is responsible
for the decorum of the group, including spectators.
When minors are using a facility, they are required to
have adult supervision on a 1 to 15 ratio basis.
Alcoholic beverages are not allowed on any school
Food and/or beverages are only permitted in
cafeterias/all-purpose rooms. Eating or drinking in
auditoriums, classrooms or gymnasiums is not permitted.
damages sustained to the facility and/or equipment
during its use will be considered the responsibility of
the renting organization. The renting organization will
be billed for any repairs needed to restore the facility
and/or equipment to its original state.
electrical apparatus shall be connected to any lighting
system unless it is first inspected and approved by the
district approved auditorium manager or technical staff
all cases where gymnasiums are used for athletic
purposes, participants are required to wear athletic
School kitchens are available only when proper lunchroom
employees are employed (at an additional expense) to
supervise and protect the interests of the Medway Public
Schools except for functions sponsored by and directly
benefiting the Medway Public Schools. Applicants must
contact the Food Services Director to arrange for the
specifics and receive an estimate of the costs.
Entrance to the property shall be permitted ONLY via the
main (front) doors of the school in use. All doors to
the facility shall remain LOCKED at all times, except
that custodial personnel shall unlock main entry doors
for entrance by authorized groups as scheduled (fifteen
minutes before and after scheduled start).
Corridors/facility shall be unlocked as necessary to
accommodate groups while in the building.
Access to facility will be available only as indicated
on the approved application form.
Equipment of the building user, such as scenery and
furniture, may not be moved into or out of the building
during school hours.
building user must satisfy the office of the Director of
Facilities that the person designated by the building
user to operate the lighting, curtains, drops, scenery,
etc. is qualified to do so. In the absence of such a
person, a custodian shall be engaged to operate the
is the policy of the Medway Public Schools not to loan
school materials and equipment to individuals or groups.
Vehicles are strictly prohibited from parking in the
circular driveway in front of the Medway Middle School
and in the circular driveway of the New Medway High
school. There shall be no double parking. All fire
lanes shall be accessible at all schools. This will be
enforced by the Medway Police Department, and violators
are subject to being ticketed and/or/towed.
There shall be no parking or driving on any school
property in conjunction with any function except as
specified by the custodian or police officer on duty, or
as approved by the Medway Public Schools.
non-school or town governmental related activities MUST
be completed and the premises vacated by 10:00 p.m.
organization shall procure and maintain insurance
against claims for injuries or losses to persons or
property that are alleged to have arisen in connection
with the activities, underlying this application, of the
organization and any agents, representatives or
employees. Insurance companies must be licensed by the
Commonwealth of Massachusetts or otherwise acceptable to
the School Department. The cost of such insurance,
including required endorsements or amendments, shall be
the sole responsibility of the organization. Full
disclosure is required for any non-standard exclusions.
certification of insurance, with minimum limits of
$1,000,000 for general liability (covering bodily injury
and property damage combined, and personal injury) must
be delivered to the Business Office for review prior to
the date of the activity.
addition, evidence of automobile liability and
employers' liability (Workers' Compensation) insurance
coverage is similarly required to the extent applicable
by nature of the activity.
Certificates of Insurance must include the Town of
Medway as additional named insured.
Neither the School Department nor its custodian on duty
assumes any responsibility for liability.
decorations, furniture, trash and other materials used
shall be removed immediately by the renter after the
completion of the function. All decorations MUST be
fire resistant. Changing equipment, electrical
adjustments, driving nails or hanging decorations shall
be done only with the consent of the Director of
Facilities. At no time shall objects be attached to
Medway Public Schools will not be responsible for any
material left behind - IT WILL NOT BE SAVED AND THE
RENTING ORGANIZATION WILL BE CHARGED FOR ITS REMOVAL.
is understood that fees shall be charged for use of
school facilities as defined by the
attached to this policy.
Please refer to Addendum A, Auditorium Usage, for more
specific details on the use of the auditorium.
When school buildings are used for the purpose other
than for school use, additional expenses, including
heating, lighting and other operating expenses (wear and
tear) are incurred by the public school system.
Therefore, charges are made by the Medway Public Schools
to cover these costs. See attached Fee Schedule.
School Committee has determined the rates to be charged
based upon the following classifications:
not limited to; Medway school groups (drama, chorus),
Community Education, support groups (PTO, MFE), Town
departments (town meetings), Town Organizations (MYSA, MABA,
Scouts), Medway businesses.
Medway School Committee reserves the right to grant, at
is discretion, free use of any school facility to any
educational, charitable or governmental agency. The
School Committee reserves the right to modify or rescind
this practice at any time.
piano tuning fee based upon the standard scale will be
added to rental invoices for use of the baby grand
Long-term rentals will be billed at 50% of the total
rental fee. At no time will custodial charges be waived
or discounted. (Long- term rental is defined as three
(3) or more consecutive days, weeks, or weekends.)
renter will receive an approved
(signed) Application for Use of Facilities Form along
with an estimated bill for facilities use, equipment and
custodial fees. Payment for facilities along with
estimated custodial and equipment fees MUST
be made thirty (30) days in advance of the first
use date. Checks must be made payable to The Town of
Medway and forwarded to Business Office. Any returned
check will be subject to a $30.00 Returned Check Fee and
possible revocation of application.
payment is not received on the due date, the renterís
application will be considered cancelled.
custodian on duty shall be responsible for the
supervision of the building and equipment, safety
precautions in the building, cleaning of the building
after its use, and for any services required by the
renter in accordance with the use of the facilities
Custodians have no responsibility to groups, as they
have regular duties to be completed.
you plan on advertising for the success of your event
and it is not a school function, be certain to note the
sponsoring group and do not imply school sponsorship.
days when school has been canceled because of emergency
conditions, the school buildings may not be available.
However, all scheduled use will automatically be
canceled unless the renter contacts the school being
rented to confirm the availability of the school.
Medway Public Schools will not be responsible for the
cancellation of an application for the use of school
property in case of an emergency which results in the
closing of a school building/
questions concerning building use and particulars should
be directed to the Director of Facilities or the
use and rental of any school athletic fields, please
contact the Town Department of Public Services.
September 2, 2004
March 24, 2005