Community Use of School Facilities
Limestone District School Board recognizes that local groups and organizations have purposes and activities which are of social and educational value to communities in the district. It also recognizes that, in many communities, school buildings provide the only suitable meeting places for such groups to pursue their activities. Community Use of School Facilities is governed by Board Policies, Administrative Procedure 550 and Community Use of Schools Guidelines.
Community Use of Schools is an initiative between the Limestone District School Board along with the Ministry of Education and the Ministry of Health Promotion (formally known as the Ministry of Tourism and Recreation or MTR) that supports access to school space outside of school hours for Not-for-Profit community groups.
The Limestone District School Board has been offering school space for rent, below costs, for many years before the partnering with the Ministry of Tourism and Recreation. The Community Use of Schools initiative has eliminated fees for many user groups in particular Non-for-Profit youth groups and greatly reduced fees for other groups as well.
Common Inquiries:
What is the process for renting school space for an event?
In order to use school facilities for an event, you must contact the school where you would like to hold the event and speak with school staff to determine if the space will be available for your requested date and time. You must obtain an Application for the use of School Facilities from the desired school and complete the form in its entirety. A sample of the form may be obtained by clicking here. Please ensure that you carefully read and understand the conditions and rules stated on the back of the form. Once
the application has been completed, return the form to the school where you would like to hold the event for processing. The Application for the use of School Facilities must be returned to the school at least 20 days prior to the date of the event. Insure you have included a certified copy of your Insurance Policy and a certified copy of your Criminal Record Check/CPIC, if required. If the school’s Principal approves the application it is to be forwarded to the Limestone District School Board Education Centre for final approval, issuing permit and billing.
What is a Not-for-Profit community group?
Not-for-Profit corporations are incorporated for the purpose of carrying on, without financial gain, objects of a patriotic, charitable, philanthropic, religious, professional, sporting or athletic character. They are incorporated under Part III of the Corporations Act as corporations without share capital.
• Not-for-Profit youth-related community groups: Activities run by local not-for-profit youth groups such as Boy Scouts, Girl Guides, 4H Clubs and Cadets etc. Youth groups are those where the participants are under the age of 18 or under the age of 28 for groups serving people with a disability.
• Not-for-Profit recognized children’s sport and recreation service providers: As per the Ministry of Tourism and Recreation’s Recognition Criteria for Children’s Recreation Services.
• Not-for-Profit childcare operations: Before and after-school childcare programs delivered by eligible operators (as per the Day Nurseries Act) within the school board district.
• Other Not-for-Profit or charitable groups: Such as local service clubs, community health associations, seniors groups, etc., as determined by the Limestone District School Board.
• Charitable Status: An organization established and operated for charitable purposes, that devotes its resources to charitable activities, has charitable status. The organization must be registered with Revenue Canada as a charity, under the Income Tax Act. Additionally, under the Ontario Charities Accounting Act, all charities operating in Ontario must be registered with the Public Trustees Office to be recognized as an incorporated charity.
What User Group classification am I?
All applicants are categorized in one of the following five groups depending on the group and nature of the function.
Group A
• School Council and sub-committee activities
• Student Council activities
• School Board activities and programs
• School co-instructional and extra-curricular activities
• School related functions such as retirements/reunions
• Trustee forums and meetings
• Polling stations for Municipal, Provincial and Federal elections
Group B
• Community youth groups such as Scouts Canada, Girl Guides Canada and Armed Forces Leagues
• Community church youth groups
• Municipal administered youth classes and youth recreation uses
• Community fundraising activities by Not-for-Profit or charitable groups
• Health Services such as St. John’s Ambulance/Canadian Blood Services, Health Unit
• Representative youth athletic and sports groups that are Not-for-Profit or organized by a sanctioned body e.g. Ontario Basketball Association
• Not-for-Profit before and after school childcare (as per the Day Nurseries Act).
Group C
• Adult recreational, athletic and pick-up sports
• Municipal adult classes and recreation uses
• Ratepayer Associations
• Arts and music instruction based on a one-on-one basis
• Other fundraising events
Group D
• Church and religious groups
• Political Parties
• Federations and unions
• Theatrical, entertainment, concert, performance groups
• Schools and classes such as dancing, music or drama operated for private gain
• Private gatherings such as wedding receptions, birthday or holiday celebrations
Group E
• Commercial groups
• Functions of a commercial nature, whether sponsored by a local or non-local organization, for which admission fees are charged or which are operated for private or corporate gain
How are the Groups prioritized?
First priority for indoor use of facilities will be for Group A. Second priority will be given to Group B. Third priority will be given to Group C; fourth priority will be given to Group D; and fifth priority will be given to Group E.
Where do I obtain an Application for the use of School Facilities and where do I return my application?
Application for the use of School Facilities can be obtained from the school where the event is to take place and applications are to be returned to the school where the event is to take place. A sample of the form may be obtained by clicking here.
How old do I have to be to apply for the use of school facility?
Permits will only be granted if signed by an individual of 18 years of age or older and the individual signing (function supervisor/applicant) will be in attendance for the duration of the rental permit.
Do I need a Criminal Records Check/CPIC?
If your group will be having contact with students of the Limestone District School Board, then Yes. The function supervisor/applicant and each adult member of a group that will come into contact with Limestone District School students (18 years and younger) shall provide a Criminal Record Check/Canadian Police Information Check (CPIC) one week prior to the event for a single permit event or for multiple events, permit applicants and each member of a group that will come into contact with LDSB students (18 years and younger) shall submit Criminal Record Check/Canadian Police Information Check (CPIC) with the Application for the use of School Facilities. The school will keep the record(s) on file with your application.
