As Use Policy Becomes Clear—

FFH Authority Meeting Results In Suggestions For Campus Protocol

By Kendra Bobowick

‘The grounds of the Town of Newtown property known as Fairfield Hills are available to the public for civic, social, educational, political, religious, charitable and cultural activities…”

The Campus Use Application form for Fairfield Hills arrived almost, but not quite, in time to save some confusion Monday night. Questions arose among Fairfield Hills Authority members regarding Newtown Congregational Church’s flea market, a fundraising event scheduled on site for July 1 and 2, prompting discussion and unanimous approval of the policy for the campus. The flea market also received the go-ahead.

Amy Dent was among several members who realized a problem when she saw a sign go up on the lawn across from Reed Intermediate School announcing the church’s quickly approaching event. Referring to an advertising board nestled in the shade across from the school, Ms Dent said, “When I saw the sign the other day, I was shocked.” A protocol is now available for members of the public wishing to use the former state hospital’s open fields.

Explaining his concerns, authority Chairman Robert Geckle said, “We’ve got to be in the loop.”

Ms Dent was not surprised about the miscommunication, however, she said. She explained that the authority only outlined regulations in March, and motioned to approve a “Use Policy” on Monday, clarifying the steps the public should take to gain use of the fields. Unfortunately, some conflict surrounded the flea market schedule.

Attending Monday’s meeting was Parks and Recreation Director Barbara Kasbarian, who said, “I had to cancel some activities for this flea market.”

Authority member John Reed said, “It’s not our policy to bump preplanned town events for anybody else.”

Since the go-ahead to use the Fairfield Hills campus did not come directly from the authority, Mr Geckle noted the importance of the Use Policy saying, “We can’t have uses approved ad hoc.”

This initial miscommunication may change the plans for a fall flea market eyeing the Fairfield Hills campus.

Mr Geckle said, “They’ve got to come back through us,” for September.

Making another stipulation prior to the July 1–2 event, Ms Dent said, “I want to suggest one thing; that there are no lavatory facilities period.”

The use application requires that the application must be filed a minimum of 21 working days, but not more than six months, prior to an event. A $10 fee accompanies the application. Also printed boldly on the form is a request that the grounds “be left in the condition they were found.”

The application explains that fees are “based upon the using group classification.” Group I requires no fee and includes town government, school activities, and parks and recreation programs. Group II pays a $25 charge and involves nonprofit groups. Tax-exemption certification will be required. Group III, which will pay a $35 fee, entails “all other private individuals, groups and organizations for meetings, educational, social and cultural events and commercial activities.”

Fee structures could also include additional costs for fuel and utility use, fees for park personnel or safety personnel, and a security deposit. The Board of Selectmen must still approve fee structures, Ms Dent reminded.

In addition is a $300 security deposit plus costs for town and police personnel when deemed necessary. That sum is refundable upon inspection and confirmation “that the campus has been returned to its original condition, and … that no property damage has occurred.”

Those seeking field use must verify space availability with Parks and Recreation, and acquire necessary health department approvals. They will also need to contact the fire marshal’s office three weeks prior to an event to determine if there is a need for public safety personnel. Evidence of a liability insurance policy must additionally accompany the application.

The form states, “A Liability Insurance Certificate wherein the Town is named as an additional insured, must be provided … for approval no later than ten business days prior to the event, if such certificate is deemed necessary…”

Also among the necessary areas to sign is the Indemnification and Hold Harmless Agreement, where those using the Fairfield Hills campus “agree to release, indemnify and hold harmless the town of Newtown.”

Policies and rules and regulations for campus use are also specified.

The purpose allows that “The grounds of the Town of Newtown property known as Fairfield Hills are available to the public for civic, social, educational, political, religious, charitable and cultural activities…the Town of Newtown has first priority in the use of the campus. No activity … shall interfere with the administration of the Town of Newtown.”

Requests for use must be made on the Fairfield Hills Campus Use Application and approved by the property manager.

The rules and regulations also clarify that “The campus is available for use during daylight hours.” A waiver will be necessary for any activity not falling within designated hours.

Provisions for cancellation on behalf of organizations or the town are also detailed in the rules policy.

As supported by the Fairfield Hills Authority, smoking, alcohol, and drugs are prohibited, the presence of animals is subject to local ordinance, and refreshments may be served per the Health Department’s approval.

The Campus Use Application focuses on the Fairfield Hills grounds, and the buildings will be “dealt with” in the future, said Ms Dent.