The Annville-Cleona School District Board of School Directors encourages community use of school facilities when such use is in the public interest, does not conflict with school activities, and is not detrimental to the purpose of schools. Residents, staff members, and community groups can make facility use requests by following the steps below:

Register for New Account - 1st Time Only

All facility use requests are completed online. The first step needed to make an online facility use request is to create an ML Schedules user account. You can do so by clicking the icon to the left. Be sure to complete all information fields and then click the submit button. If your registration was successful you will receive an e-mail confirmation. The links below will provide additional information if needed:

           Creating a User Account and Associated Group (video)            

           Community User Quick Start Guide (pdf) 

Once your account is created you can start making facility reservations using ML Schedules. Click the icon to the left to reach the Login screen. The video below will further explain the reservation process as will the Community User Quick Start Guide: 

           Login and Reserve

           Making a Request Using ML Schedules (video)

Organization Submitting Request Procedures and Requirements

1.    Submit the request at least eight (8) weeks in advance of the event. Anyone submitting a request less than eight (8) weeks in advance of the event should not expect approval. No verbal permission will be granted for the use of the facilities.

2.    Complete the application in full including:

a.    Certificate of insurance Note: Certificates of insurance are not required for school functions, booster club functions and those with the PTO.

b.    Proof of non-profit status

c.     Payment of fees in advance of event

d.    Signature on hold harmless section of the form

e.    Provide any additional information, as required by the administration

3.    Upon arrival, meet with the district staff member assigned to the event

4.    Acquaint leaders of the event with the following:

a.    General rules for use of the facility (attached to returned use of facilities form)

b.    Safety and fire escape information (attached to returned use of facilities form)

c.     Specific rules for the requested facility (attached to returned use of facilities form)

5.    Comply with, and compel others to comply with, all stated rules and policies of the Annville- Cleona School District.

6.    Comply with, and compel others to comply with, directives from the district staff and administration assigned to the event.

7.    Leave the facility in the condition it existed prior to the event and report any damages or irregularities to the district staff assigned to the event.

8.    Control the conduct of all individuals attending the event, and assure that all policies and rules are followed.

General Procedures

1.    Forms for the request for use of facilities will be available in each school office and the district office.

2.    Review the application to ensure compliance with the approved policy and group classification list.

Administrative Procedures

1.    Form will be returned to and reviewed by the building secretary for completeness.

2.    The building secretary will consult with the building principal to determine the availability of the facility and the correct classification of the organization

3.    Principal will add any notation for additional staff, security, or materials, as determined by his/her best judgment.

4.    The principal signs approval and then forwards the form to the assistant high school principal/ athletic director (AP/AD) for review.

5.    The AP/AD will review the request against the district-wide calendar.

6.    The AP/AD will attach the appropriate facilities' use and emergency guidelines as well as the general rules and behaviors sheet.

7.    If the kitchen is needed, the AP/AD will send the form, with attachments, to the food service director.

8.    The food service director will assign staff costs and secure staff for the event.

9.    If the cafeteria is not needed, proceed to step 10.

10.  The form is forwarded to the director of buildings and grounds for review.

11.  The director of buildings and grounds will assign staff and material costs.

12.  The director of buildings and grounds will secure staff and materials for the event, once approved by the superintendent.

13.  The form is forwarded to the business manager for review.

14.  The business manager will assign costs and review forms.

15.  The business manager will prepare the invoice for the required fee to be paid in advance of the event.

16.  The form is sent to the superintendent for final approval on behalf of the Board of School Directors.

17.  The superintendent will return the form to the business office for distribution of the form to:

a.    Building Principal

b.    Assistant High School Principal/ Athletic Director

c.     Director of Buildings and Grounds

d.    Business Manager

e.    The applicant

f.      Food Service Director (when kitchen requested)

18.  A denial from any administrator, at any point in the process, will result in termination of the request and the form will be returned, by the denying administrator, to the person or organization requesting the facility with a reason for the denial.

