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Request to Use District Facilities Policy

8.20R

ADMINISTRATIVE PROCEDURES

  1. School affiliated organizations, school-sponsored programs, and other organizations whose primary purpose is to provide financial assistance to the school district are all considered, for the purpose of these procedures, to be school-related. No application or charge for facilities will be warranted.

  1. Community groups (non-school sponsored groups) must complete an application,

stating fully:

  1. the applicant’s name, address and telephone number;

  2. the specific facility requested and the purpose for which it will be used (type and program or activity);

  3. the number of people expected

  4. the materials that will be brought into or near the facility;

  5. the room arrangement desired

  6. all needed equipment (only equipment requested on the application will be available at the time of rental/use)

All applications must be submitted at least two (2) weeks in advance to the elementary school principal, who will schedule all rentals.

  1. All community groups must:

  1. indemnify and hold harmless the District and its agents and employees from and against any and all loss including attorneys’ fees, damages, expense and liability arising out of its use of school property.

  2. Pay any damages to school facilities, furniture or equipment arising out of its use of school property whether such damage was accidental or deliberate. The cost of damages will be based on the repair or replacement cost, the choice of which is the Board’s discretion.

  3. Supply proof of insurance verifying that the group maintains adequate insurance coverage against personal injury and/or property loss. 

The community resident applying for rental/use of the facilities is the responsible party and must be present during the use of facilities. Violation of this agreement would result in restriction of further use of facilities.

Community groups will not be charged for facility use. If the times of rental are beyond the work day of the district custodial staff, costs for building access and custodial services will be the responsibility of the renter.

  1. Private rental of facilities is available to Somonauk School District residents. All rental fees and custodial fees are the responsibility of the renter.

  1. Only the cafeterias, auditorium, gymnasium and athletic field, along with parking areas are available for community use.

  1. Facilities will not be available to community groups between June 1st and August 20th; during days of non-student attendance, on vacation days and on Sundays. 

  1. All groups must provide adequate supervision to insure proper care and use of school facilities. It is up to the discretion of the elementary principal to identify circumstances in which supervision utilizing district personnel will be necessary. The costs of the supervision shall be the responsibility of the renter.

  1. Other costs may be incurred by the renter such as snow removal. 

  1. The use of alcoholic beverages, profane language or gambling in any form is not permitted on school property. Smoking on district property is not permitted. Any violation of these guidelines will result in restriction of further use.

  1. The fees as listed in 8.20E shall apply for the rental of facilities and grounds. In situations where there is no cost factor to the district, or in situations where a mutual exchange of facilities is possible between the school and organizations, rates may be modified or eliminated by the Superintendent.

SOMONAUK COMMUNITY UNIT SCHOOL DISTRICT NO. 432

Somonauk, IL 60552

REQUEST TO USE DISTRICT FACILITIES

Organization or individual making request: _________________________________

Address:__________________________________ Telephone: __________________

Date(s) requested: _____________________ Time requested: ___________________

Approximate number of people expected: _________

Type of event: __________________________________________________________

Is this event a moneymaking activity? Yes ______ No ______ 

Facilities or Grounds requested: (please check all that apply)

1. JAMES R. WOOD ELEMENTARY SCHOOL ______

_____ Kitchen _____ Cafeteria w/out kitchen _____ Cafeteria with kitchen

_____ All-purpose room

  1. DEPOT STREET GYM ______

  1. SOMONAUK MIDDLE SCHOOL _____ 

_____ Kitchen _____ Cafeteria w/out kitchen _____ Cafeteria with kitchen

_____ Gymnasium

  1. SOMONAUK HIGH SCHOOL _____ 

_____ Kitchen _____ Cafeteria w/out kitchen _____ Cafeteria with kitchen

_____ Gymnasium

  1. Additional equipment or assistance needed (i.e. chairs, P.A. system, chairs set up, tables, etc.)

________________________________________________________________________

________________________________________________________________________

 

Any additional comments: ________________________________________________

________________________________________________________________________

If the application is approved, the person and/or organization will assume full responsibility for orderly and careful use of district facilities and/or grounds. The applicant assumes liability for damage or loss of property that may accrue. The applicants must indemnify and hold the Board of Education and its employees harmless from claims and all liability including costs, expenses and attorney’s fees arising out of the use of the school buildings or grounds, for the function being sponsored on the specific date(s). The sponsoring group or individual will be required to furnish a certificate of insurance naming the group and the Board as insured, insuring against any and all suits for injury or loss sustained by attendance at the function, and all liability arising out of the use of the District’s property.

