Thank you for your interest in our Facilities. Our buildings are valuable community assets and many civic and community groups use them for meetings and events. We are glad to accommodate these groups whenever we can. If you would like information about which space might be the most suitable for your use, or have other questions, please contact Rich Pincoski at 716-945-2400 ext. 4093 or by emailing at rpincoski@salamancany.org.
If you would like to request the use of any of our athletic facilities including Vets Park Athletic Complex, please complete this online form. Once the form is complete, someone will get back to you within 2 business days.
All facility use requests are completed online. The first step needed to make an online facility use request is to create a user account. You can do so by clicking the Register icon below. Be sure to complete all information fields and then click the submit button. If your registration was successful you will receive an e-mail confirmation. The video and Quick Start Guide below will provide additional information.
Once your account is created you can start making facility reservations. Click the login and request space(s) icon below to login. The video and Quick Start Guide below will further explain the reservation process.
If you choose to reserve space in our buildings, please keep in mind that fees may be charged to offset associated custodial costs. Any organization using district facilities must meet insurance requirements and have a current Certificate of Insurance on file with the District.
SALAMANCA CITY CENTRAL SCHOOL DISTRICT
Facilities Use AGREEMENT | Rules and Regulations
It is the responsibility of the Board of Education to assure that the use of school buildings, equipment and grounds will at all times meet the regulations prescribed by the State Board of Regents, local Fire District, and health and sanitation regulations of the Board of Health.
Your assistance and cooperation in following the rules identified below will assist the Board in fulfilling their responsibility to the community. Please be aware that any group unable to comply with these rules may be assessed for damages that occur to District facilities during use or have their building use privileges suspended or discontinued.
All groups requesting the use of Salamanca City Central School District facilities must agree to the following conditions:
1. Alcoholic beverages are not permitted on school district property
2. Smoking on school property is not permitted
3. Fighting or other violent acts are not permitted on school district property
4. Any individual or group that damages school district property shall be responsible for all costs required for repair. Groups are responsible to report items damaged during use.
5. Groups are responsible to return the facilities to the same safe condition in which they were found. This includes desks, chairs, audio visual equipment and athletic facilities (pitching rubber and home plate on the baseball diamonds, volleyball nets. etc.) Nothing will be removed from any building at any time.
6. Groups are responsible to provide their own on-site supervision and shall remain with the group until all participants have left the premises. Participants should remain in the area that was approved for their use on their building use form.
7. Groups that have not received proper authorization from the District to use District facilities will not be permitted in/on school properties. Proper authorization includes a Board-approved building use form.
8. Insurance Requirements:
a. A Certificate of Insurance must be obtained with the Salamanca City Central School District as the certificate holder on the sponsoring group’s liability policy, along with this signed form. The description of operations box must include the group name and activity.
b. Additional Insured: Coverage in the sponsoring group’s Commercial General Liability, Automobile Liability (if applicable), and Umbrella/Excess Liability (if applicable) policies or coverage sections shall be written or endorsed so as to apply to the following additional insured on a primary and non-contributory basis: “Salamanca City Central School District and its employees, volunteers and committee members, student teachers, auxiliary instructors and members of the Board of Education.” The Certificate must reference the policy form(s) being used to achieve this additional insured status on a primary and noncontributory basis.
c. Certificate of Insurance must have the required insurance coverage checked () below with carriers with an A.M. Best rating of A- or higher and licensed as “admitted” carriers by NYS Insurance Department. Limits applicable shall be the greater of those indicated below or the amounts carried by the organization requesting use of District facilities:
i. Occurrence based Commercial General Liability coverage to include bodily injury, personal injury and property damage liability.
General Aggregate $2,000,000
Products & Comp/Ops. Aggregate $1,000,000
Personal & Adv. Injury $1,000,000
Each Occurrence $1,000,000
Fire Damage (any one fire) $ 50,000
Medical Expense (any one person) $ 5,000
ii. Automobile Liability insurance covering all owned, hired and “non-owned” vehicles with a minimum limit of:
Combined Single Limit $1,000,000
iii. Umbrella or Excess Liability
Per Occurrence $1,000,000
Aggregate .$1,000,000
I, _____________________ agree on behalf of the organization indicated below that all members and guests will observe the above regulations and that we, individually and as an organization, will assume full financial responsibility for any and all damages done to Salamanca City Central School District property. We also agree that our organization will at all times hereafter indemnify the Salamanca City Central School District against any loss, damage or expense of any kind, which said school district may sustain or incur as a result of the attached approved Facilities use by our organization and we will further hold said school district harmless for loss of any kind in connection therewith.
