File: KF-R – M.S.A.D. No. 75 District Facilities Usage Procedures and Fees & Rates

Download File: KF-R

Fee Categories

Category 1.   District Educational Programs and Extracurricular Activities

• Use of facilities related to District educational programs and/or sanctioned co- and extracurricular activities.

Category 2.   Partner Organizations

• Use of facilities by an organizations dedicated solely to supporting District priorities and objectives. Examples include but are not limited to:
  • PTO/PTA/Parent Partnership organizations
  • Sports Boosters
  • Alumni Association
• In order to be recognized as a partner organization by the District, such a group must provide documentation of the organization and its purpose, which may include: governance documents; regular financial statements; the names of members with access to an affiliated checking account; 501[c][3] status; etc.

Category 3.   Municipal Programs

• Use of facilities by programs and functions organized or run by any of the four member municipalities (Bowdoin, Bowdoinham, Harpswell, and Topsham). Examples include but are not limited to:
  • Town recreation department sports programs
  • Voting

Category 4.   District-Approved Programs Serving Children and Youth Residing in the District

• Use of facilities by District-approved programs serving youth who reside in the District.
• The administration shall develop an approval process, and maintain a list of approved programs. 

Category 5.   Non-Student Groups and Nonprofits Location Within the District

• Use of facilities by nonprofit organizations located within the District.

Category 6.   Nonprofits Located Outside of the District and/or For-Profit Businesses

• Use of facilities by nonprofit organizations located outside of the District and/or profit-making businesses or groups.

Fee Notes & Additional Charges
All organizations utilizing/renting any of the facilities may be subject to additional applicable fees, including but not limited to: site coordinator, custodial, maintenance, kitchen, security, or technical staff fees, or additional resource usage fees. 

Other Fees

• Custodial staff (Saturday) – $55 per hour
• Custodial staff (Sunday or holiday) – $110 per hour
• Kitchen staff (Saturday) – $25 per hour
• Kitchen staff (Sunday or holiday) – $50 per hour
• Additional chair and table setup:
  • 50 chairs or less – $15
  • 51-150 chairs – $25
  • 151 + chairs – $50
  • Tables – $3/table

General Provisions:

• District use of facilities shall take priority over other uses. The District reserves the right to revoke permission for non-District use and/or assign alternate space for non-District use if a District need arises.
• Application for use is to be made through the District Administration Office, building administrator, and/or Athletic Director, with final approval determined by the Superintendent or their designee.
• Approval of the use of school facilities requires the signing of a Facility Use Agreement setting forth the conditions for use.
• If use of facilities requires the presence of any District employee(s) outside of regular working hours, the renting entity/organization will be required to cover the cost of that labor. 
  • A building administrator, or a designated employee, shall be present at all non-school functions within the building.
  • A custodian, or a designated employee, shall be responsible for the building under their charge for all events on a Saturday, Sunday, a holiday, or a time when a custodian is not normally present. The building shall be opened, lighted, heated, cooled (where available) and properly prepared for such occasions. At the conclusion of such events, the custodian shall see that the building is properly closed.
    • Exception to the previous two (2) requirements: An exception may be made for specific town recreation activities in a gymnasium or athletic field that have been approved in advance by the building administrator, or the athletic director in the case of the high school. In such cases, the town recreation director (or designee) shall be responsible for security of the facility being used and for monitoring and controlling the activities.
• No alcoholic beverages may be brought onto school property at any time.
• Tobacco, vape, or cannabis use shall not be allowed on school property at any time.
• School facilities may not be used for any illegal purposes.
• Groups must comply with all national Federal and state laws, local ordinances, rules of the police and fire departments, and School Board policies. The sponsoring group must provide sufficient police and fire department attendance, if deemed necessary by the administration.
  • Police or fire department presence shall be paid for by the function sponsor
• Any non-District individual or group that utilizes MSAD 75 facilities must agree to indemnify, defend, and hold harmless MSAD 75, its employees, its School Board members, agents, and its member municipalities (Bowdoin, Bowdoinham, Harpswell, and Topsham) from any and all claims, damage, liability, injury, expense, or loss arising from the use of said facilities, equipment, or activity participation, including but not limited to defense costs and attorneys’ fees.
• Any non-District individual or group that utilizes MSAD 75 facilities must have an insurance bond for liability ($1,000,000) and damage ($300,000) with MSAD 75 named as an additional insured unless an exception is granted by the Superintendent. The group sponsoring the event shall present to the District administrator a certificate of insurance that names the District as an additional insured.
• Community adults and children are free to use outdoor grounds and facilities for recreation when school is not in session, or whenever not otherwise scheduled. However, formal approval of buildings and grounds use will only be granted to recognized organizations and groups.
• Non-school functions that interfere with the school schedule or school- sponsored activities will not be scheduled at any school.
• Special permission must be given by the building administrator, in consultation with the superintendent, if school facilities are to be used for personal gain.
• School kitchens shall not be used for non-school purposes unless approved by both the building administrator and the Food Service Director. Because State health laws require at least one trained/certified individual when using a public kitchen, hiring District kitchen staff will be required. (See Staff Presences and Fees below.)
• The Mt. Ararat Sports Boosters shall have right of first refusal for concessions at athletic events.
• The Superintendent, building administrator, or athletic director may deny a request for facilities use if the proposed activities would pose a risk to equipment and/or facilities; conflict with District educational programs and/or activities; violate local, state, or federal law or School Board policies; or if denying the request is in the best interests of the District and the denial is not contrary to law.
• Repeat use may be denied to any group which has not demonstrated appropriate conduct and care.
• This regulation does not apply to the Orion Performing Arts Center. Please see the Policies for the Orion Performing Arts Center for more information about use of the Orion Performing Arts Center.

Applying For Use

All building and ground use applications will be made via the M.S.A.D. No. 75 Online Event Reservations webpage. Applications should be submitted at least ten (10) working days in advance; flexibility may be granted to municipal programs in consultation with District administration. Upon approval, fees will be collected automatically, with any subsequent fees or questions communicated directly by District staff. The District shall keep a public calendar of the use of facilities, subject to review by the Superintendent or Board of Directors at any time.

Cancellations

Should a group wish to cancel a reserved date, the administrator's office must be notified at least 24 hours in advance of the specified time and date of the event, or the group will suffer forfeiture of the facility use fee. If no notice is received by the administrator and the group fails to appear within one hour after the activity is scheduled to start, the group shall be liable for the costs of any extra-service custodian scheduled for that period, in addition to the forfeiture of the facility use fee. In the event of unavailability of a facility due to emergencies or inclement weather, the sponsor will be notified by the facility administrator or athletic director, as appropriate. Public information regarding that group's cancellation is the responsibility of the sponsor and not the district.

CROSS REFERENCE:

• KFO – Orion Performing Arts Center
• KFO-R – Orion Performing Arts Center: Community Use Application Procedures and Fees

REVIEWED: June 23, 2016
REVIEWED: July 14, 2016
AMENDED: September 5, 2024
AMENDED: June 26, 2025
AMENDED: June 25, 2026