FACILITY RENTAL INFORMATION

LEBANON COMMUNITY UNIT SCHOOL DISTRICT NO. 9

RULES GOVERNING USE OF SCHOOL FACILITIES

FACILITY USE

The Board of Education of Lebanon Community Unit School District No. 9 supports the idea that school facilities should be made available to the community for activities and events which are in the best interest of the District 9 community and do not interfere with the function of the school.


School Facilities may be provided for the use of school affiliated cultural, religious, social, or civic groups. School facilities shall not be used for promulgating any theory or doctrine subversive to the laws of the United States or any political subdivision thereof, or advocating governmental changes by violence, or for any activity that may be inconsistent with principles of the District or may be injurious to the buildings, grounds or equipment. 

  1. Application for Facility Use

  1. All requests for use of school property, including facilities and equipment, must be directed to the Superintendent, except that student groups meeting during school hours must direct their written requests to the Principal. The Principal may grant authorization of the use of school property for student groups meeting during school hours or school programs meeting beyond school hours. The Superintendent may grant authorization of use of school property for school affiliated groups. 

  1. Scheduling must be coordinated with the Superintendent or his/her designee. Meetings of school affiliated groups shall have precedence over all others. Use of facilities granted under this policy may not conflict with District activities or maintenance schedules. 

  1. All applicants must complete the form titled “SCHOOL FACILITIES USE AGREEMENT” which may be obtained by contacting the District office. 

  1. The Board shall consider only those completed requests made at least fourteen (14) days before the scheduled regular Board meeting. Emergency request for use of school property may be granted by the Superintendent upon extenuating circumstances. 

  1. Grant of Permission

  1. Permission to use District facilities shall be based on the following considerations:

  1. Scheduling arrangements; 

  2. Consistency with purposes of this policy; 

  3. Applicant’s agreement to indemnify the District and to provide insurance as set forth in section C below; 

  4. Applicant’s agreement to the “rules Governing the Use of the School Facilities,” as set forth in section D below; 

  5. Non-profit nature of activity; 

  6. Completion of SCHOOL FACILITIES USE AGREEMENT;

  7. Any other relevant matter, including, but not necessarily limited to, legal restrictions; and 

  8. Risk of disruption to District operations or damage to facilities. 

  9. Board Policy 8:20 Community Use of School Facilities.

  10. Applicant having a required Staff Sponsor who will be in attendance. 

  1. Upon approval of the Board, a facilities use permit shall be issued. Applicants shall receive written notification of the issuance of such permit. 

  2. Although permission may be granted for regular use of facilities (i.e. every Wednesday at 3:00 p.m.), in no event shall permission be granted for a period of more than one year at a time. 

  1. The Board may charge for facility use pursuant to the schedule of fees determined by the Board. Extraordinary costs may be billed to the applicant. Extra security may be required at applicant’s cost. 

  1. The applicant will be required to have custodians and/or cafeteria staff present when food and/or drinks are served, furniture and/or equipment (chairs, tables, speakers) need to be moved to alternate locations, when using multiple areas of the building(s), when use of the Kitchen is required for the event. The group using the facility will pay the staff member working at a rate of $15.00/hour upon leaving. 

  1. Claims Arising from Use. 

  1. As set forth in the SCHOOL FACILITIES USE AGREEMENT, by accepting a permit, the applicant agrees to indemnify the School District, the Board of Education and their members, officers, employees, agents and insurers, in their official and individual capacities. 

  1. Applicant, other than a school affiliated group applicant, shall provide liability insurance coverage. The minimum amount of insurance to be procured for utilization of the property is one million dollars ($1,000,000). A larger amount of insurance may be required by the Superintendent due to the nature of the use. All insurance must be occurrence based insurance. All insurance coverage shall name the Lebanon Consolidated Unit School District No. 9 as an insured party and shall be issued by an admitted (Illinois) insurance company. The Applicant agrees that the School District, the Board of Education and their members, officers, employees and agents shall be named as additional insureds. The certificate of insurance shall provide that the insurance may not be canceled, modified or non-renewed without thirty (30) days advance written notice to the Superintendent by certified mail. Insurance verification must be received prior to the permit being granted. 

  1. The Board shall not be liable for any cancellation of a scheduled program arising from the applicant’s decision to cancel the activity, the failure of heating system, electrical service or other building equipment, or an Act of God or any decision of the Board or its designee. 


