|
As announced previously, ALL
sports leagues and clubs meeting the definition(s) below MUST complete a
request form to be considered for official designation and to obtain
high-volume, historical use permit processing.
If forms are not submitted
for a qualified indoor league or sports club by June 10, 2016, the group will
lose historical use and have to apply online beginning August 1 on a
first-come, first-served basis with individual users for dates of use during
the 2016-2017 school year. Please CLICK HERE TO SUBMIT
THE FORM ONLINE today, before it is too late.
Sports
League (effective
September 2016 dates of use) for field, track and/or gymnasium sports include:
(a) group of sports teams that may be members of different sports clubs, or
individual athletes that compete against each other in a schedule of games, and
(b) generally are seasonal and do not operate year-round, and (c) current
season team rosters shall be submitted within two weeks of the start of a sport
season in order to justify number of teams stated, and (d) current season game
schedules shall be submitted within two weeks of the start of a sport season,
and (e) does not include after-school enrichment programs.
Athletic
Sports Club (effective
September 2016 dates of use) for field, track and/or gymnasium sports include:
(a) an athletic sports club for the purpose of playing one or more sports, and (b) operates year-round and hosts or
organizes leagues and other competitive events such as track meets,
tournaments, club vs. club competitions, etc., and (c) is
affiliated or has a membership within a national or local sports association or
similar organization , and (d) does not include after-school
enrichment programs.
Please note that the above
information does not apply to M-NCPPC Montgomery Parks field use.
Self-booking for use of fields between August 16 and November 30, 2016 is
set to GO-LIVE on July 15, 2016. Customers began using our new
self-reservation request e-portal beginning in February to check availability
and reserve fields. Overall, the feedback has been very positive and many users
are thrilled at being able to see what is available, book it themselves and
receive quick confirmation from CUPF. Visit www.ActiveMONTGOMERY.org to book
fields for your athletic sports activities (excludes public high school grass
fields, artificial turf sites and regional park fields.)
Beginning August 1, 2016, all requests for use of
MCPS indoor facilities must be submitted via ActiveMONTGOMERY (www.ActiveMONTGOMERY.org), the County’s new
self-service, cloud-based software. Features of the new reservation request system
for CUPF customers include:
- Ability
to see what space is available online (excludes high school auditoriums)
- Self-service
ability to secure available space online
- Quick
confirmation of permits via email
- Elimination
of bi-annual submission windows
- Elimination
of 4-6 week waiting period for permit approval
- Ability
to book space for the entire school year instead of only six months at a time
- Monthly
payment plans may be available
- Additional
online payment options
- View
account transactions online
back to top
PTA/ PTSA use of school facilities receives high priority IF requests for
the entire school year are submitted by the long-established deadline of August
15 each year.
Contracted service providers are often used for after-school programs.
Please note that these contractors are NOT given PTA/ PTSA priority for
scheduling and should not be submitted directly by the PTA/ PTSA. As a result,
PTA/ PTSA’s utilizing such contracted service providers will need to ensure
that the contractor adheres to the public scheduling go-live dates (July 15 for
field use, August 1 for indoor rooms except classrooms, and September 1 for all
classroom use during the first hour after the school day ends).
Effective the 2016-2017 school year, all community use for the entire
school year may be submitted on August 1, 2016. While this has always been the
case for PTA/ PTSA’s, it has not been the procedure for other community user
groups. This is an important change for all PTA/ PTSA’s and other community
user groups to note.
Annual PTA/ PTSA informational packets regarding ICB/CUPF reservations
will be sent on or before July 1, 2016. The packet will include information on
the IMPORTANT CHANGES in the process to submit PTA/ PTSA requests so that you
may receive priority placement. Please keep an eye out for these packets to
arrive in your email, attached to our next electronic newsletter and at your
school administrative office.
Field use
at elementary and middle school locations will go-live on July 15, 2016 for dates of use between August 15 and November 30,
2016. Requests
must be submitted via www.ActiveMONTGOMERY.org.
Gymnasium,
all-purpose room, dance studio, cafeteria and media center use for after-school
activities will go-live on August 1,
2016 for all times of use and all dates of use during the entire 2016-2017
school year. Requests
must be submitted via www.ActiveMONTGOMERY.org.
Classroom use and Staff
Lounge use during the first hour after the school day ends will go-live on September
1, 2016, for dates of use during the entire 2016-2017 school year. Requests
must be submitted via www.ActiveMONTGOMERY.org.
Last October, gym space was more scarce
than usual. Many gym groups had requests denied for space for the fall/winter
basketball season.
