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Facility Use and Permit Information
The facilities of the Hamilton-Wentworth Catholic District School Board belong to the community – youth to seniors. Permits for the use of Board facilities are granted at the sole discretion of the Board. They are granted only when the Principal or Custodian is available during permit activities. All bookings will adhere to the established ‘profit’ and ‘not-for profit’ fee structures without variation or exception. To ensure the Board obligation of providing a duty of care to anyone who accesses Board property, permits will only be granted when the school Principal or Custodian is present during permit activities. In conjunction with the school Principal, permits will be issued to everyone accessing Board Property outside of the defined core hours (7:00 a.m. – 3:30 p.m.).
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Times of Use
Permits may be granted to approved groups and organizations for the use of Board facilities during the school year. Periods of exception such as designated holidays, Christmas break, March break and the summer vacation period may be permitted at the discretion of the school Principal. During the holiday periods, all custodial staff works the day shift. Permits approved during the evening will reflect custodial overtime costs where applicable.
Groups will be restricted to hours and frequency of use as specified on the application.
It shall be the responsibility of the facility user to make sure that all persons admitted to the function have vacated the school building and grounds promptly by the time specified on the permit.
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Use of Buildings
Auditoriums, gymnasiums, regular classrooms, cafeterias, lecture halls, forums, and fields are available for permit use. The following conditions apply to the permit use of Board facilities:
- The authorized user must provide adequate adult supervision to the satisfaction of the Board. A minimum of two supervisors must be present for sports activities in a gymnasium. The authorized user is responsible for keeping authorized persons off the premises.
- A designated Board representative on the property during the hours of the permit has complete supervision of the building. The authorized user is required to adhere to his/her instructions. In the absence of a Board representative on site, the designated occupier shall be in charge.
- Groups or organizations using the school facilities shall use only the areas that have been approved for the group’s purpose. All other areas in the school are not to be used by the group without specific permission from the Principal or the School Board.
- Groups using designated areas are responsible for leaving the area in good order and ready to receive students in the morning of the following school day.
- Authorized users are not permitted to alter or interfere with electrical or mechanical equipment.
- No storage space is granted to outside organizations, except with the permission of the Principal of the school concerned.
- Appropriate footwear and equipment must be used.
- All fundraising activities require a Board representative to be present and costs incurred by the Board for clean up are to be paid by the user.
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Uses Not Permitted
- Private group uses such as wedding receptions, anniversary celebrations and similar private gatherings.
- Smoking and drinking alcohol is prohibited in school buildings and on school property at all times.
- Any activity that could result in damage to school facilities is prohibited.
- Any use that interferes with the normal day-to-day operations of the schools shall not be allowed.
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Use of Furniture & Equipment
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The following conditions apply to the permit use of Board equipment:
- Rental charges do not include the use of school equipment other than items specifically agreed to.
- Additional charges for the use of school equipment i.e. score clocks, stage lighting and sound equipment will be made in addition to all Board fees and paid directly to the school as stipulated on the invoice.
- Moving of any school piano to and from designated locations must be carried out by professional movers approved by the Board, at the expense of the applicant.
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Use of School Property
- A permit is required for use of school buildings and school property.
- All Schools and properties are tobacco-free sites.
- All parking is at the risk and responsibility of the owner and/or driver of the car. Parking shall be restricted to designated areas and limited to authorized users of school facilities. Parking is not permitted on driveways, fire routes or lawns. Where parking is permitted, the authorized user must supervise parking.
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Categories of Use in Order of Priority
- School Related Functions: i.e. School Council
- Board Sponsored Functions: i.e. Science Fair, Public Speaking and Math Challenge
- Special Groups: Non-Profit: Scouts Canada, Girl Guides, Heart and Stroke, C.C.A.S., Martha House and MS Society
- Community Groups: i.e. Partners in Education as approved by the Board
- Parish Use
- CYO
- Outside Groups
(1) Registered Not-For-Profit Groups
(2) Profit Groups - Camp
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Applications & Cancellations
Applications and all fees shall be collected and forwarded to the Plant Department at least four (4) weeks prior to the start of the permit use. Applications will be accepted, approved and processed at the school and then forwarded to the Plant Department. All groups must sign a Hold & Harmless Agreement and supply a copy of insurance or purchase Board insurance. If requested by the Board, the permit application form shall be accompanied by the following documents:
- A copy of the organization’s constitution and by-laws showing non-profit status and registration
- A list of the organization’s officers, members and participants.
