Use of Facilities

Public Use of School Facilities | Use of Facilities Guidelines | Outside Food Vendors | Group Classification and Related Items

Information on Public Use of School Facilities can be found below. For an application to use one or more facilities within the Bethlehem Central School District, please contact the Business Office at 518-439-7481.

Printable copy of Use of Facilities Handbook

Download or print the BCSD Use of Facilities Handbook [PDF]

Public Use of School Facilities

Please click here to see Board Policy 1500 – Public Use of School Facilities.

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Use of Facilities Guidelines

Intent

The following provides general guidelines regarding the use of District facilities throughout the year. This is not intended to be a complete listing of the rules and regulations surrounding building use. We strive to make our facilities as available as possible, but not to the detriment of the district’s academic, athletic, maintenance and custodial programs.

Facility Scheduling

Any group wanting to utilize the school facilities outside of the normal school day must submit a Request for Use of School Property form to the school’s main office for approval. The scheduling of rooms or fields at a school is the responsibility of the school’s main office. This is typically done in conjunction and consultation with the head/lead custodian at the building. The forms can be received from the main office and should be submitted to the school office at least ten (10) days in advance of the requested date. Appropriate time is necessary for the approval process to be completed, the overtime posted (if necessary) and the coordination of staff.

School Year

The district facilities are NOT permitted to be used during the school day by outside or town groups. Also, facilities are typically not to be scheduled and used by groups during dances, exam weeks, election days, plays and open houses. In addition, the High School Gyms will be made available and must be scheduled around the school’s competitive sports program. The following times are established based upon the custodial coverage and the time necessary to clean and open/secure the facility before and after an activity. Please note that the general start times listed below may vary depending upon season, school activities and athletic events. Users should check with the Main Office.

General Start Time for Use of Facility (Monday-Friday)

Bethlehem Central High School
700 Delaware Avenue
Delmar, NY 12054
(518) 439-4921

• Pool can be used after 6:00pm
  • User group MUST have a certified lifeguard on pool deck at all times
  • Copy of Certification MUST be provided upon scheduling use of pool
  • Lifeguard MUST have certification card available to show personnel upon request
  • Community open swimming is not allowed
• Gyms can be used after 7:30pm
  • NOTE: Gym A can not be used if there are school events scheduled in the Auditorium
• Classrooms can be used after 5:00pm
• Fields can be used, but are limited due to the District’s own athletic programs. Field usage will also depend on the condition of the fields based on weather. Please check with building secretary to determine availability

Bethlehem Central Middle School
332 Kenwood Avenue
Delmar, NY 12054
(518) 439-7460

• Pool can be used after 6:00pm
  • User group MUST have a certified lifeguard on pool deck at all times
  • Copy of Certification MUST be provided upon scheduling use of pool
  • Lifeguard MUST have certification card available to show personnel upon request
• Gyms can be used after 6:00pm
• Classrooms can be used after 6:00pm
• Fields can be used, but are limited due to the District’s own athletic programs. Field usage will also depend on the condition of the fields based on weather. Please check with building secretary to determine availability

Eagle Elementary
27 VanDyke Road
Delmar, NY 12054
(518) 694-8825

Elsmere Elementary
247 Delaware Avenue
Delmar, NY 12054
(518) 439-4996

Glenmont Elementary
328 Route 9W
Glenmont, NY 12077
(518) 463-1154

Hamagrael Elementary
1 McGuffey Lane
Delmar, NY 12054
(518) 439-4905

Slingerlands Elementary
25 Union Avenue
Delmar, NY 12054
(518) 439-7681

• Classrooms can be used after 4:00pm
• Gyms can be used after 6:00pm
• Cafeteria can be used after 6:00pm
• Fields usage will depend on the condition of the fields based on weather. Please check with building secretary to determine availability.

General End Time for Use of Facility (Monday-Friday)

All activities must be completed and users out of the facility by:

• High School – 10:30pm
• Middle School – 9:30pm
• Eagle, Elsmere, and Slingerlands Elementary – 9:00pm
• Hamagrael Elementary – 8:00pm
• Glenmont Elementary- 8:15pm

Saturdays and Sundays

Bethlehem Central High School and Middle School

• Outside groups are allowed to use the schools and fields but will be charged the facility fee AND the flat custodial overtime rate of $20/hour, if applicable. All group activities must be completed and users out of the building by 9:30pm.