In an effort to increase available space
for our growing population here in Montgomery County, we will be reducing the
two-hour maximum practice time, per team, per week, county-wide.
Effective the 2016-2017 school year,
each team may only be permitted for 90 minutes per team, per week, county-wide.
If you request more time, please note on your request how many teams you have.
CUPF may require rosters for verification.
Effective
July 1, 2016, the following represents the priority of customer types in public
facilities:
- Primary tenant to include school
(K-12) activities or County department
- Maryland State Department of
Education licensed before and after school childcare selected by Montgomery
County Public Schools
- Parent-Teacher Association (PTA)
meetings and activities in schools
- Government administrative bodies
- Other publicly supported programs
- High-volume use meeting applicable
criteria
- General public (via customer
e-portal)
back to top
Please
note that historical use will be limited to priority user groups and
high-volume use permits only (see definitions on our web site at www.montgomerycountymd.gov/cupf). Space for all other
community use activities, including all after-school programs will be available
on a first-come, first-served basis, allowing CUPF to implement many of the
benefits that community user groups have sought for years.
This
program subsidizes facility fees for use of school classrooms, all-purpose
rooms/cafeterias, library meeting rooms, the Clarksburg Cottage meeting room,
and the District 3 Police Station meeting room. The activity/program must
be sponsored by a Maryland-based, non-profit 501(C)(3) organization that primarily
serves vulnerable youth or low-income residents receiving financial assistance.
Applications for FY17 (July 1, 2017 through June 30, 2018) are now being
accepted. More information, including how to apply can be found at: http://www.montgomerycountymd.gov/CUPF/info-other/Subsidy.html
Free WiFi is now available on Veterans Plaza in downtown Silver Spring (provided by CUPF.)
Find out about events in the Civic Building and Festivals on Veterans Plaza in downtown Silver Spring. Visit www.silverspringdowntown.com for more information.
New signage for the Betty Mae Kramer Gallery and Music Room at the Silver Spring Civic Building is now in place (see picture below.)
CUPF is making changes to
support online reservation requests using ActiveMONTGOMERY. While Monday
through Friday fees look the same—groups will notice a big change in weekend
and holiday fees. We now have a “FLAT” rate that includes many of the
weekend extras that CUPF staff routinely added to the hourly fee. Weekend
startup + Facility Fee + minimal post event clean-up =NEW FLAT fee. Auditoriums
and kitchens also include minimum staffing requirements. Other services that may
be unique to your event will still be added.
As a result of this
change you will now get an estimated cost as you submit the permit.
However, this fee is an estimate only and may be changed once your
permit is reviewed.
back to top
In
recent months, concerns have been raised by MCPS staff and other community user
groups regarding groups who violate CUPF’s guidelines. Multiple means have been
used over the last several years to hold groups accountable. At the
recommendation of the Procedures and Guidelines Committee and approval of the
Interagency Coordinating Board, CUPF will be implementing the following
standard protocol in order to ensure that all such situations are handled
equitably:
All
reported violations at MCPS facilities will be investigated and documented by
CUPF.
For
major violations of the Facility Use License Agreement by community user
groups, which includes weapons, tobacco, illegal drugs or alcohol on MCPS
property, or otherwise place participants or MCPS staff in harm’s way: group shall receive an 18-month ban from
use of MCPS facilities, countywide.
Steps
for lesser violations of the Facility Use License Agreement by community
user groups for violations of any of the terms and conditions of the permit or
Facility Use License Agreement:
First violation of any term(s), the
user group shall receive: written warning
Second violation of any term(s), the
user group shall receive: mandatory meeting with CUPF director or designee and
written warning
Third violation of any term(s), the
user group shall receive: an 18-month ban from use of MCPS facilities,
countywide
Subsequent violations of any term(s) after
returning from an 18-month ban from use of MCPS facilities, countywide, the
user group shall receive: indefinite ban from use of MCPS facilities,
countywide
Notice
of violations and action taken by CUPF must be communicated to user groups
within 10 business days of the violation.
Appeals
by community user groups may be made to the CUPF Director, in writing, within
10 business days of notice. CUPF Director will convene a meeting with the group
and applicable County or MCPS staff to hear the appeal. A final written
decision by the CUPF Director will be made within 5 business days after hearing
the appeal.
Electronic
mail shall be acceptable for all written inquiries, findings, notifications,
appeals and decisions.
Expungement
of violations shall occur after 36 months of the date that the violation
occurred.
Please
note that community user groups may no longer submit reservation requests for
use of public facilities with less than 7 calendar days’ notice. The new
software blocks all available dates with less than 7 days advanced notice.
