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Pitt County Schools

Facility Use Information and Rules

GENERAL
 
Users of school facilities must comply with the following rules:
 
  1. Pitt County Schools has first priority for the use of all facilities. The district reserves the right to schedule school activities before releasing facilities to community groups. Even after a community group has been granted permission to use a facility, the reservation may be canceled if the facility is needed for school purposes.
  2. The school district reserves the right to refuse a facility to any group at any time.
  3. Facility rentals are permitted only between 8:00 a.m. and 9:00 p.m. daily.
  4. Buildings are closed on the following holidays: New Year’s Day, Martin Luther King, Jr. Day, Good Friday, Memorial Day, Labor Day, Veterans Day, Thanksgiving Day, Day after Thanksgiving, Christmas Eve, Christmas Day, and the Day after Christmas.
  5. When schools are closed due to inclement weather or an emergency, all community use of district facilities is automatically canceled.
  6. A five-minute grace period is allowed at the end of each rental. After the grace period, an additional fee of $10 for every five-minute increment will be assessed. Rental time must include setup and cleanup.
  7. Cancellations must be made at least one week before the scheduled event. If timely notice is not provided, the user will be billed for the reserved time. Groups with recurring reservations must provide a monthly schedule of events.
  8. No-Shows: No refunds will be issued for groups or individuals that fail to appear for their scheduled rental.
  9. Users must comply with all federal, state and local laws and all rules established by the board, the superintendent, and the principal.
  10. Users must comply with the requirements of the Americans with Disabilities Act (ADA) (particularly Subchapter III pertaining to Public Accommodations and Services Operated by Private Entities) and the federal regulations that have been adopted for the implementation of the ADA.
  11. Users must not possess weapons or explosives while on school grounds, except in the limited circumstances permitted by state law.
  12. Users must not consume or possess alcohol or drugs on school grounds.
  13. Users must comply with board policy and legal requirements forbidding the use of tobacco products in school facilities and on school grounds. Violation of this rule is grounds for revocation of use.
  14. No animals/pets are permitted on school property unless meeting the requirements of Policy Code: 4202/5029/7272 Service Animals in Schools.
  15. Users are responsible for supervising their activity and the people present at their activity. Users are responsible for maintaining order and safety during their activity. Users who sponsor youth activities must make sure halls and bathrooms are supervised as well as the primary place for the use. If proper supervision becomes a problem, the district will require security to be in attendance during use and the fee will be added to the invoice. If security problems persist, use of the facility may be cancelled.
  16. Profanity and sexually explicit material are prohibited.
  17. Security services, if requested or required, are billed at $90 per hour and require three weeks' advance notice.
  18. Custodial fees are not refundable.
  19. Concession Stands are not available for use by outside entities.
  20. Fire Marshal Occupancy Capacities must be followed. Violating these capacity limits may result in a disqualification from future rental use.
  21. Corridors and exits must be free of obstructions at all times. Members of the audience or spectators must never stand or sit so they block exits or aisle ways.
  22. Exterior doors may not be propped open.
  23. No decorative materials, tape, nails, hooks, adhesive fasteners, and/or hangers shall be attached to any part of the building so as to damage the building.
  24. Parking is allowed only in designated parking areas. Parking on sidewalks, grass, or landscaped areas is prohibited and may result in towing.
  25. HVAC Issues: If heating or air conditioning is not functioning properly, call the Pitt County Schools on-call number at 252-531-8209. If the issue cannot be resolved within a reasonable time, a credit toward a future rental may be considered for the utility fee. Cash refunds will not be issued.
DAMAGES AND LIABILITY INSURANCE
 
Users of school facilities are responsible for all damage to school facilities, property, or equipment that occurs while the facility is being used by the group, regardless of who caused the damage. Users also are responsible for the conduct of all persons involved in the user's activities while on school property. The user is responsible for payment for any theft or damage that occurs to school facilities during use. Damage charges will be assessed by the district and the amount will include the cost of any district labor required.
 
All user groups, except school-sponsored groups, must provide a certificate of general liability insurance with coverage of at least $1,000,000 per occurrence. Alternatively, the superintendent or designee may require the user group to execute a waiver of liability that states that no liability will be attached to the board of education, individually or collectively, for personal injury or personal property damage by reason of use of the school property. 
 
GENERAL PRINCIPLES
 
Use of school facilities by community groups must be consistent with the educational mission, goals, and objectives of Pitt County Schools. Requests will not be approved for activities that:
  1. Violate federal, state, or local laws;
  2. Violate board of education policies or regulations;
  3. Advocate imminent violence;
  4. Damage or have the potential to damage school buildings, grounds, or equipment; or
  5. Conflict with scheduled school activities.
A user's violation of the provisions of this policy or any applicable regulations is grounds for suspending the user's privilege to use school facilities for a period of time deemed appropriate by the principal, subject to the review of the superintendent and the board of education.