Elementary Buildings

• Outside groups are NOT allowed to use the school facilities during this time. Field usage is allowed, and the groups will be charged the field use of facility fee. Groups will not have access to buildings.

Break Weeks

Bethlehem Central High School and Middle School

• Except for National Observed Holidays (listed below) where facilities are closed, other days in a break week are available for use.
• All group activities must be completed and users out of the building by 4:30pm.
• Groups will be charged the flat custodial overtime rate of $20/hour for usage after 4:00pm

Elementary Buildings

• Except for National Observed Holidays (listed below) where facilities are closed, other days in a break week are available for use.
• All group activities must be completed and users out of the building by 6:00pm.
• Groups will be charged the flat custodial overtime rate of $20/hour for usage after 3:30pm

National Observed Holidays: (Independence Day, Labor Day, Thanksgiving Day, Christmas Day, New Year’s Day, Memorial Day)

• No outside groups are allowed to utilize the facilities during this time

District Observed Holidays: (Columbus Day, Veterans Day, Day after Thanksgiving, Christmas Eve, Martin Luther King Day, Presidents Day, Good Friday)

• Refer to “Special Request” section

Snow Days

• No outside groups are allowed to use the school facilities.
• If it is determined that the building will be closed on the weekend due to a weather-related event, the building secretary will notify the outside group the day prior via email and/or phone.
• In the rare instance a building is closed suddenly on a Saturday or Sunday, a custodian will be there to notify groups as they attempt to enter the building. Please note that the weather would have to be extremely severe and sudden in nature before a same-day weekend building closure would even be considered.
• Building closure information will be posted on ParentSquare, TV and radio channels.

Early Dismissal (due to inclement weather or other emergency)

• No outside groups are allowed to use the school facilities.

No School – District and School Offices Open: (Superintendent’s Conference Day, Rosh Hashanah, Yom Kippur, Election Day)

• No outside groups are allowed to use the school facilities during the day.
• Classrooms are available after 4:00pm
• Gyms are available after 6:00pm

Summer Time

Bethlehem Central High School & Middle School

• Outside groups are allowed to use the schools.
• All groups activities must be completed and users out of the facility by 4:00pm.
• Weekend use of the building is not allowed.
• Field usage is allowed Monday through Sunday.

Elementary Buildings

• No outside groups are allowed to use the school facilities other than the Town’s summer camp day programs.
• Weekend use of the buildings and fields is not allowed.

Special Requests

• Any special requests for facility use that deviate from these general guidelines can be considered by the district. Submit the request to the building’s Main Office for review and approval.

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Outside Food Vendors on District Property

Food vendors may be permitted on district property, with pre-approval, subject to the following conditions:

1. The vendor must be requested to provide food service on district property by the District, or by a not-for-profit entity associated with the District (PTO, BCAA/Booster, BMA, etc.)
2. A standard ACORD Certificate of Liability Insurance must be provided in advance, listing the district as an “Additional Named Insured”. An in force policy for Commercial General Liability with at least $1M/occurrence and $3M aggregate is required. If the vendor will be operating out of a vehicle, then the ACORD certificate must indicate in force automobile liability coverage too, of at least $1M.
3. A copy of the food vendor’s permit/license from the NYS Department of Health or Albany County Department of Health to sell food to the general public must be provided. Vendors are responsible for compliance with all applicable regulations, including state, federal, county and town licensing and permitting.
4. The vendor must sign an indemnification form, holding the district harmless should there be any injuries/illnesses from their vending activities. Vendors are responsible for any damage or injury caused directly or indirectly by their vehicles and displays.
5. Appropriate fire suppression equipment must be present if cooking and serving hot food and beverages.
6. Vehicles must arrive at least 30 minutes before the start of the event, park, and remain stationary throughout the event, and may not leave the stationary location for 20 minutes after the end of the event. Any needs for power or barriers to restrict crowd movement must be requested in advance and coordinated/approved by O&M/Building Level custodial staff.
7. Vendors are responsible for all clean up at their designated locations, and to carry out any refuse generated from their site sales. Provision of separate trash and single stream recycling containers are required.

The district will issue a certificate evidencing that the vendor has been approved to operate on district property and has met all requirements. The certificate must be on display during operation on district property. Any unauthorized vendors should be directed to leave district property, and reported to district staff assigned to the event.