_______________________________ _________________________ _____________________
Name of Group Signature – Requesting Officer Date
In consideration of the use of the school facilities, the aforementioned organization on this form agrees to abide by the following rules and regulations established by this school district:
Admission fees are not to be charged except when the proceeds are to be expended for educational or charitable purposes, except as provided by law.
Grounds and buildings must be kept clean, neat and orderly.
Organizations must assume responsibility for keeping order while they are using the facilities.
All costs resulting from careless use of school property or damage to school property will be assessed against the organization.
Only the facilities provided in this agreement are to be used. They must be used only at the time(s) designated.
Federal and State Education Department regulations prohibit the use of tobacco in/on school property at all times.
Alcoholic beverages are not allowed at any time in school district buildings or on school grounds.
No one is ever to be permitted on gym floors for athletic purposes unless he/she wears gym shoes or socks.
Skateboards, rollerblades and similar items may not be used inside any school building.
No one is to sit on the edge of the stage.
All schedules must be completed and approved by the principal, and no changes are to be made without his/her approval.
In case of athletic organizations using the building, a complete list of all members (a roster of members which includes their names, addresses and the school district in which they reside) must be filed with the facilities use request.
Bicycles, wagons, etc. are not to be taken inside a school building.
No food or drink is allowed in the gymnasium or auditorium.
In case the person in charge is changed, the organization must report that fact in writing immediately to the Board of Education.
In case of an accident resulting in injury to any person or damage to any property, it must be reported immediately to the building representative in charge, nurse or building principal. All reports MUST be in writing.
In order for a non-school organization to use school property and equipment no less than 51% of the participants (active members) must reside within the Salamanca City Central School District (see rule #12).
The Board of Education reserves the right to alter or change any or all provisions of this agreement or to cancel it in its entirety at any time providing that notice of such action be given in writing to the organization concerned.
The Board of Education requires a Certificate of Insurance from the organization and it must have the required insurance coverage(s) as identified in the Facilities Use Agreement Rules and Regulations affixed to this application before this application will be considered.
Activities involving the use of the kitchen facilities require a kitchen staff employee to be hired during that time. All labor costs will be paid by the organization when billed.
Groups will be required to enter/exit the school building(s) promptly at the time designated and approved.
SALAMANCA CITY CENTRAL SCHOOL DISTRICT
FACILITIES USE – GENERAL ANNOUNCEMENT
GENERAL ANNOUNCEMENT
Directions: the group representative should make the following general announcement to the group participants.
1.0 Cancellation of Program
In the event the building (or District) is closed due to some unforeseen circumstance (inclement weather, power failure, etc.) your group will be unable to meet on that day. If school is cancelled on Friday, building use activities on Saturday and Sunday are also cancelled for that week.
Should this occur the District will make every effort to make a general announcement on the local radio stations. Please advise your participants should this situation arise.
2.0 Fire Alarms
If the fire alarms sounds while your group is present in the building all participants must leave the building immediately. Prior to the start of your activity, the group should familiarize itself with the nearest exit routes and the quickest means of egress. Remember to evacuate the school immediately when you hear the audible fire alarm!
3.0 Safety Rules
The safety and well being of building occupants is of the utmost importance to the Board of Education. Group representatives are required to inform all participants of the following items:
3.1 Designated parking areas.
3.2 Emergency exits and egress routes.
3.3 Construction activities and other “stay clear” areas in the buildings/grounds.
3.4 Adherence to all Facility Rules and Regulations
I ________________________________ acknowledge that I have received a copy of the General Announcement sheet, emergency exiting and designated parking area diagrams and agree to assume the full responsibility for notifying the participants of the _________________________ of these items. (Name of Group)
_________________________________ _____________________________ ________________ Signature – Requesting Officer Print Name Date
