School-sponsored/School-related Groups

• Parent-teacher associations or organizations;
• Public school citizen advisory committees;
• Public school employee organizations;
• Public school student clubs and associations;
• Public school alumni groups; and
• Public school booster clubs

Available Facilities

School-related Groups are permitted to use school auditoriums, dining areas, media centers, gymnasiums, grounds or any other facilities at reasonable times and places as deemed appropriate by the principal(s) of the particular school(s) at which facilities are requested to be used (the "Principal"), or, if the CMS-owned facilities are facilities not located at a particular school, as deemed appropriate by the Superintendent or designee. In no event shall any approved use interfere in any manner with the operation of the school or endanger school personnel, students, or the public at large.

Procedures

School-related Groups affiliated with a particular school shall submit their requests to use school facilities to the Principal of the school for review and approval; except requests for high school reunions shall be submitted directly to the Community Use of Schools Assistant, or equivalent, (the "Community Use Assistant"). School-related Groups that are system-wide organizations or associations or that desire to use CMS-owned facilities that are not schools shall submit their requests to use school facilities to the Superintendent or designee for review and approval. The Superintendent or designee, in cooperation with the Principal of the school at which the requested facilities are located, may authorize such organizations to use any appropriate school facility. Written contracts are not required for School-related Groups. CMS will increase fees effective July 1, 2008. We will continue to offer lower fees to nonprofit groups. Go to the Documents page to view the new fee schedule.

Non-profit Groups

The term "Non-profit Group" shall mean any civic, service, political, fraternal, governmental, religious, charitable, or recreational agency, association, organization, corporation, or partnership which is not engaged in a business or enterprise to produce income or a financial gain. This definition is not intended to preclude a non-profit organization from engaging in fund-raising activities or charging fees for services simply to defray the organization's costs or for charitable purposes. "Non-profit Groups" include, but are not necessarily limited to:

• Non-profit civic and service clubs;
• Adult fraternities and sororities;
• Churches and religious organizations;
• Political parties (or any affiliate thereof) recognized by the Board of Elections of the county or state;
• Governmental agencies or units at the federal, state and local level;
• YWCA, YMCA, Boy Scouts or Girl Scouts, Little League teams, etc. (Note: Scout groups may use school buildings and grounds at no charge);
• Professional and occupational organizations

The Community Use Assistant and/or the school Principal may request a copy of the proposed user's non-profit certificate to verify that the applicant is a Non-profit Group.

Available Facilities

Non-profit Groups are permitted to use school auditoriums, media centers, gymnasiums, classrooms, grounds, or any other facilities at reasonable times and places as deemed appropriate and approved by the Community Use Assistant and/or the Principal. In no event shall any approved use interfere in any manner with the operation of the school or endanger school personnel, students, or the public at large.

Other available facilities

Non-profit Groups are also permitted to use swimming pools, kitchen areas, football stadiums, tennis courts, and outdoor basketball courts, but the following additional requirements must be satisfied:

• Swimming Pools
  Non-profit Groups are also permitted to use swimming pools, at reasonable times and places as deemed appropriate and approved by the Community Use Assistant and/or the Principal, upon satisfaction of the following additional requirements:
  • The pool manager and any lifeguards assigned to supervise the proposed use must be present at all times;
  • Provide insurance, and a certificate of insurance, as required; and
  • The applicable fee must be paid in advance
• Kitchen Facilities
  Non-profit Groups are also permitted to use kitchen facilities, at reasonable times and places as deemed appropriate and approved by the Community Use Assistant and/or the Principal, only if under the supervision of a Charlotte-Mecklenburg Schools cafeteria manager.
• Football stadiums
  Non-profit Groups may also use football stadiums. Requests for use of football stadiums by Non-profit Groups shall be submitted directly to the school at which such football stadium is located and any use thereof shall be approved by and scheduled directly with the Principal of the school or designee.
• Tennis courts and outdoor basketball courts
  Tennis courts or outdoor basketball courts are available on a first come, first served basis and are not available for reservation.

Procedures

Non-profit Groups shall submit an application, application fee and contract to use school facilities to the Community Use Assistant in accordance with the application, contracts and fees guidelines. The Community Use Assistant, in cooperation with the Principal(s) of the particular school(s) at which facilities are requested to be used, shall review such application(s) and contract(s) and determine whether to approve all reasonable use. The Community Use Assistant should approve all reasonable requests to use school facilities whenever reasonably possible. The Community Use Assistant may deny the request for any of the following reasons:

• The application is incomplete or inaccurate;
• A signed contract does not accompany the application;
• The $25.00 non-refundable application fees does not accompany the application;
• The applicant has not provided a certificate of insurance when such certificate of insurance is required;
• During a previous use the applicant violated the "Rules Governing the Use of School Facilities" as set forth in these procedures;
• The applicant failed to pay the required use fee on a previous occasion;
• The facilities are not available on the date(s) or at the time(s) requested; or
• The activity, in the opinion of school officials, would cause or be substantially likely to cause damage to school property; for example, playing fields should not be used during inclement weather or when their use will render their condition unfit for school purposes.