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Group Classification and Related Items

• GROUP I – School Related Groups
  • Examples: President’s Council, Booster Groups
• GROUP II – Town of Bethlehem Parks & Recreation, Fire Dept., Continuing Education
• GROUP III – All Other Groups (Resident)
  • Examples: Student and Adult Recreational Clubs, Profit Organizations
• GROUP IV – Non-Resident/Non District Groups
  • Examples: Groups not located within the Bethlehem School District

• All School groups/school functions have priority over all community groups
• A community group must be made up of 75% residents of the community to be charged at the Group III rate
• Groups must fill out use of facility form and submit to building secretary to determine availability
• Prior to using the facility, groups must submit the following:
  • A Certificate of insurance, naming Bethlehem Central School District as additional insured
  • Completed Hold Harmless Agreement
  • Food Truck Vendors must submit all required permits
• Groups must cancel use of facility 24 hours prior to use or they will be invoiced
• Groups are invoiced monthly unless other arrangements are made
• Groups must use the facility space they have requested (i.e. renting gym space, use gym space)
• Federal/State funded programs are not required to pay use of facility fees
• No group can use the facility in which they make a profit for themselves, (i.e. no admission fees can be charged to spectators)

Fee Schedule for Use of School Facilities

• GROUP I – School Related Groups (President’s Council, Booster Clubs)
• GROUP II – Town of Bethlehem Parks & Recreation, Fire Department, Continuing Education
• GROUP III – All Other Groups (Resident) (Recreational Clubs, Profit Organizations)
• GROUP IV – Non-Resident/Non District Groups (not located in the Bethlehem School District)

Fees

• Facility: Classroom
  • Group I: No Charge
  • Group II & III: $7.00/hr
  • Group IV: $25.00/hr
• Facility: Middle School Auditorium*
  • Group I: No Charge
  • Group II & III: $15.00/hr
  • Group IV: $100.00/hr
• Facility: High School Auditorium*
  • Group I: No Charge
  • Group II & III: $75.00/hr
  • Group IV: $250.00/hr
• Facility: Lobby
  • Group I: No Charge
  • Group II & III: $5.00/hr
  • Group IV: $25.00/hr
• Facility: Cafeteria Elementary
  • Group I: No Charge
  • Group II & III: $12.00/hr
  • Group IV: $50.00/hr
• Facility: Cafeteria Secondary
  • Group I: No Charge
  • Group II & III: $17.00/hr
  • Group IV: $100.00/hr
• Facility: Library Elementary
  • Group I: No Charge
  • Group II & III: $9.00/hr
  • Group IV: $25.00/hr
• Facility: Library Secondary
  • Group I: No Charge
  • Group II & III: $12.00/hr
  • Group IV: $100.00/hr
• Facility: Gym – Elementary
  • Group I: No Charge
  • Group II & III: $12.00/hr
  • Group IV: $100.00/hr
• Facility: Gym – Secondary
  • Group I: No Charge
  • Group II & III: $14.00/hr
  • Group IV: $125.00/hr
• Facility: Fitness Center – Secondary
  • Group I: No Charge
  • Group II & III: $10.00/hr
  • Group IV: $125.00/hr
• Facility: Pit – Secondary
  • Group I: No Charge
  • Group II & III: $5.00/hr
  • Group IV: $25.00/hr
• Facility: Wrestling Room – Secondary
  • Group I: No Charge
  • Group II & III: $5.00/hr
  • Group IV: $25.00/hr
• Facility: Athletic Fields
  • Group I: No Charge
  • Group II & III: $12.00/hr
  • Group IV: $75.00/hr
• Facility: Tennis Courts/Track Field
  • Group I: No Charge
  • Group II & III: $17.00/hr
  • Group IV: $125.00/hr
• Facility: Parking Lot (1 hr. min)
  • Group I: No Charge
  • Group II & III: $5.00/hr
  • Group IV: $5.00/hr
• Facility: Pool (September-June)
  • Group I: N/A
  • Group II & III: Group II: $40.00/hr, Group III: $80.00/hr
  • Group IV: $135.00/hr

All groups will incur fees when additional costs are incurred by the district (e.g. custodial OT for weekend events, fund raisers, custodial regular time for large evening events) – Custodial OT charges: $20.00 per hour for Regular Overtime and $30.00 per hour for Holiday Overtime.

“Special Event” or Tournament Set-up Fee – To be determined on a case by case basis

*Fee is for use of space only, no Performing Arts Equipment

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