Administrative Regulation Community Use of School FacilitiesAdministrative Regulation Community Use of School Facilities(es)

I. It shall be the policy of the District to provide and encourage the use of school facilities for the use of any cultural, social or civic group when such use, in the opinion of the Board of Education, is to benefit the community. 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 violate the canons of good morals, manners or taste, or be injurious to the buildings, grounds, or equipment.

II. All requests for use of school facilities shall be submitted to the Business Services Department on forms supplied by the School District, not less than ten (10) days prior to the date for which the facility is requested. Use of the facilities may be denied when less than fifty percent (50%) of the proposed users are residents of the School District, or if user is delinquent in paying fees due to District 59. The discretion of the Director of Buildings and Grounds shall be the determining factor in cases of questions related to establishing a rental fee for a group using a school facility. The scheduling of use of school facilities shall be the responsibility of the School District.

III. Continued use of facilities by an organization shall be contingent upon observance of all rules and regulations as prescribed by the Board of Education.

IV. No key for any building or any facility within a building shall be provided for other than Board of Education members or employees unless previously approved through contractual arrangements with District 59. A Board of Education member or employee must be present within the building at its time of use.

V. Definition of groups using school facilities in priority: (The following pertains to individuals or organizations residing within School District 59 boundaries). While rental permits are issued on a priority basis, Business Services reserves the right to limit the number of permits issued to one organization if it is determined to unnecessarily limit use by other priority groups.

A. Any group organized under Board of Education jurisdiction such as PTA, PTO, Band and Orchestra Parent Boosters, the District 59 Education Foundation, district-sponsored evening classes, clubs, student and school-related organizations, etc., shall be allowed rent-free use of school facilities for meetings or other school-related activities.

B. The Arlington Heights Park District, Elk Grove Park District, and Mount Prospect Park Districts shall be allowed rent-free use of school facilities for park district sponsored programs for residents of the school district (Monday through Friday until 9:00 p.m.). Park district sponsorship status must be confirmed prior to a permit being issued. Adult supervision must be provided during the time when a school facility is used for a park district sponsored program.

C. Scout organizations, civic and charitable organizations, churches, community groups, parent groups and tutors (for District 59 students only) sponsored by groups organized under Board of Education jurisdiction, such as PTA, PTO, Band and Orchestra Parent Boosters shall be allowed rent-free use of school facilities subject to conditions specified in the Administration Regulation.

D. The following group/organizations will pay to use school facilities:

1. Any group that charges admission shall pay the cost of operating the space and the attendant set-up and equipment use charges.

2. Any group with a majority of participants who do not reside in District 59.

3. Any adult group or individual that collects fees, dues, or payment from participants, except parent-school organizations.

4. Any child or youth oriented group under adult sponsorship that uses the building to offer paid instruction.

5. Any group, including park districts, using a building on a day outside the regular
school calendar, and any group desiring to continue use after 9:00 p.m. on a school
day, or a time when the custodian is not regularly scheduled to be on duty.

6. Any group conducting a fund raising event shall pay:
a. during the time of event.
b. during the time when the event is being prepared and dismantled.

7. For all elections.

VI. Regulations and Restrictions

All usage of school facilities will be subject to board policies, including but not limited to 7.330 Student Use of Buildings, 8.20 Community Use of School Facilities, and 8.30 Conduct on School Property, and these administrative regulations.

A. The Superintendent or his designee shall require criminal background checks at the individual’s expense in instances where there is direct, daily contact with students and where the individual is not an employee of the district, such as Booster-sponsored music tutors.

B. The group using a facility is responsible for any damages that occur to any facility and is required to leave the facility in a clean and orderly condition. The Director of Buildings and Grounds may require reasonable assurance of the recovery of damages caused by the user as well as evidence of sufficient liability insurance. All organizations participating in the use of school property shall agree to save and hold harmless School District 59, Cook County, Illinois, the Board of Education, and its members, and to assume responsibility for, and defend at its own expense, all claims for damage to property and persons, including medical expense, for injuries incurred and arising incidental to the use of the facility involved; it being further understood and agreed that School District 59 assumes no obligation or responsibility in connection with the use of the facility. All organizations participating in the use of school property shall further agree to assume all cost of damage to the building and/or contents. The District retains the right to refuse the issuance of a permit if documentation of appropriate insurance coverage is not provided.

C. Electrical equipment cannot be used without specific approval of the building principal. Application for such approval shall be made when submitting application for rental of a school facility.

D. Use of materials on floors, walls or other parts of the building is prohibited without specific approval of the building principal.