The Board may cancel permits if the rental group damages the property of the Board or if the group behaves in such a manner that is deemed unacceptable by the Board. Where necessary, an ‘After Hours Use of Facility Incident Report’ will be completed by the Principal or designate and signed by both parties. The holder of the permit shall be responsible to the Board for all damages to the building and equipment and shall identify and hold harmless the Board from any claim whatsoever, for any person or persons. Facilities used by the applicant will be examined after use and the applicant agrees to make good any loss or damage.
Unless expressly stated to the contrary in the permit, permits are invalid during all school holidays, professional activity days, municipal, provincial and federal elections and days when the schools are closed due to inclement weather.
Organizations whose policies or activities are inconsistent with the Church of Canada or the mission/vision of the Board shall not be granted use of any property of the Board.
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Fees
Fees for the use of the Board’s facilities outside of core hours shall be made in accordance with the Profit and Not-For-Profit Fee Schedules and the related costs listed below:
- A $3.00 per hour additional charge for the recovery of heat & hydro expenses on the weekend.
- Half hour custodial time required to open and prepare the building before the permit and half hour custodial time required after the event for lock up and security.
- Any extra custodial hour(s) or facility charge if the rental group/organization occupies the school beyond hours stipulated in the contract.
- Any additional charges for the use of school equipment and technical fees.
- Any fees for student stage crew employed for auditorium rentals
- The cost of insurance purchased from the Board if a group is unable to provide a Certificate of Insurance.
- A non-refundable administration fee.
- A $25.00 fee will be charged to the applicant for NSF cheques.
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Payment of Fees
Payment for rental fees is made at least four (4) weeks prior to the permit. All payments due (cheques payable to the Hamilton-Wentworth Catholic District School Board) must be paid directly to the school. Once payment and the certificate of insurance are received as stipulated by the Board policy, a permit will be released to the rental group/organization. The permit may be cancelled if full payment is not received prior to the event.
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Refund of Fees
The permit fee shall be refunded to the rental group/organization if the Board cancels any permit. However, the administration fee is non-refundable.
The permit fee shall be refunded to the rental group/organization if the permit is cancelled prior to the event. However, the administration fee is non-refundable.
Refunds will be granted as long as there are no outstanding permits or incidents regarding the use of the facility.
Cancellation Procedures for Insurance purchased through the Board:
- If Facility User cancels prior to start date: Full Refund
- If Facility User cancels 2 weeks from the start date: 50% refund
- If Facility User cancels after 2 weeks: No Refund – Premium Fully Earned
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Advertising
No unauthorized advertising will be permitted on school property. (As per REG 262)
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Assignment of Permit
The facility user shall not assign, transfer or share the permit with any other user not specified on the application.
The facility user shall not misrepresent himself.
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Government Regulations
The facility user shall conform to all Regulations of the Province of Ontario and By-Laws of the City of Hamilton.
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Fire Prevention
- Halls and doorways must remain clear of obstruction. Decorations must be limited to ‘flame-proof’ material and must never be attached to electrical lights or outlets.
- All decorations are to be installed in such a manner that no damage or permanent marking(s) occur in areas where decorations are attached. All decorations must be removed at the end of the event.
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Liability & Insurance
The application’s approval shall protect, indemnify and save harmless the Hamilton-Wentworth Catholic District School Board, its employees or agents from all claims for damages that may arise out of the use of facility by the applicant.
The holder of the permit shall be responsible to the Board for all damages to the building and equipment and shall identify and hold harmless the Board from any claim whatsoever, for any person or persons. Any damage to the building and/or its equipment must be repaired or replaced at the holder’s expense. Facilities used by the applicant will be examined after use and the applicant agrees to make good any loss or damage. A deposit may be required prior to the event.
The Board will not be responsible for personal injury or damage, nor the loss or theft of clothing and equipment for anyone attending on the invitation of the applicant. This disclaimer also applies to the use of parking lots.
The Board shall require insurance protection and proof of liability insurance in the amount of $2M naming specifically the Hamilton-Wentworth Catholic District School Board as an additional insured on the policy. The Board will purchase insurance for those users who are unable to provide their own. Rates vary according to type of event, number of participants and risk assessment.
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Security & Emergency Measure Procedures
During the rental hours, the custodian may lock the exterior doors after all members of the group have entered the building if such a request is made by the group/organization. The group/organization shall report any unauthorized visitors to the principal, designate or custodian immediately.
In order to comply with Emergency Measure Procedures, the person(s) supervising the event must be aware of the following:
- Location of floor plan of school with Emergency Exits noted thereon
- Emergency contact # of Hamilton-Wentworth Protection Services (905) 521-2161 who will intern contact the manager on call
- Must be given access to a school phone
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