____________________________________ _______________________________

Signature of Applicant Date of application

------------------------------------------------------------------------------------------------------------

Approved: ____________ Disapproved: ________

Date: ____________ Reason: ________________________________

Insurance: ____________ _______________________________________

Rental fee: ____________

Other costs: ___________

 

FACILITY FEE SCHEDULE 

 

School Affiliated Organizations/Service Organizations

(SEB, SEF, Lion's Club, Somonauk Alumni Assoc., etc.)

Private Rentals

James R. Wood Elementary

Kitchen

Cafeteria w/out kitchen

Cafeteria with kitchen

All-purpose room

Meeting room

 

 

NO CHARGE *

 

 

 

$40.00

$50.00

$60.00

$30.00

$20.00

Somonauk Middle School

Kitchen

Cafeteria w/out kitchen

Cafeteria with kitchen

Gymnasium

 

NO CHARGE *

 

$40.00

$50.00

$60.00

Somonauk High School

Kitchen

Cafeteria w/out kitchen

Cafeteria with kitchen

 

NO CHARGE *

 

$40.00

$50.00

$60.00

Depot Street Gymnasium

NO CHARGE *

$20.00/hour (including set-up & tear down)

REVISED: 10-20-08

 

8.20R

INTERGOVERNMENTAL AGREEMENT

FOR THE USE OF SOMONAUK COMMUNITY UNIT SCHOOL DISTRICT NO. 432

FACILITIES FOR PUBLIC RECREATION

This Intergovernmental Agreement is entered into pursuant to 105 ILSC 5/10-22.10 of the Illinois School Code between Somonauk CUSD #432 (hereinafter referred to as the "District") and LOCAL YOUTH ATHLETIC ORGANIZATION.

WITNESSETH

WHEREAS, LOCAL YOUTH ATHLETIC ORGANIZATION and the District are mutually interested in providing recreational activities to the public within the; and it is to the benefit of the citizens of the community that school facilities be made available to the LOCAL YOUTH ATHLETIC ORGANIZATION for leisure and recreational purposes by the District.

WHEREAS, pursuant to 105 ILSC 5/10-22.10 governmental entities are empowered to jointly exercise any power common to the contracting parties and may enter into agreements with one another for joint of cooperative action; and these organization must have by-laws and have the ability to provide group insurance.

WHEREAS, pursuant to 105 ILSC 5/10-22.10 a school district governing board may operate school buildings and grounds for the purpose of providing public play and recreational activities; and

NOW THEREFORE, for and on consideration of the mutual promises and agreements of the parties herein contained, it is agreed as follow:

II. PURPOSE

The purpose of this agreement is to provide public recreation facilities for the residents of the Somonauk School District.

III. TERMS

This Agreement shall be effective from April 1, 2008 and shall continue for a period of one year unless terminated as provided for herein.

IV. OBLIGATION OF THE DISTRICT

A. The District will provide school facilities for the public recreational programs sponsored by LOCAL YOUTH ATHLETIC ORGANIZATION.

V. OBLIGATION OF LOCAL YOUTH ATHLETIC ORGANIZATION 

  1. A list of officers and contact numbers for the current year shall be submitted to the

District as soon as possible.

B. LOCAL YOUTH ATHLETIC ORGANIZATION will provide a complete schedule to the District by the dates outlined.

C. LOCAL YOUTH ATHLETIC ORGANIZATION will make available all necessary equipment, for use for the operation of sponsored recreational programs.

D. LOCAL YOUTH ATHLETIC ORGANIZATION will compensate the District for any damages incurred during the operation of various programs and activities.

VI. USE OF FACILITIES

A. LOCAL YOUTH ATHLETIC ORGANIZATION may obtain use of District facilities by submitting a completed reservation form of the District hereinafter referred to as a "Use Agreement". If no form exists, LOCAL YOUTH ATHLETIC ORGANIZATION shall submit its request in writing to the appropriate individual(s) in the District. Facilities shall not be eligible for use on days that school is not in session i.e. Parent Teacher Conferences, School Holidays, School Vacations, etc. unless otherwise approved.