E. Decorations shall be erected in a manner that will not be destructive to school property. Fire and safety regulations shall be followed at all times; and decorations shall meet the approval of the building principal.

F. When admission is to be collected or fees are to be paid, the organization making application shall assume all responsibility.

G. All advertising except that incidental to the program, and all sales merchandise, printed matter or other materials connected with any meeting are forbidden on school premises except by approval of the building principal.

H. All buildings shall be vacated by 9:00 p.m. No facility shall be rented past 9:00 p.m..

I. Applicants shall supply any special supervision needed, i.e., police protection, parking supervision, etc., as determined by the Director of Buildings and Grounds.

J. Children attending an event must be under constant adult supervision 21 years or older.

K. Permits are not transferable. An estimate of rental fees and service charges shall be determined in advance. Reservations shall be canceled at least 24 hours in advance or the responsible organization will be charged for use of the facility.

L. No liquids or refreshments are to be served in Junior High School gymnasiums.

M. Gambling or other games of chance are prohibited in School District 59 schools. On occasion, and with permission of the Administration, a parent organization may include a game of chance as part of a fund raising activity where the school and/or school district will be a direct recipient of the fund raising activity.

N. Alcoholic beverages are not permitted on school property.

O. No smoking is permitted in any facility or on property owned by the school district.

P. Fire exits, doorways, and hallways are to be kept passable at all times.

Q. The applicant must be 21 or more years of age and shall be required to provide identification and authorization to rent on behalf of his/her organization.

R. Equipment to be brought onto the premises by the user is to be listed on the application, is to be acceptable to the building principal, and must be removed immediately following use of the facility.

S. School facilities are not available on weekends, holidays, or vacation periods unless special use permission is granted by the Director of Building and Grounds.

T. Violation of any regulation or restriction will result in the revocation of a permit and/or prevent subsequent granting of use of school facilities. The District reserves the right to rescind permits in cases of violations. Authorized District staff shall make the determination of a violation and all decisions will be final.

VII. How to make application for use of school facilities.

A. Applications are available from the Business Services Department, 2123 South Arlington Heights Road, Arlington Heights, or from the District’s website, and must be filed at least 10 days prior to date of use. The application must be completed in its entirety. All required documentation must be provided prior to the issuance of a permit.

B. Payment of rental fees must be paid within thirty (30) days of billing notice.

C. After the application has been approved, a permit is sent to the principal of the designated building for approval, then returned to the Business Services Department to forward to the organization making application.

D. Rates and charges for use of school facilities shall be according to the schedule herein and shall be uniformly applicable to all organizations/individuals renting school facilities.

VIII. Building Rental Rates and Charges

A. For the use of buildings within the official school calendar, the charges shall be fixed by the Superintendent of Schools, at the reasonable cost of labor for operating the space used. The Superintendent shall annually present the schedule of charges to the Board of Education for review and approval.

B. For the use of buildings on days outside the regular school calendar, charges shall be fixed as in (A.) above, except that a minimum charge of three hours shall be established.

C. Reasonable charges shall be made for use of special services or equipment.

D. For groups being charged a rental fee, the rate established for 2013/14 is as follows:
Building Rental Rates
(Rate based upon 3 hour unit of time)
Rental Unit Fee
Auditorium $200.00
Classroom (rental per room) $ 75.00
Multi-Purpose Room – Elementary $125.00
Gym – Elementary $125.00
Multi-Purpose Room – Junior High School $200.00
Gym – Junior High School $200.00
Additional fee for air conditioning (if applicable) $ xx.xx
LMC & Computer Lab **Not Available on a Rental Basis**

In addition to the costs for the use of a room(s), an hourly charge of $30.85 for the custodian’s time spent preparing for and cleaning up after the usage, and for attendance in the building during the time the building is open for the renter. This hourly charge shall be 1.5 times the amount on Saturday and double the rate on Sunday and 3.5 times the rate on holidays.

1. In the event there may be more than one building renter using a facility at the same time, the custodial charge will be prorated between the agencies.

2. Checks are to be made payable to Community Consolidated School District 59.

E. For those groups not being charged room rental, no custodial fees will be charged for times when a custodian is on duty during rental of a school facility. If, however, a custodian is not scheduled to be on duty during a time of a building usage, or for activities running after 9:00 p.m. or regular school days, then the hourly custodial fee will be in accordance with the approved Building Rental Program rates as approved annually by the Board of Education.

