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Glenbard Township High School District 87
Policy 8:20-R2

Community Relations

Administrative Procedure – Community Use of School Facilities

Authority to Grant Use of School Facilities

The Building Principal or designee shall execute applications for use of school facilities as directed by the
Superintendent.

General Procedures

A. Determine if proposed use of facility is consistent with the conditions of Policy 8:20 and suitable for the
facility to be used.

B. Determine if dates of proposed use are in conflict with District-sponsored activities.

C. Calculate the charges for use of school facilities.

D. Refuse to grant use of any facility when the organization or the proposed use fails to comply with Policy
8:20 or where an organization’s prior use of school facilities in this or other districts has been unsatisfactory.

E. Terminate the use of any school facility whenever the organization using the facility fails to comply with
any condition for use.

F. Execute written agreements on behalf of the district granting the use of school facilities in accordance
with Policy 8:20.

Conditions of Use

A. Risk of any loss to user’s property shall be entirely upon user. User may not store any equipment, material
or other matter in District’s facilities without express written approval from the District.

B. No equipment, material or other matter which presents a health or safety hazard to persons or property
may be brought upon the District’s property. The use of open flames, makeshift electrical wiring, flammable
and/or caustic materials and other potentially dangerous materials.

C. All persons using the District’s facility pursuant to the Facility Use Agreement shall confine themselves to
the area if the facility for which temporary use has been granted to the user.

D. The use of any form of tobacco, drugs, liquor, profane language, obscene materials or acts, gambling or
violence is prohibited.

E. Food or beverages may not be used without express written approval from the District.

F. Equipment, material or other items owned by the District may not be used or moved without express written
approval form the District.

G. Prior to the termination of the temporary use, unless other arrangements are expressly approved in writing
by the District, all equipment, materials and other matter brought into the facility by user shall be removed and
the facility cleaned up and restored to the condition in which it was provided.

H. User shall at all times provide sufficient supervision of its activities to insure compliance with the Facility
Use Agreement. The District may, but has no duty to, require additional supervision, including police supervision ,
as it deems appropriate for protection of the facility and other District property and to determine user’s
compliance with the Facility Use Agreement.

I. Electrical equipment shall not be operated without express written approval from the District.

J. Use of a facility may be terminated by the District in the event of any emergency, any breach of the
Facility Use Agreement, or in the event that the facility is required for any District program which cannot
reasonably be held at another time and place.

K. The maximum capacity of the facility as set forth by the District, shall not be exceeded.

Scheduling Priority

For scheduling purposes, organizations requesting use of school facilities shall be assigned to one of
the following categories:


Category 1
Category 2
Category 3
Category 4
Organizations
conducting activities to
support District sponsored activities.
Government or
educational units
serving the District
community which offer
an equitable exchange
of services and/or
facilities.
Non-profit, social,
civic, religious or
educational
organizations primarily
serving District
residents.
Any organization not
included in “1” through“
3”.

A. District Sponsored Activities

Activities sponsored by the District shall have priority over the activities of any other organization. Confirmation
of community use of facilities shall be withheld until such time as the school activity calendars are complete.
However, once use of a facility by a community organization is confirmed, the District will not thereafter
terminate or modify such use in favor of a District-sponsored activity without good cause.

B. Non-District Sponsored Activities

1. The highest priority shall be accorded to Category 1 organizations and the lowest priority to Category 4
organizations.

2. Category 1, 2, and 3 organizations based within or primarily serving the attendance area of a particular
District high school shall have priority over other Category 1, 2, and 3 organizations based outside or primarily
serving another attendance area. Otherwise, among organizations of the same category, scheduling shall
be on a first-come, first-served basis.

Facilities Available For Lease

The following facilities shall be available for community use:


Athletic and
Outdoor Facilities
Auditoriums
Music Areas
Classrooms
Cafeterias
  • Large Gymnasium
  • Field House
  • Football/Track Complex
  • Small Gymnasium
  • Indoor Track
  • Balcony of Large Gymnasium
  • Parking Lot
  • Practice Field
  • Baseball Diamond
  • Tennis Courts
  • Concession Stands
  • Outdoor Washroom Facilities
  • Large Auditorium
  • Little Theater
  • Choral
  • Instrumental
  • Regular classrooms are available for community use.
  • Specialized areas such as:
  • science laboratories;
  • industrial technology shops;
  • Family and Consumer Science rooms;
  • Computer labs; or
  • Other specialty classrooms,
  • are only available for use by accredited educational institutions and only after written agreement has been executed with the Superintendent or designee.
  • Dining Areas
  • Kitchen*