  1. District Athletic schedules will be provided to the Somonauk Athletic Organizations as

soon as those schedules are finalized. After District schedules are distributed to Somonauk Athletic Organizations, the schedules for each organization are due to the district on:

AYSO

LOCAL YOUTH ATHLETIC ORGANIZATION

Somonauk Wrestling

Somonauk Winter Basketball/Cheerleading

C. It is mutually understood that the District may from time to time encounter unanticipated instances wherein the use of a facility conflicts with a bona fide function of the District. In such cases, LOCAL YOUTH ATHLETIC ORGANIZATION agrees to relinquish its use of the facility so as not to impede any such function carried on by the District. If possible, the District agrees to give LOCAL YOUTH ATHLETIC ORGANIZATION twenty-four (24) hours notice of such functions.

D. Middle School and High School Athletic Directors will approve and schedule outside

events for grounds and facilities.

E. Any special events that may need to be scheduled on occasion on a Sunday, will be submitted to the Superintendent for approval. Application for a special event must be from a community organization and be submitted thirty (30) days in advance of the planned event. If approved, all costs associated with snow removal, custodial costs, set up costs, etc. will be billed to the organization.

VII. FEES 

A. Fees will be set at $3 per student per participation in a local youth organization.

Upon confirmation of final numbers, the President of the organization should notify the district office in written memo of the number of students and the amount being remitted to the district. Snow removal will be included in the $3 fee per student. Any in-kind donations to school district athletic programs are permissible with the agreement of both the school district administration and the local youth organization.

B. If an entry fee is charged by the local youth athletic organization for programs, the District has the right to include part of the operating cost related to such programs as part of the user fee. If any surplus revenue is generated by the program, the proceeds shall be divided equally between the District and LOCAL YOUTH ATHLETIC ORGANIZATION. 

 

VIII. MAINTENANCE AND OPERATION COSTS 

The District will be responsible for the costs of routine maintenance and operation of its facilities to ensure their safe and useful condition during regular operating hours. Outside regular operating hours, the User may incur such costs, but may be limited to, expenses for custodial set-up/tear down, custodial overtime, if agreed upon for special events.  

  1. If LOCAL YOUTH ATHLETIC ORGANIZATION observes any safety hazards at the owning party's facility, LOCAL YOUTH ATHLETIC ORGANIZATION shall notify the owning party immediately and follow up the notification in writing.

IX. MAINTENANCE 

Current maintenance and operating costs may be reduced or eliminated as a part of the User agreement with a User contribution.

X. SUPPLIES AND EQUIPMENT

All incidental supplies required by the club shall be provided LOCAL YOUTH ATHLETIC ORGANIZATION.

XI. CONTROL OF FACILITIES' USE

The District shall be responsible for determining use policies for own facilities. The District shall be responsible for the provision of written copies of relevant use policies to the party desiring to use its facilities. When violations of use policies are committed, the District shall notify LOCAL YOUTH ATHLETIC ORGANIZATION in writing.

XII. CONDITION OF PREMISE AT THE END OF THE PERIOD

At the completion of the use period, LOCAL YOUTH ATHLETIC ORGANIZATION shall return the facilities to the District in the same condition as when the period began, allowing for reasonable wear. LOCAL YOUTH ATHLETIC ORGANIZATION shall be responsible for any damages in excess of reasonable wear. The District shall notify LOCAL YOUTH ATHLETIC ORGANIZATION in writing if any damages occur.

XIII. SUPERVISION OF USER PROGRAMS

Qualified leader, supervisors or instructors capable of enforcing applicable rules and possessing the skills necessary to facilitate whatever programs the using party seeks to conduct, with due regard for safety and health, shall be provided by LOCAL YOUTH ATHLETIC ORGANIZATION as shall be set forth in the Use Agreement.

XIV. ADMINISTRATION OF AGREEMENT

A. Each party shall designate a representative of representatives who shall be jointly responsible for developing the procedures to be utilized in implementing this Agreement, processing Use Agreement for District facilities, providing other administrative services as necessary. Any disputes arising under this Agreement which cannot be resolved by the above-mentioned representatives shall be referred to the School District Superintendent and the LOCAL YOUTH ATHLETIC ORGANIZATION President, or designee, for joint resolution. 

B. User agreement shall become effective upon execution by LOCAL YOUTH ATHLETIC ORGANIZATION President and the District's designee.