    4. Applicant understands and agrees that permission to sue facilities may be revoked or canceled at any time with or without cause, including for reasons related to pandemics, and Applicant shall have no claim or right to damages or reimbursements for any loss or expense resulting from such revocation or cancellation. 

  1. Rules Governing the Use of School Facilities

The following “Rules Governing the Use of School Facilities” shall be followed by all groups using the school facilities and shall be distributed with all permits for the use of District 9 facilities. 

  1. Smoking is to be prohibited at all times. 

  1. No alcoholic beverages or unlawful drugs are to be sold, possessed or consumed on school premises. 

  1. The group using the facilities agrees to limit the audience to the maximums stipulated by the permit for the facilities assigned and to maintain adequate aisles to exit. 

  1. No facilities or equipment beyond that granted in the permit shall be requested or used without approval from the Board or the Superintendent. 

  1. The Superintendent is to be notified at least forty-eight (48) hours in advance in the event any approved program should be canceled. 

  1. The permit for the use of the facilities is not transferable. 

  1. Any damage to the school property must be reported in writing to the Superintendent or his office immediately after such damage has been incurred. 

  1. The sponsoring person or organization shall provide adult supervision as shall be necessary to control the activity. 

  1. The proper respect and consideration shall be accorded to those resident living in the immediate area at all times. 

  1. Proper respect shall be shown to employees of the Board at all times. 

  1. The Board or its designee shall have the authority to expel any individual, team or group that fails to comply with these rules. The Board or its designee reserves the right to cancel any permit at any time for any reason deemed sufficient in the sole discretion of the Board or its designee. The Board or its designee must be accorded the right of access at all times. Without further action of the Board, designees of the Board include the Superintendent and the Principal. The Board will be informed if any individual, team, or group is expelled or if any permit is canceled. 

  1. Applicant agrees to comply with, and to require all of its attendees to fully comply with, all laws, rules, regulations and/or Board of Education Policies including (but not limited to) all of the Board’s and District’s policies and practices relating in any manner to pandemics and/or mitigation efforts and requirements, and all federal, state, and local laws, rules, regulations, guidelines, orders, and/or recommendations for public gatherings and/or facilities in Illinois including but not limited to infections disease safety laws and requirements. 

  1. All groups must vacate the building by 10:00 p.m., unless otherwise allowed in the grant of permit. 

  1. Weapons are prohibited at all times. 

  1. Fighting, striking, or threatening another person is prohibited at all times. 

  1. Gambling is prohibited at all times. 

  1. Illegal activities are prohibited at all times. 


FACILITY USE

The Board may charge for facility use pursuant to the following schedule of fees as determined by the Board. Extraordinary costs may be billed to the applicant. Charges for damaged or missing school property during a group’s use of the facilities shall be the responsibility of the group. Payment by the applicant for any damages or missing school property will not exceed the cost of repair or replacement. Extra security, as determined by the Board or its designees, may be required at the applicant’s cost. 

Student groups, school-related organizations, government agencies, and non-profit organizations are granted the use of school facilities at no cost during regularly staffed hours. Facilities and grounds will not be made available to individuals for personal or social reasons or to business enterprises for commercial gain. 

All group/individual requests for facility use will be required to pay for custodians and/or cafeteria staff that have to work past their regular hours as previously described further above. The Superintendent will negotiate facility use rates related to for-profit groups or individuals. 

FEES

Fees to be charged for the use of: High School Gym - $150 Lebanon Elementary School Gym - $125 - Custodial fees will be added according to the current salary schedule which is $15.00/hr.

Fees to be charged for the use of: High School Commons - $100 High School Kitchen - $100 Lebanon Elementary Kitchen - $100 When renting kitchens, it is required to have a district cafeteria worker on site. Cafeteria worker and custodial fees will be added according to current salary schedule with is $15.00/hr.

Please click on the link below to fill out the paperwork and submit to Lisa Hardy at lhardy@lcusd9.org or to the District Office at 200 West Schuetz Street, Lebanon, IL 62254. For any questions, please call 618-537-4611.


Acknowledgement: 


I, _______________________, a duly authorized representative of________________________, hereby acknowledge that I have reviewed and consent and agree to abide with all of the provisions set forth in the above Rules Governing Use of School Facilities. 


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Signature Date