Follow the steps in the table below to request use of ACS Facilities:
Avon CSD will always do our best to accommodate every organization at any time.
If you have any questions about these policies or about Priority Scheduling, please contact Crystal Ryan at firstname.lastname@example.org or by phone at (585) 226-2455 ext. 1416.
Thank you in advance for your flexibility and understanding of our policies.
The Superintendent of Schools, pursuant to authority granted him/her by the Board of Education through Policy #3280, hereby establishes the following administrative procedures, regulations and rules to implement said Policy:
The School District may not aid or perpetuate discrimination on the basis of race, creed, color, country of national origin, religion, sex, age, marital status or disability. Community groups and organizations should review their use of school facilities request for conformity. The District reserves the right to require evidence of compliance with civil rights law.
All activities conducted on school property shall conform with New York State law and municipal ordinances.
School facilities must be left in the same condition as they are found. Desks, displays, etc. should not be disturbed. All electrical equipment or movable properties owned by the District shall at all times remain under the control of the District.
Community groups shall be liable for any damage to school property resulting from activities they sponsor. A check of the school facility shall be made before and after each activity by the "person in charge" and the custodian assigned.
Vehicles are not allowed on grassed areas or athletic fields. Parking for any large event should be controlled by sufficient personnel. Use of auxiliary police for this purpose may be required.
Admission charges, approved registration fees, or concessions may only be administered as stated on the request.
Except for rest room facilities, participants and spectators should remain in the area or room assigned for an activity.
The District assumes no liability for injuries resulting from community group activities. For all activities, the District requires submission of a certificate of liability or insurance bond using the school district as additionally insured.
The School Superintendent or designee must have free access to all facilities at all times.
The District reserves the right to revoke authorization to use school facilities at any time.
The Superintendent of Schools shall in the event of a contingent budget determine appropriate use fees to be charged after the close of school each day and on non-school days, to satisfy legal requirements related to contingent budgets.
In general, requests will be honored based upon availability, and the ability of the overall facility to safely and manageably accommodate the event. Consideration must especially be taken when the potential for multiple events occurring simultaneously may occur.
Sunday activity is limited to special events, with approval by the Superintendent.
Facilities are not available on legal holidays or when buildings are closed due to inclement weather.
Annual reservations shall be renewed each year after the opening of school in September. For these purposes, the summer months are considered to be a part of the preceding school year. Avon Central School District reserves the right to revoke a permit at any time.
Organizations or groups granted permits for facility usage shall insure that adequate adult supervision is provided at all times when school facilities are being used. (It is expected that there be a minimum of one designated adult supervisor for each fifteen participants in the activity, event or area). Permit holder must be present for entire function.The presence of a school staff member shall be required during the scheduled time of use by the group or organization. It is the responsibility of the District employee to arrange for access to the facility for the permit holder, to examine said facility before and after use for discovery of possible damage to or loss or property, and to secure the facility upon completion of use. The permit holder shall reimburse the District for the actual costs of such services by District employees if they are provided during times other than when said employees are regularly scheduled for work.
Liability for Damage or Loss of District Property:
Permit holders shall be liable for any damages or loss to School District property, furnishings or equipment so assigned and designated for use. (It is recommended that any damage to the property, including missing furnishings or equipment, be noted by the permit holder upon access to the facility and brought to the attention of the District employee on duty.
Liability for Damage or Loss of Organization or Participant Property:
Permit holders shall be fully responsible for the property and possessions of its members brought into school buildings or on school grounds and will hold the District free of any and all liability for loss or damage to such personal property of the organization or its members as a result of or during use of the school facility.
Liability for Personal Injury:
The permit holder shall indemnify and hold the District harmless from any and all personal liability including bodily injury to its participants arising from the use of school facilities.
In regard to certain types of activities or events where a particular facility or related equipment and apparatus is to be utilized it may be required that the permit holder carry specific liability insurance and submit to the District proof of same.
Reimbursement for Extra or Unusual Expenditures:
Permit holders shall reimburse the District in the amount sufficient to cover all unusual or extra expenses that might result from the permitted use of school facilities, unless such reimbursement is specifically waived by the Board of Education.
All buildings and grounds shall be reserved for the exclusive use of the regular day school program (including co-curricular activities) on days that school is in session.
Curricular & Co-Curricular Programs
School Related Groups/Adult Ed
Recreational Programs for Youth
ACS reserves the right to assess fees for the use of facilities when the situation merits. We will do our best to minimize these expenses to the extent practical and possible.
A flat fee of $125 will be assessed to outside groups for the use of the Athletic Stadium. When additional employees are required for an event, then the organization will be charged an additional fee for associated contractual expenses.
Personnel Fee Schedule
Personnel fees will be assessed in each instance where the School District must employ custodians, maintenance staff, kitchen staff, security guards, stage hands, lifeguards or other supervisors for an event. These charges will be assessed, including fringe benefits, at the going rate per hour for each person scheduled to work. This charge will normally be at time and a half, plus fringe benefits, when not scheduled as part of the employee's regular work day. Curricular and co-curricular programs of the Avon School District and school related groups are exempt from these fees.
Charges and Estimates – Estimated billing will be done by the Business Office, upon receipt of the approved permit, to the person or group making the request. In all cases, the charge as computed by the Business Office shall be understood to be official. Charges quoted by principals and others are understood to be only estimates.
Fees for use of school facilities should be paid promptly upon billing. Checks should be made out to the Avon Central School District and sent to 191 Clinton Street, Avon, New York 14414. Non-payment of fees, as billed, may result in revocation of permit or refusal of the District to grant the group or organization future use of school facilities.
The following expectations covering specific areas will apply regarding the use of any athletic facility or property of the Avon Central School District. Failure to comply to any of these expectations may result in forfeiting the use of the athletic facility. Any scheduled use by an outside organization may be changed pending use by the School District's athletic team.
Use of Cafeteria:
The following rules and regulations will apply to use of any of the cafeteria facilities or property of the Avon Central School District. Failure to comply with any of these rules may result in a forfeiture of the use of the cafeteria facility.
For use of a cafeteria facility, application must be filed with the Business Office, 191 Clinton Street, and approved by the Cafeteria Director and School Business Official.
The individual organization that received approval for the use of the facility will be held responsible for injury, damage, and cleanup of the facility after use.
Under no circumstances are the facilities to be altered or rearranged without permission from the School District. The facilities should be left in the same or better condition prior to use.
Specific facility rules covering the cafeteria are as follows:
Use of the kitchen facilities may only take place with the supervision of a member from the cafeteria.
Tables are only to be used for their intended purpose and not for a walkway or other type of use.
Cafeteria must be left clean with the floor swept and tables wiped off and put back in their original location.
Restriction of Snowmobiles, ATE, Motorbikes, etc.
Snowmobiles and unauthorized motorized vehicles are prohibited from school property.
Restriction of Skateboards, Scooters, Inline Skates, etc.
Skateboarding is not allowed on school property
Tobacco Use, Drugs and Alcoholic Beverages
Smoking and tobacco use are prohibited in school buildings and on school grounds. No person shall knowingly have in his/her possession, upon any premises to which these rules apply, any alcoholic beverages and/or illegal or non-prescribed "controlled substance" (as defined by Penal Law Section 220.00).
For questions or concerns regarding Facilities Usage, please contact Crystal Ryan:
(585) 226-2455 ext. 1416