C. This Agreement shall be reviewed on an annual basis.

XV. BUILDING ALTERATIONS AND ADDITIONS

If the District decides to add or alter structures owned by the District, or is implementing the District’s Master Site Plan, LOCAL YOUTH ATHLETIC ORGANIZATION may be a part of that implementation upon written agreement with the District. The District shall have the right to establish standards for design and constructions of any such additions or alterations and such standards for design and construction of any such addition or alteration. Any agreement pertaining to alterations or additions shall specify the ownership status of such additions and alterations upon

completion. Such alteration and additions will become the property of the District, and their value shall be deemed consideration for LOCAL YOUTH ATHLETIC ORGANIZATION’s benefit from of the facilities.

XVI. PURCHASE AND INSTALLATION OF EQUIPMENT 

LOCAL YOUTH ATHLETIC ORGANIZATION may purchase and install equipment in conjunction with its use of facilities owned by the District. All cost of such purchases and installations shall be approved by the District prior to the change to facilities and will be borne by the using party and specified in writing. The District shall have the right to set standards for location, design safety and other aspects of such purchase and installation, and such standards will be adhered to by LOCAL YOUTH ATHLETIC ORGANIZATION. This agreement specifies that such equipment shall remain the property of the District and shall be deemed consideration for LOCAL YOUTH ATHLETIC ORGANIZATION’s use of the facilities. 

XVII. FUNDING BY GRANT

Prior to LOCAL YOUTH ATHLETIC ORGANIZATION accepting any grants that may affect property of the District, written approval of the District must be obtained. 

XVIII. TERMINATION 

Either party may, at any time and without cause, cancel this Agreement by providing thirty (30) day notice to the other party of its intent to cancel. In the event of such cancellation, LOCAL YOUTH ATHLETIC ORGANIZATION’s only obligation to the District shall be payment for any services rendered prior to cancellation and to honor any grant obligations associated with this Agreement.

XX.INSURANCE

Each party shall provide to the other evidence of comprehensive liability insurance coverage with combined single limit coverage in the amount of one million dollars ($1,000,000) for bodily injury and property damage or one million dollars ($1,000,000) for bodily injury and one million dollars ($1,000,000) for property damage. Coverage must be provide under such policy(ies) for premise/operations, independent contractors, products/completed operations and contractual liability. LOCAL YOUTH ATHLETIC ORGANIZATION and the District are to be named as additional insured for all operations performed within the scope of Agreement during the operation and use period.

XXI. INDEMNIFICATION 

A. The District shall indemnify, defend and hold harmless LOCAL YOUTH ATHLETIC ORGANIZATION, its officers, departments, employees and agents from and against all suits, actions, legal and administrative proceedings, claims, demands or damages of any kind or nature arising out of this Agreement which are attributed to any act of omission of the District, its agents, employees or anyone acting under its direction, control or on its behalf in connection with or to this Agreement.

B. LOCAL YOUTH ATHLETIC ORGANIZATION shall indemnify, defend and hold harmless the District, its officers, departments, employees and agents from and against all suits, actions, legal and administrative proceedings, claims, demands or damages of any kind or nature arising out of this Agreement which are attributed to any act of omission of LOCAL YOUTH ATHLETIC ORGANIZATION, its agents, employees or anyone acting under its direction, control or on its behalf in connection with or to this Agreement.

XXII. ENTIRE AGREEMENT 

This Agreement contains the entire contract between the parties and it may not be modified, amended, altered or extended except through a written amendment signed by parties.

XXIII. COMPLIANCE WITH LAWS 

The District shall comply with all federal, state and local laws, rules, regulations, standards, and executive orders, without limitation to those designated within this Agreement. The laws and regulations of the State of Illinois shall govern the rights of the parties, performance of this Agreement and any dispute hereunder. Any action relating to this Agreement and any dispute hereunder shall be brought in an Illinois court. If any provision of this Agreement is held invalid of unenforceable, the remaining provisions shall continue valid and enforceable to the full extent permitted by law. Any changes in the governing laws, rules and regulations during the term of this Agreement shall apply but do not require an amendment.

XXIV. AMERICANS WITH DISABILITIES ACT

The District shall comply with all applicable provisions of the Americans with Disabilities Act (Public Law 101-336, 42 U.S.C. 12101-12213) and all applicable Federal Regulations under the Acts, including 28 C.F.R., parts 35 and 36. 

IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed as of the date first appearing above. 

LOCAL YOUTH ATHLETIC ORGANIZATION

SOMONAUK CUSD #432

_____________________________ ___________________________________

President Superintendent

 

ATTEST: ATTEST:

_____________________________ ___________________________________

Vice-President Witness

APPROVED: 10-20-08

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