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The School Committee will have the following policy readings at its November 14th meeting:  

First Reading:

Policy KF-E - Community Use of School Facilities Rental Fees; and Policy KF-R - Use of Yarmouth Performing Arts Center

Second Reading:

Policy EFC – Free and Reduced Price Food Programs; and Policy JICC-R - Student Conduct on School Buses Administrative Procedure

KF-E Community Use of School Facilities Rental Fees

The Yarmouth community provides funding to the Yarmouth School Department to support school-

related activities. The Yarmouth School Department, therefore, assesses and collects rental fees and

deposits such fees into accounts that bear the expense for the maintenance, care, and upkeep of the

facilities being rented. Groups using these facilities cannot defer payment by making donations for

other activities. Regional organizations, which are led by Yarmouth staff members may be granted

waivers from room use fees provided that no expenses are incurred by the Yarmouth School

Department as a result of the use of the facilities and no fee is collected from participants to attend

the meeting or event. Such waivers must be requested in writing to the Superintendent of Schools

prior to the event. The Superintendent of Schools will annually publish a fee schedule for facilities

use, which will establish rental rates for each of the following types of groups:

COMMUNITY USE OF SCHOOL FACILITIES RATE CHART

Category Facility Space Hourly Rate
A. Yarmouth schools and their associated, School Committee sanctioned programs ALL ALL None
B. Yarmouth Community Services programs ALL ALL None*, except YPAC (see fee schedule)
C. School-related organizations, such as booster groups or parent-teacher associations ALL ALL None*, except YPAC (see fee schedule)
D. Yarmouth-based non-profit organizations. Such groups are considered town-based if greater than 80% of its members are Yarmouth residents. 1. Community youth groups 2. Community adult groups ALL ALL None*, except YPAC (see fee schedule)
E. Yarmouth-based organizations that support the arts. YHS YPAC see fee schedule
F. Non-Yarmouth-based nonprofit groups 1. Youth groups 2. Adult programs All schools Cafeteria $50.00*
HMS/YHS Gym $100.00*
All schools Kitchen $50.00*
All Classrooms $50.00*
YHS YPAC see fee schedule
G. Commercial, profit-making activities All schools Cafeteria $100.00*
HMS/YHS Gym $150.00*
All schools Kitchen $100.00*
All Classrooms $100.00*
YHS YPAC see fee schedule

*To the extent feasible, the hours during which school facilities are used shall coincide with the

hours during which custodians are on regularly scheduled duty. To the extent after-hour use results

in overtime pay for custodians or other staff, additional costs will be the permitted user’s expense.

Custodial services are charged at the existing contract rate (overtime may be assessed) and may

include set-up, break-down, locking/unlocking doors, and general maintenance. A regular Yarmouth

School Department food services worker shall be required when renting any school kitchen facility.

Associated costs shall be charged at the existing contract rate (overtime may be assessed).

Adopted: December 8, 2011

Revised: May 8, 2014, May 14, 2015

YPAC Information Sheet and Rental Fee Schedule

The Yarmouth Performing Arts Center opened in December 2003 as part of the complete renovation

of Yarmouth High School. Designed by SMRT of Portland, the facility was constructed by

MacMillan Company. Located at the rear of Yarmouth High School, the Performing Arts Center is

easily accessed from either the Portland Street entrance or the West Elm Street entrance. Plenty of

parking is available.

General Information:

Seating capacity – 501

Stage Dimensions: Proscenium Opening - 48’; Wings - 15’; Depth – 44’, including apron;

Height - 17’

Sound System: 24 channel mixing console; microphone jacks throughout house and stage; center

front speaker Lighting System: ETC Lighting control system; 24 channels of control in 2 scene

preset Grand Master; video monitor, 3.5 disk drive

FEE SCHEDULE – Effective October 15, 2019

Category YPAC Fee Staffing Fee

A. Yarmouth schools & their associated, School Committee-sanctioned programs

No charge No charge

B. Community Services programs No charge Charge per schedule below

C. School-related organizations, such as booster groups or PTOs.

No charge Charge per schedule below

D. Yarmouth-based non-profit groups $200 per performance Charge per schedule below

E. Yarmouth-based organizations that support the arts

$300 per performance Charge per schedule below

F. Non-Yarmouth Non-Profit Organizations $500 per performance Charge per schedule below

G. For-Profit Groups $1,000 per performance Charge per schedule below

Fee Schedule for Staff – for rehearsals and performances as determined by the Yarmouth

School Department

Custodians - $30 per hour

House Manager - $40.00 per hour, including preparation, set-up, and clean-up

Technical Support - $18.00 per hour minimum

Other Fees & Charges

Rehearsals - $30.00 per hour

Dressing Rooms & Cafeteria - $25.00 per room

Music Room & Flex Room - $35.00 per room

Genie Lift - $25.00

Piano (baby grand) - $50.00

Other charges may be required for lighting, sound, video, risers, etc. Such charges will be made after consultation between the lessee and the YPAC Coordinator.

