rev 8.25.17

Building requested: / Dates to be used:
Area requested: / Start and end time:
Name of organization:
Purpose for building use:

Facility Usage Contract 2017-18 School Year

  1. Renters are required to reviewand comply with Board Policy 8:20/8:20-AP (Community Use of District Facilities) included in this document.
  2. Renters must review and comply with the School District 54 Facility Usage Rules and Regulations for Groups included in this document.
  3. Renterswill comply with the rules and regulations governing Title IX of the Education Amendments of 1972.
  4. I have attached to this contract a Certificate of Insurance providing liability coverage for the above organization as to the proposed use in the amount not less than $1,000,000 combined single limit for bodily injury and property damage, naming Schaumburg School District 54 as an Additional Insured.
  5. Groups are responsible for compliance with any Special Use Permit requirements in the town/village where their usage is taking place.
  6. I agree on behalf of said organization to meet any financial obligations for building rental and/or custodial service that might be required by the Board of Education of School District 54.
  7. Proper care will be given to the building, contents, and security therein. I assume financial responsibility on behalf of said organization for any part of the school or the contents therein that might be damaged or stolen during the hours my organization is using the building.
  8. I realize the Board of Education, or a representative thereof, can suspend or revoke our privilege of using the building should it be deemed necessary for any reason.
  9. I am aware that any school-sponsored activity takes precedence over our organization’s activities as far as the use of the building is concerned, in which case our activity may need to be rescheduled.
  10. Only that part of the building for which this request is approved shall be used.
  11. I understand that custodial fees include time to set up and clean up, and are not limited to the time of our activity.
  12. Requests should be submitted not less than one week prior to usage date.
  13. Cancellations must be received by the District Office at least five (5) working days prior to the date the building is to be used, otherwise the rental and custodial fee(s) will be payable even though the building is not in use. An exception to this would be extreme weather related situations.
  1. Groups wishing to discontinue the regular use of a facility must notify the District in writing at least two (2) weeks in advance of the date of discontinuance.

School District 54 Facility Usage Rules and Regulations

Forsafetyandsecurityreasons,all ofthefollowingrulesand regulations mustbeadhered to. Non-compliance with these rules and regulations of the contract provisions may result in facility usage privileges being suspended or revoked. Organization leaders are responsible for ensuring that any and all building rules and regulations are enforced by their group.

  1. Doorsshallremainlockedatalltimesandshallnotbeproppedopen. Arepresentative oftheorganizationmustmonitorentrydoorsandallow only membersofthegroupinto thebuilding.
  1. Fireexits,doorwaysandhallwaysare tobekeptpassableatall times.
  1. Theallowablenumberofpersonsforgroupsshallnotexceed the count provided at the time of reservation. Capacity numbers are considered by District when approving building usage requests. Usage should not exceed capacityoftherental space.
  1. At any time, only building custodial staff is authorized to move or operate portable and/or pocket tables (i.e. cafeteria tables). This guideline is important to prevent possible injuries, as well as to preserve District equipment. Any and all needs should be finalized prior to the date and time of your usage.
  1. During your rental time, District custodial staff has full authority and their direction must be adhered to by the group. Any mistreatment of custodial staff, such as threats or foul language, will result in your future privileges being suspended or revoked. The custodian will inform the Principal, as well as Building Rentals, of any infraction of the rules and regulations by your group.
  1. In addition to building usage fees, each group using District facilities will be charged custodial fees starting with a minimum of 3 hours. The 3 hour minimum charge will cover any set up and take down needed, as well as clean-up of the area used. Should there be extensive needs and/or excessive cleaning required following a rental, additional custodial fees may be charged to the group. Additional charges are at the discretion of the District.
  1. For larger groups, 200 or more, there will be two custodians assigned to the event. Large groups will be charged a minimum of 3 hours per custodian, or 6 custodial hours, in addition to their building usage fees. Once again, should there be extensive needs and/or excessive cleaning required following a rental, additional custodial fees may be charged to the group. Additional charges are at the discretion of the District.
  1. Groups are encouraged to speak with the assigned custodian(s) at the time of their arrival to ensure that they have everything as needed. If a group contacts a custodian to return to the building before the end of their scheduled usage with additional needs (i.e. to provide additional chairs), they will be charged for this service. The charge will be an hour and a half custodial fee.
  1. Use of District equipment by groups is not allowed, with the exception of tables and chairs with prior approval. All set up needs should be communicated at the time of your reservation.
  1. Snacks/food offered during a rental will require a special use request. Requests should be submitted, including details as to the food plan, type of food, method of serving and setup, on a Facility Usage Request Form. Special requests will be subject to review and approval by Supervisor.
  1. Set up and take down of folding tables and chairs are the responsibility of the custodial staff. Groups are not required to put the chairs back on the racks.
  1. Groups using District facilities are responsible for maintaining the general appearance and cleanliness of the areas used. Groups should inspect these areas and dispose of visible trash, debris, water bottles, etc.

