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Toronto Catholic District School Board

TCDSB Policy Register    

Permits B.R.05 

 

Date Approved:
Date of Review:
Dates of Amendment:
January 2007 - Board
 
 
 
 
 
 
Cross Reference:
 
 
 
Policy
 
The Toronto Catholic District School Board, as a publicly supported educational institution, shall make its facilities available to the public for use for worthwhile purposes, without infringing upon the school’s educational process. 
 
Regulations:
 
1.        School facilities may be made available by means of one of the following two types of permits: 
Permit Type I:  Occasional use between 7:00 a.m. – 6:00 p.m. on school days. 
 
-        use by TCDSB
-        use by school community
-        processed by the school principal after consideration of the following:  
 
Guidelines for Principals in Approving Permits up to 6:00 p.m. 
 
1)         History of the Group
 
If a group is known to be an excellent user and applies by June 15 for next September they should get first priority; After that it is first come, first served. 
 
2)         Ties to Student Population
 
            The closer, the better:  e.g. elementary schools for elementary-aged clients. 
 
3)          Ties to Community
 
            Local groups are given higher priority 
 
4)      Available Space
 
Is the space requested appropriate for the use? 
 
5)      School Needs
 
Teachers in many schools need work space after school to prepare for following day’s activities and allowing a 4:00 p.m. use may be detrimental to that end. 
 
6)      Auditoriums/Specially Designed Areas
 
Permit applicant must make an appointment to come to the school to view and discuss all the local arrangements prior to application and submit payment for specialized equipment to the school before the permit date. 
 
7)      Wear and Tear on School
 
Will the proposed activity contribute to the deterioration of the building? 
 
8)      Attitude towards Caretakers
 
Respect for the caretaker in the capacity of permit supervisor must be maintained by the permit holder and group.  Groups, who have had previous complaints about their behaviour have a greater possibility of being denied a permit.                                
 
Permit Type II:   Occasional or continuing use after 6:00 p.m. and during non-school days. 
 
            Processed by the Community Use of Schools Department. 
 
2.          Permits may be issued to any organization or individual on the following priority basis: 
 
(a) Toronto Catholic District School Board schools, Trustees, and related departments;
 
(b) Catholic Church Organizations;
 
(c) Local school and parish community;
 
(d) Registered Charities and Not-for-Profit groups, holding a valid Letters Patent, as funded by the Ministry of Education;
 
(e) Others.
 
3. Facilities available for use: 
 
(a) Facilities normally available on a permit basis are: 
 
     i. General purpose room;
     ii. Gymnasium;
     iii. Playing fields – note:  any weekend permit of 3 hours or longer must also include access to washrooms;
     iv. Parking areas;
     v.  Access to washrooms. 
 
(b) The following facilities may be available but only with the prior approval of the school principal: 
 
     i. Classrooms
     ii. Library resource rooms 
 
4. Permit Rates:  
 
Rates for the use of a facility are based on the following charges: 
 
i. Facility usage fees;
ii. Supervision fees;
iii. Processing fees; and
iv. Recovery of direct costs. 
 
CATEGORIES 
 
Permits are divided into three categories.  Category A permits will be provided at no charge.  Category B permits will be provided at reduced charges.  Category C permits will pay the full permit rates. 
 
CATEGORY A 
 
(a) The use of facilities for the celebration of the Eucharist, Catholic religious services or instruction, and education activities approved by the Director of Education. 
 
CATEGORY B 
 
(a) The use of facilities for registered charitable organizations. 
 
(b) B1 - Not-For-Profit as funded by Community Use of School funds from the Ministry of Education. 
 
CATEGORY C 
 
(a) All others 
 
5. Facility Usage Fees Applicable to Permit Type II are as per the current rate structure. 
 
Requests for filming and special event permits are negotiated by the Community Use of Schools Department. 
Note:  Trustees will receive notice of any movie permits in their wards. 
 
(a) Permits issued for polling stations shall be at the rates established by municipal, provincial or federal election authorities (actual costs incurred by the school may be recovered upon request to the Community Use of Schools Department).  
 