KF-R Use of Yarmouth Performing Arts Center

Insurance:

The lessee shall provide a certificate of insurance in the amount of $1,000,000.00 covering the

period under contract if required by the Superintendent or his/her designee. The insurance shall

name the Yarmouth School Department as an additional insured. Generally, a certificate of insurance

will be required if a fee is charged for public entertainment and the event is not sponsored by the

Yarmouth School Department.

House Manager:

A House Manager, designated by the Yarmouth School Department, is required at all events,

including rehearsals, unless determined otherwise by the School Department. (See fee schedule,

policy KF-E.)

Custodial Services:

Custodial services are required for all events. The service provided will be to unlock doors, turn on

and set house lights, and clean and secure the facility after use. (See fee schedule, policy KF-E.)

Theater Technician:

If more elaborate sound, lights or other equipment is needed, a theater technician must be employed.

(See fee schedule, policy KF-E.)

Ushers:

The lessee must provide ushers in a ratio of one for every 100 people in attendance. Ushers must

remain in the auditorium during the performance and intermissions. They will insure that members

of the audience behave appropriately and do not abuse the facility or detract from the performance.

Security:

The administration has the sole right to determine the level of security required for each event.

Security expenses are the responsibility of the lessee.

Fire and Safety Regulations:

The use of any pyrotechnical stage devices must be approved in advance by the auditorium manager.

Any electrical equipment that does not belong to the school must be inspected and approved for use

in the facility.

Rental Deposit:

Lessee will be required to pay a deposit equal to 25% of the rental upon approval of the contract.

Cancellation of an Event:

The Superintendent/designee has the sole authority to determine whether the building should be

closed for reasons of public safety and will be held harmless in this situation. Notification to the

lessee will be made as soon as possible. Contracts in force for periods during which the school is

closed for reasons of public safety are canceled automatically without penalty to either party. Every

effort will be made to reschedule any canceled event to a mutually acceptable date.

Any event cancelled by the lessee must be done at least 30 days in advance or the 25% deposit will

be forfeited.

Rules of Use:

  • Food, beverages and chewing gum are not permitted in the auditorium
  • The school lighting and sound equipment will only be operated by authorized technicians.
  • The lessee may supply operators but the light booth will not be available without the services of an authorized theater technician.
  • School authorities and designees have the right to remove unruly persons.
  • No sales of any kind are permitted without permission of the superintendent/designee.
  • The lessee will have access only to those areas of the building, which are under contract.
  • Set construction or painting is permitted with advance permission and only in approved areas.
  • Nails, screws, or tape may not be attached to the walls or floors without advance permission. Spike or gaff tape is the only tape that will be approved for use on the stage floor.
  • School property may not be removed from the auditorium without advance permission of the superintendent/designee.
  • All sets, props, and costumes should be removed from the premises within one day after the last performance under contract. Storage may be allowed by special permission of the administration. The School Department cannot accept responsibility for articles left on school property by the lessee.
  • The use of controlled substances, alcohol possession or consumption, and use of tobacco products are prohibited on school property.
  • The possession of firearms on school property is prohibited, except by authorized security personnel. The use of any weapons as stage props must be approved in advance by the Superintendent/designee.
  • The school cannot take responsibility for any equipment shipped to the lessee unless prior arrangements are made.

Adopted: May 24, 1993

Revised: April 10, 2003, December 8, 2011, May 8, 2014

Policy EFC - Free and Reduced Price Food Programs 

The Yarmouth School Committee has entered into agreement to participate in the National School Lunch Program and/or School Breakfast Program, and/or Special Milk Program, and/or receive commodities donated by the United States Department of Agriculture and accepts responsibility for providing free and reduced price meals and/or free milk to eligible children in the schools under its jurisdiction.

Definitions

A “meal” offered to all students by the School Nutrition Program consists of multiple components in both breakfast and lunch as governed by Federal and State law. “Meal charging” refers to the purchase of a multiple component meal without any available funds and therefore recorded on a student account as a negative charge resulting in a negative balance. “À la carte” consists of individual food items, such as snack type items or drinks, as well as second meals.

The Yarmouth School Department shall take part, as feasible, in the National School Lunch and other food programs that may become available so that all children in the Yarmouth Schools have the opportunity to receive proper nourishment.

Parents shall be advised that this program is available and eligibility criteria shall be made public. In accordance with the guidelines for participation in these programs, no child who a school employee believes is improperly nourished shall be denied a free lunch, or other food, simply because proper application has not been received from his/her parents or guardian.

It shall be the policy in our schools that when school lunch is desired, payment is expected on that day or in advance by/for pupils not eligible for free lunches. Should there be any difficulty in obtaining such payment, the matter is to be resolved by direct contact with the parent (or student, if emancipated). No student will be denied a meal regardless of whether they have funds available.

Standard of Practice

  • All students requesting a meal from the School Nutrition Program will receive their meal of choice regardless of whether they have funds available.
  • No student will be prohibited from a school activity or otherwise openly identified because of money owed for school meals.
  • Communication from the school department regarding the charging of meals will be with the student’s parent/guardian and not the student, except in the case of emancipated students.
  • Parents/guardians are responsible for on-time meal payments and the monitoring of student meal accounts.
  • Adults making purchases from the nutrition program are not allowed to charge meals or àla carte.