Adopted: July 13, 1998

Revised: June 26, 2000; July 9, 2001; July 8, 2002; July 14, 2003; May 10, 2004;
April 17, 2006; August 27, 2007; June 30, 2008; Jan. 1, 2009; May 26, 2009; May 24,
2010; May 23, 2011; May 29, 2012; May 28, 2013

I. It shall be the policy of the District to provide and encourage the use of school facilities for the use of any cultural, social or civic group when such use, in the opinion of the Board of Education, is to benefit the community. 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 violate the canons of good morals, manners or taste, or be injurious to the buildings, grounds, or equipment.

II. All requests for use of school facilities shall be submitted to the Business Services Department on forms supplied by the School District, not less than ten (10) days prior to the date for which the facility is requested. Use of the facilities may be denied when less than fifty percent (50%) of the proposed users are residents of the School District, or if user is delinquent in paying fees due to District 59. The discretion of the Director of Buildings and Grounds shall be the determining factor in cases of questions related to establishing a rental fee for a group using a school facility. The scheduling of use of school facilities shall be the responsibility of the School District.

III. Continued use of facilities by an organization shall be contingent upon observance of all rules and regulations as prescribed by the Board of Education.

IV. No key for any building or any facility within a building shall be provided for other than Board of Education members or employees unless previously approved through contractual arrangements with District 59. A Board of Education member or employee must be present within the building at its time of use.

V. Definition of groups using school facilities in priority: (The following pertains to individuals or organizations residing within School District 59 boundaries). While rental permits are issued on a priority basis, Business Services reserves the right to limit the number of permits issued to one organization if it is determined to unnecessarily limit use by other priority groups.

A. Any group organized under Board of Education jurisdiction such as PTA, PTO, Band and Orchestra Parent Boosters, the District 59 Education Foundation, district-sponsored evening classes, clubs, student and school-related organizations, etc., shall be allowed rent-free use of school facilities for meetings or other school-related activities.

B. The Arlington Heights Park District, Elk Grove Park District, and Mount Prospect Park Districts shall be allowed rent-free use of school facilities for park district sponsored programs for residents of the school district (Monday through Friday until 9:00 p.m.). Park district sponsorship status must be confirmed prior to a permit being issued. Adult supervision must be provided during the time when a school facility is used for a park district sponsored program.

C. Scout organizations, civic and charitable organizations, churches, community groups, parent groups and tutors (for District 59 students only) sponsored by groups organized under Board of Education jurisdiction, such as PTA, PTO, Band and Orchestra Parent Boosters shall be allowed rent-free use of school facilities subject to conditions specified in the Administration Regulation.

D. The following group/organizations will pay to use school facilities:

1. Any group that charges admission shall pay the cost of operating the space and the attendant set-up and equipment use charges.

2. Any group with a majority of participants who do not reside in District 59.

3. Any adult group or individual that collects fees, dues, or payment from participants, except parent-school organizations.

4. Any child or youth oriented group under adult sponsorship that uses the building to offer paid instruction.

5. Any group, including park districts, using a building on a day outside the regular
school calendar, and any group desiring to continue use after 9:00 p.m. on a school
day, or a time when the custodian is not regularly scheduled to be on duty.

6. Any group conducting a fund raising event shall pay:
a. during the time of event.
b. during the time when the event is being prepared and dismantled.

7. For all elections.

VI. Regulations and Restrictions

All usage of school facilities will be subject to board policies, including but not limited to 7.330 Student Use of Buildings, 8.20 Community Use of School Facilities, and 8.30 Conduct on School Property, and these administrative regulations.

A. The Superintendent or his designee shall require criminal background checks at the individual’s expense in instances where there is direct, daily contact with students and where the individual is not an employee of the district, such as Booster-sponsored music tutors.

B. The group using a facility is responsible for any damages that occur to any facility and is required to leave the facility in a clean and orderly condition. The Director of Buildings and Grounds may require reasonable assurance of the recovery of damages caused by the user as well as evidence of sufficient liability insurance. All organizations participating in the use of school property shall agree to save and hold harmless School District 59, Cook County, Illinois, the Board of Education, and its members, and to assume responsibility for, and defend at its own expense, all claims for damage to property and persons, including medical expense, for injuries incurred and arising incidental to the use of the facility involved; it being further understood and agreed that School District 59 assumes no obligation or responsibility in connection with the use of the facility. All organizations participating in the use of school property shall further agree to assume all cost of damage to the building and/or contents. The District retains the right to refuse the issuance of a permit if documentation of appropriate insurance coverage is not provided.

C. Electrical equipment cannot be used without specific approval of the building principal. Application for such approval shall be made when submitting application for rental of a school facility.

D. Use of materials on floors, walls or other parts of the building is prohibited without specific approval of the building principal.

E. Decorations shall be erected in a manner that will not be destructive to school property. Fire and safety regulations shall be followed at all times; and decorations shall meet the approval of the building principal.