School District 54 Facility Usage Rules and Regulations (continued)

  1. In activities involving children, the group will provide at least one adult supervisor for every thirty (30) children in attendance. Proper supervision and behavior of children must be maintained.
  1. Non-school groups that use District facilities will not store any of their equipment in District facilities or on District property.
  1. Possession or use of weapons, illegal drugs or drug paraphernalia is strictly prohibited on District property.
  1. Smoking or the use of any tobacco products, alcoholic beverages and gambling is prohibited on District property.
  1. Use of hard balls and bats are prohibited. Only rubber safety-coated baseballs and softballs can be used.
  1. Use of the gymnasiums or multipurpose rooms for athletic activities will necessitate the use of gym shoes.
  1. Any craft activity such as tie-dying, the use of glitter and confetti or anything potentially causing damage to school property is prohibited.
  1. Animals are not permitted in District buildings.
  1. The building will not remain open after 10:00 pm.

BookBoard Policy Manual

Section8 – Community Relations

TitleCommunity Use of District Facilities

Number8:20/8:20-AP

StatusActive

AdoptedJune 1, 1980

Last RevisedApril 18, 2013

The Board reserves first utilization of District facilities and grounds for District sponsored programs. To further extend the use of these facilities, the District may grant and encourage maximum use of the buildings and grounds within the limits of available financial resources to responsible and properly organized community groups and organizations.

Administrative Procedures

  1. Custodial and Building Rental Fees will be reviewed on an annual basis.
  1. Reservation Process. The Assistant Superintendent of Business Services is designated to administer the use of buildings and grounds as generally outlined.
  2. Coordination. The Business Department is responsible to:
  3. issue contracts for the reservation of facilities by non school groups;
  4. maintain a master calendar for each facility, showing any and all dates that have been reserved by school groups and by non-school groups;
  5. provide a calendar of reservation dates to each facility. As new reservations are made, the facilities involved will be notified in writing;
  6. arrange for custodial supervision for all dates and places reserve at the respective facility; limited to open and close on weekends.
  7. determine the custodial and/or rental fee category of the group prior to the contract signing;
  8. maintain adequate records of custodial and/or rental fee payment. The administrator will contact the group sponsor or leader to secure contracted payments; and
  9. inform the group prior to signing of any contract of the following:
  10. all fees related to the contractual agreement;
  11. the conditions, rules and regulations as relating to supervision and building utilization; and
  12. reservation and cancellation procedures.
  13. The Contract.
  14. Facilities will be reserved with a group requesting facility use, only by written contract which will include the following requirements:
  15. the contract must be completed in full for consideration;
  16. the sponsor or group leader signs the contract, retaining the duplicate copy and filing the original with the Business Department at least five (5) business days prior to the reservation date; and
  17. the contract is signed by the Assistant Superintendent of Business Services, or designee.

Board Policy 8:20/8:20-AP (continued)

  1. All contracts are to include a Certificate of Insurance, naming Schaumburg Community Consolidated School District 54 as additional insured, providing liability coverage in the amounts outlined by the District in the contract.
  2. Groups may contract with the District for additional custodial hours.
  1. General Conditions.
  2. Reservations.
  3. No agency or organization which discriminates on the basis of sex in the provision of any aid, benefit, or service to our students shall be significantly assisted by the District in the provision of facilities or the distribution of promotional recruiting literature, with the exception of exempt organizations under 86.14 “b” and “c” of Title IX.
  4. The District reserves the right to refuse facility usage to any group.
  5. The District reserves the right to decide the category of any group.
  6. The District reserves the right to designate the particular facility that a group will use. It also reserves the right to make a change in the facility assignment if such change is deemed necessary.
  7. District facilities will be available for utilization by non school groups per the following:
  8. except with special permission, District facilities will not be used by non school groups during the time schools are normally in session; and
  9. overnight use of facilities shall not be granted during the school year.
  10. Two (2) groups will be permitted to share the same space within the same facility only with the consent of the first group to sign a contract.
  11. Reservation Cancellations.
  12. The District reserves the right to close all facilities as necessitated by inclement weather; thereby, canceling the contracted reservation.
  13. The continued use of a facility by a group may be cancelled if a group fails to follow the rules and regulations outlined or fails to adhere to directions or requests of the facility administrator or custodian.
  14. Groups wishing to discontinue the regular use of a facility must notify the District in writing at least two (2) weeks in advance of the date of discontinuance.
  15. Supervisory Requirements.
  16. Organization leader(s) are responsible for seeing that any and all District and facility rules and regulations are enforced.
  17. During the time a facility is used by a group, the custodian has full authority, and the group will follow the directions of the custodian.
  18. In activities involving children, the group will provide at least one (1) adult supervisor for every thirty (30) children who are in attendance.
  19. Custodial Responsibilities.
  20. The custodian on duty will retain all keys.
  21. Custodians will be responsible for informing the facility administrator of any infractions of District guidelines.
  22. Facility Utilization Requirements.
  23. Only that part of the facility for which the contract request is approved shall be used.
  24. Facilities will not remain open after 10:00 p.m.
  25. Groups using a gymnasium should use the washrooms adjacent to that area.
  26. Non school groups that regularly use District facilities will, as a general rule, not store any of their equipment in District facilities. Exceptions may be made if space permits and at the owner’s risk, but only with the approval of the administrator of the facility.
  27. The following is prohibited at all times on District property:
  28. smoking or the use of tobacco products;
  29. consumption or service of alcoholic beverages;
  30. gambling of any kind;
  31. possession or use of weapons; and