Administration of Policy

  • Families are encouraged to apply for free and reduced price meal benefits. Any family that falls into a negative balance will receive notification to encourage them to apply for these benefits.
  • Families are encouraged to pre-pay for meals either online, with a check or cash. Meal accounts will then be debited the appropriate amount. Written notification of prepayment and student account monitoring options are available at the beginning of each school year, when new students transfer in mid-year, and is posted on the school website.
  • Families will be notified of this policy before each school year begins and with each mid-year transfer. This policy is also available on the school website.
  • School administration will be notified on a weekly basis of student meal accounts that are below zero. Parent/guardians will be contacted via email or phone, or students may be asked to carry a letter home. In cases where students are habitually in debt, a principal may meet with the parents/guardians to discuss the issue.
  • Students inquiring directly about their meal account balance will be informed and treated with dignity.
  • Middle and High School students are not allowed to purchase àla carte without the appropriate funds. In these instances, students will be informed at the point of sale that they do not have sufficient funds.
  • Middle and High school students with account balances less than ten dollars may be informed that their account balance is getting low.
  • All unpaid meal charges may be carried over at the end of the school year (beyond June 30), or transferred to a sibling account, and collection efforts may continue into the new school year.
  • When school administration determines that further collection efforts for delinquent debt are useless or too costly, the debt will be classified as “bad debt.” Per federal law (2 CFR 200) this balance cannot be paid with School Nutrition Program funds and the debt will be billed to the School Department for payment.
  • Parents/guardians of graduating students or students transferring out of district will be contacted if any balance remains on their meal account. It will either be transferred to a sibling account, refunded by check, or it may be donated to the Nutrition Program. Donations to the program can be designated for unpaid student meals, food purchases from local farms, classroom cooking demonstrations, or cafeteria taste tests.

No student is to be denied food as a disciplinary measure.

The administration shall establish and publish, as appropriate, procedures that conform with state and federal requirements and the intent of this policy regarding participation in programs for free/reduced price meals and supplementary food.

Legal Reference: 20-A MRSA§6602(2)(A)

Adopted: Prior to 1982

Revised: June 8, 1992

Policy JICC-R - Student Conduct on School Buses Administrative Procedure

The following procedures will be used in the handling of misconduct on the bus.

  1. The driver will issue a misconduct warning report to the student and to the school principal.
  2. The student will deliver the report to be delivered to the parent.
  3. The parent will sign the warning report to indicate that it has been received. (Signature does not indicate agreement or disagreement).
  4. The student will return the warning report to the school principal.
  5. The driver will file a Bus Conduct Report with the school principal.
  6. The principal will determine what action is required and inform the parent, the student, and the driver of said action. (Serious misconduct may result in immediate bus suspension. Continued minor misconduct will result in bus suspension.)

Students are responsible:

  1. To be on time at their designated bus stop;
  2. To walk on the left of the road highway, on the shoulder of the road, facing traffic;
  3. To walk across the highway, when necessary;
  4. To stand in an orderly line off the pavement when waiting for the bus;
  5. To wait patiently for the bus, refraining from pushing, throwing objects or creating a disturbance for neighbors;
  6. To provide the driver with a permission slip to ride a bus other than their regular bus;
  7. To obey the driver who has full charge of the bus;
  8. To go to a seat as rapidly as possible without crowding or pushing;
  9. To remain seated at all times until they reach their bus stop;
  10. To talk quietly with his/her neighbor, keeping the noise to a minimum;
  11. To keep all objects out of the aisle of the bus;
  12. To remain seated until the bus comes to a complete stop;
  13. To walk to the front of the bus as rapidly as possible when leaving the bus;
  14. To move away from the side of the bus after leaving the bus;
  15. To go a minimum of 10 feet in front of the bus and wait for the driver to signal them to cross whenever crossing the street is required; and
  16. On field trips, to remove all litter from the bus.

For the safety of all those who ride the bus, the following are not permitted:

  1. Hockey sticks;
  2. Glass objects (bottles, jars, etc.);
  3. Drinking or eating on regular trips;
  4. Smoking, vaping, e-cigarettes;
  5. Shouting, waving or throwing objects out of or within the bus;
  6. Fighting, pushing or creating a disturbance;
  7. Opening windows or doors without permission of the driver;
  8. Damaging the interior or exterior of the bus;
  9. Talking with the driver unless in an emergency; and
  10. Extending arms, legs or head out of the bus.

Large items that are necessary for student participation in school activities (e.g. hockey sticks, skis, lacrosse sticks, musical instruments) may be required to be placed in a designated location on the bus. If possible, items should be stored at school or transported by other means to reduce risk of injury to riders and damage to the bus.

Legal Reference: 20-A MRSA§5401

Cross Reference: EEA–Student Transportation Services, JICH -Student Substance Use and Possession

Adopted: Prior to 1982