Do I need Insurance?
Yes, everyone must have liability insurance. A community user group shall carry liability insurance of at least $2 million and name Limestone District School Board as “Additional Insured” prior to the issuance of any rental permit. The Board is administering an insurance program through O.S.B.I.E. for insurance coverage for those groups that require insurance. Many sporting organizations have insurance coverage through their provincial/national governing body. Please contact your organization for details and to obtain a certified proof of insurance letter from your insurance carrier. If certified proof of insurance is not submitted with the application, then by default the LDSB will include insurance coverage and the applicant will be billed at the highest insurance coverage rate for the function.
Can we have alcoholic beverages at our event?
The consumption and/or sale of alcoholic beverages on any Board premises is strictly restricted. Alcohol Consumption and/or sale are subject to the requirements of LCBO and approval of the Superintendent of Business Services. Insurance Certificates covering Alcohol Consumption and Liquor License from the LCBO must be filed at the school and forwarded to LDSB Facility Services one week before the event.
What are the fees for using school facilities?
Fees are based on the group classification listed above. Most school boards in the province use a similar system. The fee structure has been designed in conjunction with the Ministry of Tourism and Recreation in 2004 (now the Ministry of Health Promotion). The Limestone District School Board will honour these rates while the Ontario Government provides the Limestone District School Board with Community Use of School funding.
Category |
Indoor Fee |
Outdoor Fee |
Admin. Fee |
Equip. Fee |
SA Charge |
A |
No |
No |
No |
No |
No |
B |
No |
No |
No |
No |
No |
C |
Yes |
Yes |
No |
No |
Yes* |
D |
Yes |
Yes |
Yes |
Yes |
Yes* |
E |
Yes |
Yes |
Yes |
Yes |
Yes* |
* SA Charge (Staff Assistance Charges) if applicable or outside normal hours of operation
Indoor Facilities Charges per Hour
Elementary Schools |
Facility |
C |
D** |
E** |
Classroom/Room/Staff Room |
$2.50 |
$8.50 |
$12.75 |
General Purpose Room or Single Gym |
$5.50 |
$18.60 |
$41.25 |
Secondary Schools |
|
|
|
Classroom/Room/Staff Room |
$2.50 |
$8.50 |
$12.75 |
Cafeteria (no Kitchen) |
$6.76 |
$33.55 |
$50.22 |
Single Gym |
$5.75 |
$19.15 |
$42.35 |
Double Gym |
$10.75 |
$36.40 |
$80.65 |
Auditorium - KCVI |
$16.90 |
$50.00 |
$177.00 |
** minimum of 3 hours plus cost of staff assistance
Outdoor Facilities Charges
Private functions using outdoor facilities (where reciprocal agreements with municipal recreation authorities or recognized athletic groups are not in effect) will be charged $15. per use per field to a maximum of $200. per season to support maintenance of facilities.
Staff Assistance Charges, if applicable or outside of normal hours of operation
|
Mom. - Fri. Reg |
Mon. - Fri. Over |
Saturdays* |
Sundays & Holidays* |
Facility |
C |
D & E |
C |
D & E |
C |
D & E |
C |
D & E |
Custodial |
$15.00 |
$25.00 |
$22.00 |
$37.00 |
$22.00 |
$37.00 |
$29.00 |
$48.50 |
Student Tech. |
** |
** |
** |
** |
** |
** |
** |
** |
Electrician |
$17.00 |
$28.50 |
$25.50 |
$42.50 |
$25.50 |
$42.50 |
$34.00 |
$57.00 |
* minimum of 3 hours ** rate to be set by school
Administration and Processing Fees - no charge for Group A, B, & C
|
Group D |
Group E |
Single Event Permit |
$25.00 |
$30.00 |
Multiple Event (repetitive permit)* |
$50.00 |
$55.00 |
Cancellation and Alterations |
$10.00 |
$15.00 |
Non-Use of a Booked Facility* |
$10.00 |
$15.00 |
*Applicable rate for use of facility will be charged in addition to non-use charge of booked facility fee. Non-use is a penalty for not showing up.
Air conditioning requests will be accommodated on a full cost recovery basis, if available at rental site for Groups C, D & E.
I have rented before. Do I need to re-apply and re-submit an application and all related documents?
Each request for school use requires a separate application. Ongoing regular use for a season is requested on one application. If you are a regular ongoing user you need to complete a new application each school year, prior to your planned use. At this time a current copy of your insurance is needed. Your certificate from the previous year is considered to be expired and has been filed with the last school year’s rental records.
Has my application been approved?
You need to file your application to the school at least 20 days prior to your requested start date to allow for processing. After approval by the school the application is forwarded to the LDSB Facility Services for final approval. If approved, signed copies of the application and a letter outlining any costs, will be mailed to you at the address you have indicated on the application and to the school custodian and Principal; this is your rental permit.
When will I get my bill and how do I pay my bill?
Invoicing is done on a monthly basis according to reports submitted by the school’s custodian. These reports outline the start and finish time for each date of school use. Any questions about your invoice can be directed to Charlyn Downie at 613 544-6925 ext 379.
Contact information
If you have any questions regarding the use of our facilities please contact the school in question or
Outreach Coordinator
Facility Services
Limestone District School Board
Tel: 613-544-6925 ext 379
Fax: 613-544-8569
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