SAUGUS — The School Committee appears set to vote on a new policy governing the use of school facilities Thursday after a pair of subcommittees worked with district officials to completely overhaul the policy earlier this fall.
The new policy received a first reading during the committee’s meeting earlier this month after its details were hammered out during meetings of both the Finance and Policy Subcommittees in September. The three-page document, which is posted on the district’s website, outlines not just the costs of renting out specific facilities in the schools, broken down by building, but also the procedure by which groups must do so. The policy also lays out four tiers that groups may fall into when seeking to use the buildings.
Groups in the first tier, which includes Saugus Public Schools teams, groups, activities, events, and any other programming offered by the district for its students, will not need to pay a rental fee and will have the first right to reserve spaces. Those groups may incur “additional cleaning costs” if holding events after hours.
The second tier includes youth programming run by the town, recognized alumni associations, and PTOs. Those groups will also not be required to pay a rental fee but would be responsible for paying staffing costs, including cleaning and security staff, at an hourly rate.
As a result, the rental fees will only be incurred by groups in the third and fourth tiers — other Saugus-based non-profit organizations and Saugus-based for-profit organizations, respectively. The fees for groups in tier four are set at a significantly higher cost than those in tier three.
The costs paid by those groups are broken down into a base fee that covers four hours on a weekday and then a cost for each additional hour. An additional rate is set for the use of the buildings during the weekend, broken down into the same structure — a cost for four hours of use and then an additional charge per extra hour. The fees are dependent on what facility a group is seeking to use — and in which building.
Cost includes a porter to clean, a Saugus Public Schools security person, and, for events at the Saugus Middle/High School Complex, a door monitor to ensure admission.
For groups in the third tier, Saugus-based non-profits, the cost of renting out the auditorium at the Saugus Middle/High School Complex for four hours on a weekday is set at $500. For each additional hour, the cost is $100. For renting the auditorium on a weekend, the costs rise to $550 and $120, respectively. Groups can also rent the auditorium at the Belmonte STEAM Academy at a lower cost: $375 for four hours on a weekday and $75 per additional hour.
Groups in the fourth tier, Saugus-based for-profits, would be charged $1,200 to rent the SMHS complex auditorium for four hours on a weekday and $225 for each additional hour. Those costs rise to $1,500 and $275 on weekends. The rates for the Belmonte STEAM Academy are set at $1,000 for four hours, with a charge of $200 per additional hour. For weekends, the cost is $1,200 for four hours and $225 for each additional hour.
Groups can also rent the gymnasium or cafeteria at any of the three school buildings — with the SMHS complex again leading the way as the most expensive facility.
Events, where items are sold, incur an additional fee of $250 at the complex or $175 at either of the district’s other two buildings.
The policy also notes that “building use for non-school events is subject to the approval of the school’s day-to-day operations manager, school building principal, and ultimately the superintendent’s office.”
The School Committee worked to update the policy because it felt as though the buildings should be open to the community, and members noted they were constructed to be available not just for school uses.
The first reading was held on Oct. 12, and while an agenda has not yet been released for the committee’s Nov. 2 meeting, it appears likely that the policy will come up for a vote as the members of the public have had three weeks to review the document.