F. When admission is to be collected or fees are to be paid, the organization making application shall assume all responsibility.

G. All advertising except that incidental to the program, and all sales merchandise, printed matter or other materials connected with any meeting are forbidden on school premises except by approval of the building principal.

H. All buildings shall be vacated by 9:00 p.m. No facility shall be rented past 9:00 p.m..

I. Applicants shall supply any special supervision needed, i.e., police protection, parking supervision, etc., as determined by the Director of Buildings and Grounds.

J. Children attending an event must be under constant adult supervision 21 years or older.

K. Permits are not transferable. An estimate of rental fees and service charges shall be determined in advance. Reservations shall be canceled at least 24 hours in advance or the responsible organization will be charged for use of the facility.

L. No liquids or refreshments are to be served in Junior High School gymnasiums.

M. Gambling or other games of chance are prohibited in School District 59 schools. On occasion, and with permission of the Administration, a parent organization may include a game of chance as part of a fund raising activity where the school and/or school district will be a direct recipient of the fund raising activity.

N. Alcoholic beverages are not permitted on school property.

O. No smoking is permitted in any facility or on property owned by the school district.

P. Fire exits, doorways, and hallways are to be kept passable at all times.

Q. The applicant must be 21 or more years of age and shall be required to provide identification and authorization to rent on behalf of his/her organization.

R. Equipment to be brought onto the premises by the user is to be listed on the application, is to be acceptable to the building principal, and must be removed immediately following use of the facility.

S. School facilities are not available on weekends, holidays, or vacation periods unless special use permission is granted by the Director of Building and Grounds.

T. Violation of any regulation or restriction will result in the revocation of a permit and/or prevent subsequent granting of use of school facilities. The District reserves the right to rescind permits in cases of violations. Authorized District staff shall make the determination of a violation and all decisions will be final.

VII. How to make application for use of school facilities.

A. Applications are available from the Business Services Department, 2123 South Arlington Heights Road, Arlington Heights, or from the District’s website, and must be filed at least 10 days prior to date of use. The application must be completed in its entirety. All required documentation must be provided prior to the issuance of a permit.

B. Payment of rental fees must be paid within thirty (30) days of billing notice.

C. After the application has been approved, a permit is sent to the principal of the designated building for approval, then returned to the Business Services Department to forward to the organization making application.

D. Rates and charges for use of school facilities shall be according to the schedule herein and shall be uniformly applicable to all organizations/individuals renting school facilities.

VIII. Building Rental Rates and Charges

A. For the use of buildings within the official school calendar, the charges shall be fixed by the Superintendent of Schools, at the reasonable cost of labor for operating the space used. The Superintendent shall annually present the schedule of charges to the Board of Education for review and approval.

B. For the use of buildings on days outside the regular school calendar, charges shall be fixed as in (A.) above, except that a minimum charge of three hours shall be established.

C. Reasonable charges shall be made for use of special services or equipment.

D. For groups being charged a rental fee, the rate established for 2013/14 is as follows:
Building Rental Rates
(Rate based upon 3 hour unit of time)
Rental Unit Fee
Auditorium $200.00
Classroom (rental per room) $ 75.00
Multi-Purpose Room – Elementary $125.00
Gym – Elementary $125.00
Multi-Purpose Room – Junior High School $200.00
Gym – Junior High School $200.00
Additional fee for air conditioning (if applicable) $ xx.xx
LMC & Computer Lab **Not Available on a Rental Basis**

In addition to the costs for the use of a room(s), an hourly charge of $30.85 for the custodian’s time spent preparing for and cleaning up after the usage, and for attendance in the building during the time the building is open for the renter. This hourly charge shall be 1.5 times the amount on Saturday and double the rate on Sunday and 3.5 times the rate on holidays.

1. In the event there may be more than one building renter using a facility at the same time, the custodial charge will be prorated between the agencies.

2. Checks are to be made payable to Community Consolidated School District 59.

E. For those groups not being charged room rental, no custodial fees will be charged for times when a custodian is on duty during rental of a school facility. If, however, a custodian is not scheduled to be on duty during a time of a building usage, or for activities running after 9:00 p.m. or regular school days, then the hourly custodial fee will be in accordance with the approved Building Rental Program rates as approved annually by the Board of Education.

Adopted: July 13, 1998

Revised: June 26, 2000; July 9, 2001; July 8, 2002; July 14, 2003; May 10, 2004;
April 17, 2006; August 27, 2007; June 30, 2008; Jan. 1, 2009; May 26, 2009; May 24,
2010; May 23, 2011; May 29, 2012; May 28, 2013(need es)