Community Use of Public Facilities Newsletter: February 24, 2017

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Community Use of Public Facilities Newsletter: February 24, 2017


We hope you are enjoying this unseasonably warm February! Before we all catch Spring Fever, we want everyone to be sure that they are well informed of a few matters that impact many of our community user groups. Here are some quick reminders, updates and news from CUPF…

March 1 Deadline: Gymnasium Summer Sports Leagues and Clubs

Reminder: Submission deadline for summer “sports league” and “athletic sports club” designations is March 1, 2017.

If you submitted a league/club designation form for the school year, it does NOT carry over into the summer. A new form is required for summer 2017. This is NOT for your dates of use, but simply to apply to receive approval as a sports league or club. Click here to visit the CUPF Resources page. Then, click on “Request for Designation as Sports League or Athletic Sports Club” form. If your group meets one of the two definitions and wish to apply for high-volume use scheduling, please complete and submit the form. We must receive this request form no later than March 1, 2017, for dates of use during the upcoming Summer season in order for groups to be considered for high-volume, historical use priority.

We will approve or deny league designation requests no later than March 15, 2017. Notice will be sent via email.


Facility Use Subsidy Program (FUSP)

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 still now being accepted. More information, including how to apply can be found at:

Welcome New Staff, Large Community Events at Public Schools

Bill Polman, currently assigned to handle large community use events at schools, has been promoted within CUPF and will now be assigned to handle components of the MCPS childcare bid process that our office administers on their behalf.

Carrie King has been assigned to handle large events in school facilities. Carrie has been with CUPF since September 2016. She has many years of community use experience at the Louisiana State Capitol grounds where she managed the permitting process for more than 13 years, including large events both indoor and outdoor. Carrie is very detail-oriented. I am confident that she will do a superb job in managing the large events at MCPS facilities. Carrie may be reached at 240-777-2725 or via email at

Summer Use of Public Schools

General reservation requests for use of school facilities during Summer 2017 will be accepted beginning May 1, 2017. Requests must be submitted via


Changes to 2017-2018 School Year Reservation Process

Submission dates for the 2017-2018 school year use of MCPS facilities have changed from last year. Changes are necessary in order to accommodate the new State mandate that the first day for students be after Labor Day. There will no longer be two separate submission dates for indoor use during the school year. We have combined them into one single process. Please read carefully to avoid missing out on the earliest possible opportunity to reserve space in school facilities next school year.

General reservation requests of indoor school facilities, including before and after-school enrichment programs, evening use, weekend use, etc. for the 2017-2018 school year will be accepted online via the customer e-portal beginning August 15, 2017, at 8:30 a.m.

 The above date does NOT apply to the following: public schools, MCPS offices, licensed before and after-school childcare (other than extra gym space or evening activities), PTA/ PTSA submissions, government offices, or approved high-volume use permits.

 If you have questions about this change, please email our office at or call customer service at 240-777-2725.

Open Flames, Electric Hotplates, Cooking or Warming Food in School Facilities

Open flames of all types are strictly prohibited in public school facilities due to fire safety regulations. This includes candles, grills, sterno equipment of all types, etc. Further, hotplates, microwave ovens, and other electric cooking devices are prohibited in public school facilities since electrical systems in rooms other than kitchens do not have the capacity for such equipment.


After-School Enrichment Programs

At the request of elementary schools, user groups providing after-school enrichment programs should ensure that their request and resulting permit show the accurate name of the activity. This ensures clarity of school announcements to students attending after-school activities. Likewise, if you cancel a session but choose to not modify your permit or do so on short notice, please notify the school office to avoid them having students stay for your program that was canceled.


Arrival and Departure Times

Arrival and departure times shown on CUPF permits are firm. Participants should not arrive prior to or stay beyond times shown on the permit. Many groups are scheduled back-to-back. When one group arrives early or stays late, it often disrupts other groups’ use of the facility. We want all groups to have equal access and an enjoyable time using public facilities. We appreciate your cooperation in respecting the times on your permit.

Public Library Closures

Community use in the following public libraries is temporarily suspended due to facility closures:

  • Quince Orchard Library: Effective March 18, 2017, this facility will be closed until further notice
  • White Oak Library: Planning to close prior to April 2017; will remain closed until further notice
  • Little Falls Library: Currently closed; scheduled to re-open mid-May 2017
  • Davis Library: Currently closed; scheduled to re-open in mid-May 2017
  • Aspen Hill Library: Currently closed; scheduled to re-open Spring/Summer 2017

The Silver Spring Civic Building – your go-to location for celebrations!

Have you ever wanted to throw a party for someone special? Maybe you’ve thought about a surprise birthday party – well don’t wait any longer, call the Civic Building to find out how affordable making a memory can be. Phone: 240-777-5350


Thank You

Thank you for using public facilities for your community events and activities!

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255 Rockville Pike, Suite 201, Rockville, MD  20850

General Information 3-1-1 Call Center – TTY 1-800-735-2258*

After Hours Emergency Number 240-490-CUPF (2873)