Community Use of Public Facilities Newsletter: May 15, 2017

• Important Dates to Remember
• June 15: Deadline for Indoor Sports Leagues and Clubs
• August 15: Request Reservations for Next School Year
• August 15: Deadline for PTA Priority Use of Schools
• New: Tennis Event Use of School Tennis Courts
• June/July: Public Forums on Changes to CUPF Reservation Process

Important Dates to Remember

We want to alert all user groups about some very important matters that may impact your permits for the 2017-2018 school year, including an upcoming deadline, some changed dates, and three public forums regarding community use of public facilities. Please read carefully.

June 15: Deadline for Indoor Sports Leagues and Clubs

ALL indoor 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 gym use permit processing for the 2017-2018 school year.

This form must be submitted regardless whether a group received this designation last year or last season. Groups must apply again for the 2017-2018 school year.

If forms are not submitted for a qualified league or sports club by June 15, 2017, the group will lose historical use and have to apply online beginning August 15 on a  first-come, first-served basis with individual users for dates of use during the 2017-2018 school year. Please CLICK HERE TO SUBMIT THE FORM ONLINE today.

Sports League for field, track and/or gymnasium sports is as follows: (a) group of at least ten (10) sports teams that may be members of different sports clubs 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, and (f) does not include pickup games, a single team, groups of independent players not part of a team, etc.

Athletic Sports Club for field, track and/or gymnasium sports is as follows: (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, and (e) does not include pickup games, a single team, groups of independent players not part of a team, etc.

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August 15: Request Reservations for Next School Year

Submission dates for the entire 2017-2018 school year use of MCPS indoor facilities have changed from last year.

Change is necessary in order to accommodate the new State mandate designating the first day of school 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.

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 process does NOT apply to the following: MCPS administrative use of school facilities, 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, email our office at cupf@montgomerycountymd.gov or call customer service at 240-777-2725.

August 15: Deadline for PTA Priority Use of Schools

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.

Annual PTA/ PTSA informational packets regarding ICB/CUPF reservations will be sent on or before July 1, 2017. The packet will include information critical to the process to submit PTA/ PTSA requests so that you may receive priority placement. Packets will be distributed via email by MCCPTA, as was done last 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 15 for indoor ALL rooms).

New: Tennis Event Use of School Tennis Courts

 If you are planning to host a tennis tournament or other tennis event/program in Montgomery County, Maryland, please note that over 400 tennis courts at Montgomery County Public Schools may now be utilized for this purpose. Large Event process guidelines apply. Please contact our office at 240-777-2725 or send an email to cupf@montgomerycountymd.gov for more information.

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June/July: Public Forums on Changes to CUPF Reservation Process

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 will hold public forums as follows:

Weekday Forum:

Wednesday, June 7, 2017
Location: Executive Office Building Auditorium
101 Monroe Street, Rockville
Time: 8:30-10:00 a.m.

 Weekend Forum:

Saturday, June 10, 2017
Location: Silver Spring Civic Building
One Veterans Plaza, Silver Spring
Time: 9:00:10:30 a.m. 

 Evening Forum:

Tuesday, July 11, 2017
Location: Upcounty Regional Services Center
12900 Middlebrook Road, Room A, Germantown
Time: 7:00-8:30 p.m.

Attendance is voluntary—there is no requirement that group representatives attend. There is no need to register in advance.

Thank You

Thank you for using public facilities for your community events and activities! Please contact our office if you have any questions or concerns about information shared in this newsletter. You may call 240-777-2725, Monday thru Friday, 8:30 a.m. – 5:00 p.m., or email CUPF Customer Care at: cupf@montgomerycountymd.gov

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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)    cupf@montgomerycountymd.gov