CUPF
has always requested 10 business days’ notice for routine use bookings. So,
this is a welcomed change that we are delighted to announce; however, CUPF is
not able to make exceptions to the 7 days advance notice requirement. Please
plan ahead in order to ensure that you may use public facilities for your
community events and activities.
This
does not apply to large events. Large events require a minimum of four weeks
advance notice and may not be submitted online. Visit www.montgomerycountymd.gov/cupf for definition of
‘large event’.
back to top
CUPF will no longer require security deposits for use of public
facilities. If a community group is responsible for damages at a school or
other public school facility, CUPF will bill the groups for the total cost. The
user group and its representative listed on the permit will be responsible for
covering all associated costs of damages. Reimbursement must be made within 30
days of receiving notification in order to keep your account in good standing.
To
prepare for the changes discussed herein, as well as others that may be coming
in the months ahead, we encourage all user groups to create
an account now by visiting www.ActiveMONTGOMERY.org so that you are
ready-to-go for booking facilities well in advance.
In order to provide an in-person overview of changes to CUPF processes, deadline dates, etc. as well as to allow community user groups time for questions, answers and to provide feedback, CUPF began holding daytime, evening and weekend public forums in February. If you have not already attended, we strongly encourage you to attend on one of the remaining sessions:
Wednesday, June 8 (evening session)
Location: Upcounty Regional Services Center
12900 Middlebrook Road, Room A, Germantown
Time: 7:00-8:30 p.m.
There is no need to register in advance for this location.
Monday, June 27
Location: Executive Office Building Auditorium
101 Monroe Street, Rockville
Time: 12:00 noon-1:30 p.m.
There is no need to register in advance for this location.
Thursday, July 7
Location: CUPF Headquarters
255 Rockville Pike, Suite 201, Rockville
Time: 9:00-10:30 a.m.
Space is limited at this location. You must register in advance by calling 240-777-2725
Thursday, July 14
Location: CUPF Headquarters
255 Rockville Pike, Suite 201, Rockville
Time: 9:00-10:30 a.m.
Space is limited at this location. You must register in advance by calling 240-777-2725
Thursday, July 14 (evening session)
Location: CUPF Headquarters
255 Rockville Pike, Suite 201, Rockville
Time: 5:00-6:30 p.m.
Space is limited at this location. You must register in advance by calling 240-777-2725
Thursday, July 21
Location: CUPF Headquarters
255 Rockville Pike, Suite 201, Rockville
Time: 9:00-10:30 a.m.
Space is limited at this location. You must register in advance by calling 240-777-2725
Thursday, July 28
Location: CUPF Headquarters
255 Rockville Pike, Suite 201, Rockville
Time: 9:00-10:30 a.m.
Space is limited at this location. You must register in advance by calling 240-777-2725
Attendance is
voluntary—there is no requirement that group representatives attend.
back to top
If you would like to see an in-person overview of the new online scheduling software customer e-portal for requesting reservations, please register for one of the following sessions by calling 240-777-2725:
Thursday, July 7
Location: CUPF Headquarters
255 Rockville Pike, Suite 201, Rockville
Time: 11:00 a.m.-Noon
Space is limited. You must register in advance by calling 240-777-2725
Thursday, July 14
Location: CUPF Headquarters
255 Rockville Pike, Suite 201, Rockville
Time: 11:00 a.m.-Noon
Space is limited. You must register in advance by calling 240-777-2725
Thursday, July 14 (evening session)
Location: CUPF Headquarters
255 Rockville Pike, Suite 201, Rockville
Time: 6:30-7:30 p.m.
Space is limited. You must register in advance by calling 240-777-2725
Thursday, July 21
Location: CUPF Headquarters
255 Rockville Pike, Suite 201, Rockville
Time: 11:00 a.m.-Noon
Space is limited. You must register in advance by calling 240-777-2725
Thursday, July 28
Location: CUPF Headquarters
255 Rockville Pike, Suite 201, Rockville
Time: 11:00 a.m.-Noon
Space is limited. You must register in advance by calling 240-777-2725
Attendance is voluntary—there is no requirement that group representatives attend.
CUPF
thanks each of our customers for your patience and support as we implement many
positive changes that impact the majority of our community user groups, including
the roll-out of our new software. We expect some challenges. Rest assured that
we are here to help. We will continue to do our very best to keep all user
groups aware of upcoming changes. Thank you for using public facilities for
your community events and activities!
Stay
tuned—more information will be coming soon! We will continue to utilize this
e-Newsletter to communicate important changes, notifications, deadlines, etc.
back to top
| 