*Kitchen:

  • A staff member must be present any time the serving line or kitchen is used.
  • Kitchen storage areas are not available for outside use.
  • Outside caterers may not have access to kitchen, kitchen equipment, serving lines, or serving equipment.
Insurance

A. Hold Harmless Agreement

All organizations using school facilities shall covenant and agree at all times to save, hold and keep
harmless the District and indemnify it against any and all claims, demands, penalties, judgments,
court costs, attorney’s fees, and liabilities of every kind and nature whatsoever in connection with
any injury to or death of any person or damage to property due to or arising out of the demised premises,
or any part thereof, of from the use of the premises by anyone occupying or using the same, or arising
out of any activity of the user, or due to the installation, operation or maintenance by the user of any
fixtures or equipment in or upon the demised premises or which my be incurred by reasons of any default
or failure of the user to comply in any respect with the provisions of this agreement.

B. Public Liability and Property Damage Insurance

Unless otherwise waived by the District, the user agrees to provide at its expense public liability and
property damage insurance with the limits of $1,000,000 for injury to any person or persons, including
death, and $100,000 for damage to property covering the occupancy and use of the demised premises
with the District as an additional named insured, said insurance to be placed in a financially strong casualty
company with a Best’s rating of no less than A:XV and user shall furnish District with a certificate or duplicate
of such insurance policy or policies 30 days prior to using the facility. Said insurance certificate shall contain
a statement that the insurance is not cancelable without first giving 20 days written notice to the District.

Charges

A. Organizations using District facilities may be required to pay in advance or pay a security deposit.

B. Pricing Categories


Category 1
Category 2
Category 3
Category 4
Organizations
conducting activities
to support District sponsored
activities.
Government or
educational units
serving the District
which offer an
equitable exchange of
services and/or
facilities.
Non-profit, social,
civic, religious or
educational
organization
primarily serving
District residents.
Any organization not
included in “1”
through “3”.

C. Charges


Category 1
Category 2
Category 3
Category 4
No charge
No charge - Exception:

If in the judgment of school personnel, staff not normally on duty is needed for supervision and cleanup, the cost will be passed on to the user.
See pricing schedule
See pricing schedule

D. Pricing Schedule



Facility Space
Hourly Rate
Category 3
Category 4
Classroom Space
Standard Classroom - w/o specialized equipment or technology
$25
$50
Science Lab
$35
$75
Computer Lab
$35
$75
Family & Consumer Science Classroom
$35
$75
Industrial Technology Classroom
$35
$75
Other Specialized Classroom
$35
$75
Food Service Space
Cafeteria - Dining Area
$50
$100
Cafeteria - Kitchen**
$50
$100
Music/Performance Space
Auditorium - Large
$100
$200
Theater - Small
$75
$150
Choral Area
$35
$75
Instrumental Music Area
$35
$75
Athletic/Outdoor Facilities
Indoor Space:
Small Gymnasium
$40
$100
Large Gymnasium
$50
$150
Field House
$60
$150
Indoor Track
$40
$100
Large Gymnasium - Balcony
$25
$75
Outdoor Space:
Football Stadium/Track
$50
$150
Football Stadium/Track with Lights
$75
$175
Synthetic Turf
$100
$200
Synthetic Turf with Lights
$125
$225
Baseball Diamond
$25
$75
Tennis Courts
$25
$75
Practice Fields
$25
$75
Concession Stands
$25
$75
Parking Lot
$25
$75
       
**Additional charges for kitchen will be determined according to the menu and the number of staff required for preparation,
serving and clean up.

3. Above charges do not include any personnel. Personnel needed will be determined by the
   Building Principal or designee, and charges made accordingly.

Procedure for Renting Facilities

A. Requests for building rentals must be received in writing.

B. Determine availability of facility requested.

C. Determine if organization requesting facility use meets requirements of this Policy.

D. If request is denied, write the requesting organization stating reason(s) for denial and retain copy
   of the letter in rental file.

E. If request is approved, complete forms and forward to requesting organization for authorizing
   signature.


DATED:        April 15, 2002

REVIEWED: March 13, 2006

REVIEWED: August 15, 2011

REVISED:    August 22, 2011