Fees shall be paid in accordance with Fee Schedule II approved by the Board, as such fee schedule may be modified from time to time by the Board. Scout groups may use school buildings and grounds at no charge. CMS will increase fees effective July 1, 2008. We will continue to offer lower fees to nonprofit groups. Go to the Documents page to view the new fee schedule.

Commercial Groups

The term "Commercial Group" shall mean any person, partnership, association, organization or corporation engaged in a business for profit which desires to use a school facility to engage in a profit-making enterprise for its owners, members, officers, directors or stockholders. The term does not include the recreational use of school facilities by employees of commercial enterprises, but it does include, by way of example and not limitation, the following:

• Retail merchants;
• Dance studios;
• Auction sales; and
• Entertainers and promoters.

Available Facilities

The Charlotte-Mecklenburg Board of Education does not encourage the use of school facilities by commercial enterprises. If both a commercial enterprise and a non-profit organization submit applications to use the same school facility at the same time, the non-profit organization's application shall be preferred. The same school facilities which are available to Non-profit Groups as set forth above, shall be available to Commercial Groups, but at a higher user fee in order to avoid unfair competition with other commercial enterprises. In no event shall any approved use interfere in any manner with the operation of the school or endanger school personnel or pupils or the public at large.

Procedures

Applications, application fees and contracts for use of school facilities by a commercial group shall be submitted to the Community Use Assistant, and shall be reviewed and approved (or denied), in the same manner as Non-profit Groups (except Non-profit Groups shall be preferred). Fees shall be paid in accordance with Fee Schedule I. CMS will increase fees effective July 1, 2008. We will continue to offer lower fees to nonprofit groups. Go to the Documents page to view the new fee schedule.

Groups/Uses Not Permitted

Board Policy permits groups to use school facilities only for educational, recreational, civic and cultural activities. Therefore, individual users and uses of a private or personal nature are not permitted. Accordingly, by way of example and not limitation, school facilities will not be permitted for events such as family reunions; birthday, anniversary or graduation parties; bridal or baby showers; wedding receptions; or garage sales.

Special Joint Use Provisions

• Extended Use Agreements
  Upon approval of the Superintendent, a school facility may be used by a non-profit organization on a regular basis for an extended period of time (i.e. longer than the maximum periods set forth on the contract - Youth Groups - 1 year, Adult Groups - 3 years) for a good cause upon such terms and conditions as are mutually agreeable to the parties, provided such use does not interfere in any manner with the operation of the school nor endanger school personnel, students, or the public at large.
• Use by Mecklenburg County Park & Recreation Department
  Upon approval by the Superintendent or designee, the Mecklenburg County Park & Recreation Department shall be allowed to use the school system athletic and recreational facilities on such terms and conditions as approved by the Superintendent, provided such use does not interfere in any manner with the operation of the school nor endanger school personnel, students, or the public at large.
• Use by Towns of Davidson, Cornelius, Huntersville, Pineville, Matthews and Mint Hill
  Upon approval by the Superintendent, the towns of Davidson, Cornelius, Huntersville, Pineville, Matthews and Mint Hill shall be allowed to use school system athletic and recreational facilities located within each town's respective jurisdiction on such terms and conditions as approved by the Superintendent, provided such use does not interfere in any manner with the operation of the school nor endanger school personnel, students, or the public at large.
• Use by Board of Elections
  Pursuant to N.C.G.S. §163-129, the Mecklenburg County Board of Elections has the right to use school facilities without charge for the purposes of conducting registration and voting for any primary or election.
• Precinct Meetings
  A precinct meeting may be held without charge by each political party recognized by the Mecklenburg County or State Board of Elections at each school which is designated as a polling place. Precinct meetings may be held without charge only once a year. Each party must schedule all of its precinct meetings on the same date. All other use of school facilities by political parties shall be on a fee basis in accordance with the fee schedule approved by the Board for use by Non-profit Groups.
• Other Uses
  Any other proposed uses are permitted in exceptional circumstances based on a justified need and as approved by the Superintendent or designee.
• Miscellaneous
  Because all of the uses listed in this "Special Joint Use Provisions" section are special circumstances, the Board's community use of school's contract and fee schedule may not be appropriate for the proposed use. Therefore, except as specifically stated otherwise in this subsection, the Superintendent may determine appropriate agreement terms, including appropriate fees, charges or other consideration to be paid by the proposed user. Such agreements shall be in writing and approved and executed by the Superintendent. Copies of all agreements entered into pursuant to this Section shall be kept on file in the Superintendent's office and/or in the office of the Community Use Assistant.