Board Policy 8:20/8:20-AP (continued)

  1. possession or use of illegal drugs or paraphernalia.
  1. Groups using District facilities are responsible for maintaining the general appearance and cleanliness of the buildings and grounds.
  2. No animals are permitted.
  3. Groups using District facilities are permitted to use equipment only as stipulated in the approved contract
  4. Use of the gymnasiums or multipurpose rooms for athletic activities will necessitate the use of appropriate athletic footwear.
  5. Folding chairs, tables, platforms and risers will not be transported between facilities by either District personnel or by outside persons for use by non school groups.
  6. Fire exits, doorways and hallways are to be kept passable at all times.
  7. Only District custodial personnel may move folding lunch tables.
  8. Groups shall be in compliance with the Schaumburg Village Special Use Permit requirements, or, as other villages may require.
  1. Lessee Obligations.
  2. Persons signing the contract for leasing District facilities are responsible for any damage, liability, cost or expense that may arise during or caused in any way by such use and occupancy of District property.
  3. Total cost of repairs or replacement of damaged District property will be billed to the non school group.
  1. Group Designations.
  2. Group A. The District, its schools, Schaumburg Township Council of PTAs (STC), local PTA/PTSA units of STC and the Schaumburg Township Elementary Foundation will not be assessed a building rental fee nor a custodial fee.
  3. Group B. Before- and after-school care program building rentals will be based on a per-participant cost between the District and providing entity.
  4. Group C. Community groups primarily composed of youth (elementary and Junior High age) participants will:
  5. not be assessed a custodial fee when a custodian is normally on duty;
  6. be assessed a building rental fee when a custodian is normally on duty;
  7. be assessed a custodial fee and a building rental fee when a custodian is not normally on duty, and
  8. not be assessed a weekday rental fee for use of a classroom when a custodian is normally on duty, if the group:
  9. serves students residing within District boundaries; and
  10. is a registered 501(c) (3) not-for-profit organization.
  11. Classrooms would be available thirty (30) days after a contract with the District is approved.
  12. Group D. Community groups primarily composed of adult (high school and older) participants will:
  13. not be assessed a custodial fee when a custodian is normally on duty;
  14. be assessed a building rental fee when a custodian is normally on duty; and
  15. be assessed a custodial fee and a building rental fee when a custodian is not normally on duty.

RENTAL SPACE / YOUTH GROUP / ADULT GROUP
Weekday – gym or cafeteria / $12 hour / $18 hour
Weekend – gym or cafeteria / $30 hour / $40 hour
Weekday – classroom / $12 per classroom / $18 per classroom
Weekend – classroom / $55 for 1stclassroom / $65 for 1stclassroom
Additional classroom / $12 per room / $18 per room
Saturday custodian fee / $35 perhour (3 hour minimum) / $35per hour (3 hour minimum)
Sunday/holiday custodian fee / $47per hour (3 hour minimum) / $47per hour (3 hour minimum)
Please state here a general idea of any needs or setup you may be requesting.

This document is not valid unless fully executed by signature and on file with the School District at least five (5) working days prior to the requested reservation date.

Upon signing this contract, I agree that my organization and I will comply with the provisions stated herein. Non-compliance with District policy, contract provisions or rules and regulations may result in facility usage privileges being suspended or revoked.

Name of Organization / Organization Representative
Address / Signature of Organization Representative
Phone Number / Fax Number
Email Address / Date
DISTRICT USE ONLY
______
Signature – Purchasing Supervisor Date
This is a charge group, see above. This is a no charge group.
Other ______

1