(b)        Costs for the use of school equipment are to be arranged directly with the school principal and paid for directly to the school, in advance, using a secure method of payment upon confirmation of the permit.  Where equipment use requires an A/V technician, this technician will be paid for by the permit holder as arranged through the school.  Equipment is to be left in the condition in which it was received. 
 
(c) The estimated cost of the permit will be clearly shown on the confirmation sheet that the permit holder receives. 
 
6. Permit Supervision and Cleaner Fees are as per the current rate structure.
 
All rates are subject to GST No. 107-694-119 RT001. 
 
(1) The minimum charge is for 3 hours when a CUPE 1280 member has to be called in to cover the permit over and above the regular work week.
 
(2) Groups larger than 200 persons must pay for an additional permit supervisor(s). 
 
(3) Permit supervision rates will not be charged for: 
 
(a) The celebration of the Eucharist, Catholic religious services or instruction, or education activities approved by the Director of Education.  
 
(b) In recognition of the efforts and support provided by the Catholic School Advisory Councils, facilities will be made available to each CSAC free of charge, on application through the school principal, for two fund raising events during the school year. 
 
(4) All Toronto elected officials be provided use of space in the schools for community use at no charge, only in schools presently staffed, otherwise the elected officials will have to incur the cost as per Board permit fees, to be reviewed in one year. 
 
7. Permit Processing Fees (NONREFUNDABLE) are as per the current rate structure. 
 
8. Permit Application, Notification Timelines. 
 
September – June (All Requests)
 
Acceptance of applications starts June 1.  All applications received by July 31 will be processed, approved and confirmed in date and priority order by August 31.
Applications from non-TCDSB users received after July 31 will be processed based upon the availability of appropriate facilities and times.  
 
May-August – Exterior Use of Space
 
Acceptance of applications starts January 15 or second Monday in January, whichever occurs first in that year.  Applications received after March 1 will be processed based upon the availability of appropriate facilities and times.
 
July – August – Interior Use of Space
 
Acceptance of applications starts January 15 or second Monday in January, whichever occurs first in that year.  All applications received by May 1 will be processed, approved and confirmed in date and priority order by June 15. 
Applications received after May 1 will be processed based upon the availability of appropriate facilities and times. 
Note:  In the event of cancellations after confirmation due to Board related activities, Community Use of Schools Staff will make all efforts to accommodate permit holder in alternate locations. 
 
9. Recovery of Direct Costs: 
 
Staff members are authorized to secure where appropriate, from the permit holder, any additional costs for extra supplies that may result from a permit. 
 
10. Cancellation of Permits by the School: 
 
Once the school year has begun, displacement of an existing permit for use by the school requires two weeks advance notice and approval from the School Principal and Superintendent of Education.  Cancellation on shorter notice requires approval from the Director of Education. 
 
11. Indemnity against Potential Damages:
 
(a) Staff members are authorized to secure where appropriate, from the permit holder, a bond to indemnify the Board against potential damages that may result from a permit. (Note:  Adult indoor soccer must pay a $500 bond.)
 
(b) Adult ball hockey is limited to facilities that have been identified by the Planning and Facilities Department as having floors suitable for that purpose. 
 
(c) Community User groups will be required to submit a copy of their public liability insurance certificate prior to the issuance of a permit. 
 
12. Prioritization of Permits: 
 
Where there are multiple permit requests for the use of the same facilities staff will, in all cases, endeavour to distribute the facilities equally amongst the applicants.   
 
Preference will be given to those permit groups that serve students in the immediate school community.  Following these groups, permits will be distributed giving preference to Category A permit applicants, then Category B applicants, and then Category C applicants. 
 
Note:  Users that have been identified as noncompliant by the feedback sheet will be denied permits. 
 
12. (a)  Appeals: 
 
All appeals concerning permits shall be sent in writing to the Senior Coordinator of Development Services who will render a decision.  In the case of a further appeal, the Executive Superintendent of Planning and Facilities shall make the final decision.
 
13. Rules and Regulations: 
 
Each permit holder must abide by the Permit Rules and Regulations (see Appendix A).