Application Guidelines
Applications for the use of the buildings must be presented to the Superintendent or his designee on the printed forms provided.
No school building shall be open after 11:00 p.m. except by special permission obtained from the Board of Education through the Superintendent.
Community oriented and youth centered groups may use facilities without charge during the week, Mon. through Fri. until 10:00 p.m. upon the approval of the Superintendent or his designee. On school holidays, and beyond 10:00 p.m. on school days a minimal charge to cover expenses of providing custodial and other services will be made.
The 10:00 p.m. deadline applies to building use, not to programs. Programs should terminate in sufficient time to clear the building of all personnel by 10:00 p.m. Custodians are on duty till 10:30 p.m.
Use of Facilities
Permission to use specified rooms at specified times does not carry with it any right of use of supplies, apparatus, tools, video equipment, etc., not definitely covered in the permit.
It does not include privileges of rehearsals; or other use of rooms in the building except as specified in the application and the permit.
No admission to the buildings will be granted for arrangement of auditoriums, gymnasiums, or other rooms during school hours or school activities, unless specified permission in writing is obtained from the building Principal.
Advance Security/Payment Procedure
When a service charge is required in connection with permission granted on the basis of a signed application, the amount of such service charge must be paid in advance.
In addition to the payment of the service charge in advance, the Board may require a special guarantee against loss, if there is reason to believe that the character of use may involve damage beyond that of ordinary wear and tear. All school property is used conditionally upon the good behavior of the user. If any of the rules and regulations now or hereafter established by the Board of Education are broken or property is damaged through carelessness or neglect, the Board may decline to accept any further application for use.
Under no circumstances is it permissible for fees or gratuities to be paid directly to the custodians or other school employees. All dealing must be through the office of the Superintendent.
If, in the opinion of the Board of Education or Superintendent of Schools, police attendance is necessary, the individual or organization using the school shall be required to pay for such police attendance.
Custodial Services/Safety Regulations
Each organization granted permission to use school facilities must comply with all fire safety regulations.
When custodial service is provided, enforcement of these regulations shall be the responsibility of the custodian in charge of the building at that time.
If no custodian is present, the person assuming responsibility for the building also assumes responsibility for enforcement of these regulations and should be so informed.
During hours of use, the doors at all exits of the area being used must not be fastened or locked. It must be possible to open each door from the inside at all times. All exit lights must be operating.
Smoking shall not be permitted within school buildings or on school grounds at any time.
NO ALCOHOLIC BEVERAGES shall be permitted at any time on school property.
Auditorium/Gymnasium Rental
The use of school equipment must be supervised by school department personnel at all times.
In addition to the rental fee, renters will be required to pay for custodial services and lighting/sound personnel deemed necessary and provided by the school department.
Standard lighting is available at no additional charge. School department lighting and sound personnel will make minor adjustments in lighting where necessary. Any alterations or additions to the existing lighting system will require the services of the school electrician or technical support staff and will be charged at a rate of $50 per hour or the hourly rate applicable at that time, whichever is higher.
Only authorized school personnel are allowed to alter electrical equipment.
A building rental application which requires riser or bleacher set up will receive an additional assessment for custodial time allotted to the set up and take down.
Athletic Fields
The athletic fields located on the site of elementary schools, K-5 will be reserved for the use of the school until 4:00 p.m. in the afternoon on weekdays. The athletic fields located on the site of middle and high schools will be reserved for school use for the full day. The use of athletic fields after the time for non-school purposes and/or weekends shall be scheduled through the Parks & Recreation Department.
From June 10 (or the last day of school, whichever is later) through Labor Day of each year, the scheduling of the use of all athletic fields will be scheduled through the Parks & Recreation Department except that the athletic fields at the high school will be scheduled for school use purposes from August 15 rather than from the day after Labor Day.
The Department of Parks & Recreation will be responsible for the care and lining of the fields used by that department including East Hartford High, East Hartford Middle, Hockanum athletic fields (softball, baseball, and soccer fields) during the period from June 10 until August 15.
The following recreational areas are under the authority of the Department of Parks & Recreation: Goodwin Playground, Gorman Park, McAuliffe Park, Bray tract adjacent to Pitkin School, Tennis Courts adjacent to East Hartford High School. Schools desiring to schedule these areas should contact the Department of Parks & Recreation.
Scheduling Procedures/Building Administrators
The use of all school building facilities shall be scheduled through the Building Use Secretary in the Business Office of Central Administration.