19.  An organization that denied a request may appeal the denial to the superintendent of schools.

20.  The director of buildings and grounds will maintain a database of all lease activities and issue and report monthly to the superintendent and board.

Fee Schedule for Use of Facilities

Schedule of Rentals and Fees

Any group that is approved to use school facilities and is required to pay a fee must pay the rental fees (including heating, lighting, water/sewerage, insurance, etc.) in this schedule.

Rental fees and labor charges are on an hourly basis and are for the entire time of usage – including preliminary preparation, actual program or event, and the clean-up period.

Rental Fees:

HS Auditorium

Nonprofit, Non-school-Related Organizations – (Non-District Affiliated) ......$334 per hour

Profit Organizations (4 hour minimum)  ……………………………...............$601 per hour

All events over 4 hours (rate after 4th hour) ..........................................$334 per hour

HS Gym 

Nonprofit, Non-school-Related Organizations – (Non-District Affiliated) ......$110 per hour

Profit Organizations (4 hour minimum)  ……………………………...............$198 per hour

All events over 4 hours (rate after 4th hour) ..........................................$110 per hour

Elementary Multipurpose Purpose Room

Nonprofit, Non-school-Related Organizations – (Non-District Affiliated) ........$68 per hour

Profit Organizations (4 hour minimum)  ……………………………...............$122 per hour

All events over 4 hours (rate after 4th hour) ...............................................$68 per hour

Cafeteria (without kitchen) 

Nonprofit, Non-school-Related Organizations – (Non-District Affiliated) ........$89 per hour

Profit Organizations (4 hour minimum)  ……………………………...............$160 per hour

All events over 4 hours (rate after 4th hour) ...............................................$89 per hour

Kitchen

Nonprofit, Non-school-Related Organizations – (Non-District Affiliated) ...................$TBD

Profit Organizations  ………………….. .......................................................................$TBD

(Staff coverage is required if the kitchen is used)

Regular Classroom 

Nonprofit, Nons-School-Related Organizations – (Non-District Affiliated) .....$53 per hour

Profit Organizations  …………………….........................................................$95 per hour

All events over 4 hours (rate after 4th hour)………………………$53 per hour

Stadium

Nonprofit, Non-school-Related Organizations – (Non-District Affiliated) ...$188 per hour

Profit Organizations hour (4 hour minimum)  ………………………………$338 per hour

All events over 4 hours (rate after 4th hour) .......................................$188 per hour

Stadium (w/lights)

Nonprofit, Non-school-Related Organizations – (Non-District Affiliated) ...$444 per hour

Profit Organizations (4 hour minimum)  ……………………………............$799 per hour

All events over 4 hours (rate after 4th hour) ...................................... $444 per hour

Athletic Fields

Nonprofit, Non-school-Related Organizations – (Non-District Affiliated) .....$50 per hour

Profit Organizations (4 hour minimum) ……………………………...............$90 per hour

All events over 4 hours (rate after 4th hour) ........................................ $50 per hour

Tennis Courts

Nonprofit, Non-school-Related Organizations – (Non-District Affiliated)……...$25 per hour

Profit Organizations (4 hour minimum) …………………………….........$45 per hour

All events over 4 hours (rate after 4th hour) .................................. $25 per hour

Athletic fields are not available from November 1 through March 31

Any athletic field event will require a fee for preparing the fields

Site Personnel and Fees* +

It is the discretion of the school district to determine what events require additional site personnel. Organizations should request site personnel with their request. If appropriate site personnel are not requested the district will inform each organization of the required personnel and expected costs. 

Labor Charges:

Police................................................................................Township Rate

Custodians ........................................................................$30/hour

Site Manager …………………………………………….$55/hour

Security…………………………………………………..$50/hour

Scoreboard Operator (Optional)…………………………$30 per hour

Public Address Operator (Optional)……………………..$30 per hour

+Holidays – Double Time