Each principal shall be responsible to notify the Building Use Secretary of any school or community use activity that comes to their direct attention. School activities scheduled for the current school year should be given to the Building Use Secretary by September 15th, (examples: concerts schedules, open house or class plays). The Building Use Secretary will also present the “APPLICATION FOR BUILDING USE” form to the principal for their approval prior to confirming the Application For Building Use request.
Within 10 days after deadline, a schedule of building use by the Board of Education will be forwarded to the Department of Parks & Recreation. That department will schedule its usage and so inform the Building Use Secretary within 10 days after receipt. After this confirmation, Department of Parks & Recreation activities may only be pre-empted due to postponement of a scheduled interscholastic game due to “bad weather” or other reasons allowed under league rules. After that date, the Building Use Secretary may schedule all unscheduled space for community use.
Generally, school gymnasiums may be scheduled for the use of the Department of Parks & Recreation except when scheduled previously for school use.
Schedule of Building Rental Charges
All building rentals are based on a minimum of four (4) hours of usage. Building rentals which exceed the four hour minimum will be subject to an hourly rate for each additional hour. The custodian’s time is counted from no less than one-half hour before the activity starts until necessary cleaning up is completed after the activity ends.
Cancellations
Cancellation by Permittee: In the event of cancellation, the Supervisor of Custodians should be advised no later than four hours prior to the event.
Cancellation by School Department: All permits are issued with the understanding that school activities subsequently scheduled may take precedence in the use of the facility. Cancellation of a permit under this paragraph requires approval of the Superintendent of Schools. Such cancellations shall not be approved within thirty (30) days of the scheduled use unless an emergency exists.
In the event of a school closing, all building rental activities will be cancelled.
Regulation approved: November 16, 1981 East Hartford Public Schools
Regulation revised: July 16, 1984 East Hartford, Connecticut
Regulation revised: October 25, 2007
Regulation revised: November 12, 2009
Schedule of Building Rental Fees
HIGH SCHOOL, MIDDLE SCHOOL AND ELEMENTARY SCHOOL RENTALS
| | Effective 11/12/09 |
| | LOCAL GROUPS | OUT OF TOWN GROUPS | OUT OF TOWN
GROUPS FOR
PROFIT GROUPS |
| | Mon. - Sun.,
Holiday | Mon. - Sun.,
Holiday | |
| 1. Auditorium | $325.00 | $375.00 | $750.00 |
2. EHHS/CIBA
Amphitheater | $325.00 | $375.00 | $750.00 |
| 3. Gymnasium | $325.00 | $400.00 | $800.00 |
4. Cafeteria
Use of Cooking
Facilities
(Cafeteria Worker
Required) | $225.00 | $300.00 | $600.00 |
5. Classroom/Kitchen | $100.00 | $150.00 | $300.00 |
6. Normal P.A. and/or
Lighting System
EHHS ONLY
Adult Operator
(1 required) | $50.00/hr. | $50.00/hr. |
$100.00/hr. |
| 7. Swimming Pool | $325.00 | $400.00 | $800.00 |
8. Swimming Pool
Custodian
(Set-up time) | --------- One Additional Hour --------- |
9. Administration
3rd Floor Conf. Rm | N/A | N/A | N/A |
*For profit groups such as, educational service groups, may also be charged $25 to $150 for each additional classroom or space requested.
Fee Schedule
Approved By The Board of Education: 6/20/83
Revised: 05/06/85 East Hartford Public Schools
Revised: 06/19/89 East Hartford, CT
Revised: 09/19/91
Revised: 05/07/01
Revised: 10/25/07
Revised: 11/12/09
Text revision only: 02/11/10
Schedule of Custodial Fees
CUSTODIAL FEES - RATES PER HOUR
Below is a list of the charges for custodial coverage on building rentals.
Current Custodian III Contract Rate
Monday-Friday | 1 ½ times current contract hourly rate |
Saturdays | 1 ½ times current contract hourly rate |
Sundays | 2 times current contract hourly rate |
Holidays | 2 times current contract hourly rate |
These rates reflect the Board of Education's cost for providing custodial coverage.
Note: The number of custodians assigned to an event is based upon how many people are expected to attend. This mainly applies at the Middle School and the High School. The custodial foreman will determine what cleanup, if any, will be needed after a function. The determination will be made based on the number of bathrooms used, the condition of the facility at the end of function and time needed to secure the building.
Rate Schedule EAST HARTFORD PUBLIC SCHOOLS
Revised: February 7, 1985 East Hartford, Connecticut
Revised: February 2, 1987
Revised: June 19, 1989
Revised: June 18, 1990
Revised: July 1, 1991
Revised: September 19, 1991
Revised: June 24, 1993
Revised: October 25, 2007
Revised: November 12, 2009
