Agreement on Facilities between the City of Galesburg and Community Unit School District #205 Knox and Warren Counties, Illinois I. Parties Involved The two parties involved shall be the City of Galesburg and the Community Unit School District #205, Knox and Warren Counties, Illinois, hereafter referred to as The City and District #205. II. Term The term of this Agreement shall be for one year, commencing November 15, 2017 and ending on July 31, 2018. The parties will agree to meet annually in September to review the terms of this agreement. III. Use of District #205 Facilities by the City District #205 agrees to allow the City to use the following facilities under the following terms and conditions. A. Outdoor Tennis Complex at Galesburg High School 1. District #205 agrees to allow the general public to use the tennis complex for tennis activity from 5:00 a.m. to 11:00 p.m., unless the District is using the courts for scholastic credit classes; for inter-school tennis meets; for practice by members of the GHS Tennis Teams; for organized recreational programs; for scheduled events and/or when maintenance is being performed by the District. 2. District #205 agrees to allow the City to use the tennis courts in June and July for the McDonald s Youth Tennis Program, Monday through Thursdays between the hours of 8:00 a.m.-12:00 p.m. 3. The City agrees to provide, at its expense, electricity, sewage and water to the courts and provide manpower to maintain the lighting system. 4. District #205 agrees to supervise and maintain the playing surfaces, fencing, nets, and walkways. In addition, the District will provide the electrical lighting materials for the courts. 1
B. Indoor Facilities Used by the City 1. The City may use Gale or Steele elementary schools on Mondays, Wednesdays or Fridays, and King or Nielson elementary schools on Tuesday or Thursdays for Junior Streaks Basketball Practices from October through February. The gymnasiums in these elementary schools will be available from 6:00-9:00 p.m. The City is responsible for having a dedicated supervisor on the premise at all times during the practices to let coaches, players, and parents in and out of the building during practice times. The City and District will develop a list of expectations for the supervisors prior to the use of the facilities. The City will provide the name, address, and background check information of the supervisors employed to the District before keycard access is granted to such individuals. The District needs a minimum of 48 hours to process keycard access requests. The City and the District will discuss in September of each year which elementary buildings are available and best meet both entities needs. The District also reserves the right to move practices to other locations if a school sponsored activity conflicts with the schedule. The District will waive all facility rental and custodial fees for the use of these facilities during the time period outlined above. 2. The City may use Lombard Junior High School and Churchill Junior High School for Saturday basketball games and for tournaments in February. The District will waive all facility rental charges for these events, but will charge for a Custodian/Supervisor provided by District #205 at $30.00 per hour to comply with our collective bargaining agreements. No City supervisor will be needed at weekend events. The City must submit a facilities use request for each requested date. The District reserves the right to move schedule events to an alternate locations in the case the District needs the facility for a District sponsored activity. 3. The City may use Lombard Junior High s gym for G-Force Girls Volleyball during the months of March, April, and May on Mondays, Wednesdays, and Fridays from 5:00-8:00 p.m. The City is responsible for having a dedicated supervisor on the premises at all times during the practices to let coaches, players, and parents in and out of the building during practice times. The City and District will develop a list of expectations for the supervisors prior to the use of the facilities.. The City will provide the name, address, and background check information of the 2
supervisors employed to the District before keycard access is granted to such individuals. The District needs a minimum of 48 hours to process keycard access requests. The District will waive all facility rental and custodial fees for the use of this facility during the time period outlined above. C. Use of Softball Fields The City will have access to the softball fields at Galesburg High School. The City will provide a schedule of practices, games and activities scheduled on the fields to Galesburg High School Athletic Director. The City is responsible for having a dedicated supervisor on the premise at all times during the practices. The District will waive all facility rental and custodial fees for the use of this facility during the time period outlined above. In addition, the City will be granted the capabilities to use the lights at the softball fields, but will be responsible for the cost of the use of the lights. The City will make arrangements to have the meters read prior to their intended use and at the conclusion of their summer season. D. Use of Fieldhouse The City may use Galesburg High School Fieldhouse for Saturday basketball/volleyball games and/or tournaments. The District will waive all facility rental charges for these events, but will charge for a Custodian/Supervisor provided by District #205 at $30.00 per hour. No City supervisor will be needed at weekend events. The City must submit a facilities use request for each requested date. The District reserves the right to move schedule events to an alternate locations in the case the District needs the facility for a District sponsored activity. IV. Use of City Facilities by District #205 The City agrees to allow District #205 to use the following facilities under the following terms and conditions: A. Lake Storey Park (North Area/Lake Storey Pavilion Restrooms) The Galesburg High School and Junior High Cross Country teams may use the North Lake Storey Park area on specific dates in the fall for cross country meets as determined by team schedules at no cost. Such use shall include the use of the women s and men s restrooms and locker rooms. 3
B. Bunker Links Golf Course District #205 may use Bunker Links Municipal Golf Course for Boy s Golf during the fall season. A $1.00 fee per golfer will be charged to allow for access to the course on Monday s through Friday s, with the exception of holidays. A golf coach must be present with the golfers at all times. The fee for other schools using the course for invitational tournaments sponsored by District #205 will be $15 per golfer for 18 holes. The fee for a 9 hole tournament beginning before 12 p.m. is $11 for 9 holes. The fee for a 9 hole tournament beginning after 12 p.m. shall be waived for all golfers. C. Galesburg Fire Department Training Site The Galesburg Area Vocational Center (GAVC), housed at Galesburg High School, may use the buildings and grounds at the Fire Department Training Site at no cost to support the Fire Science Vocational Curriculum, subject to funding and availability of appropriate Fire Department training personnel. This includes the use of the classroom, burn buildings, training tower, and associated fire equipment/apparatus when under the direction and supervision of Galesburg Fire Department personnel. The facilities are available to the GAVC during normal District #205 school hours or for other events scheduled and sanctioned by the Galesburg Fire Department, GAVC, and City of Galesburg. D. Galesburg Police Department Shooting Range The Galesburg Area Vocational Center, housed at Galesburg High School, may use outdoor shooting range at no cost, subject to funding and availability of appropriate Galesburg Police Department personnel one time per year for a weapons demonstration for the Law Enforcement Vocational Class. E. Lake Storey Pavilion District #205 may use the Lake Storey Pavilion for Galesburg High School Prom in the spring of each year and have the facilities use fee waived for the day before prom and the day of and the day after. Additionally, the District will have use of the Pavilion for the Young Author s breakfast. F. Use of Lake Storey Softball fields District #205 may use the ball fields at Lake Storey for Galesburg High School softball games, if the City is not scheduled to use the fields. The High School Athletic Director will communicate with <name of individual> in the event the high school fields are rained out and the games are able to be moved to the Lake Storey fields. 4
G. Use of Lakeside Tennis Courts District #205 may use Lakeside Tennis courts for GHS Tennis matches and practices, if the City is not scheduled to use this facility. The City will not charge a fee for the 2 invitationals District #205 hosts (one in the fall and one in the spring). If District #205 wishes to reserve Lakeside Tennis courts for an alternate rain site, the City will charge a $100 reservation fee to hold the facility. For events that are conducted during nonoperating hours, the City will charge District #205 for a custodian/supervisor at a rate of $10 per hour. Any practice scheduled by District 205 may be cancelled so the City can rent the courts to a paying customer. H. Use of Pickard Road District #205 will have access to dumping yard waste from its outdoor facilities in the area that is known as Pickard Road. V. Additional Terms A. This agreement constitutes the entire agreement of the parties and supersedes all prior agreements and understandings of the parties relating to the subject matter of this agreement, including but not limited to any agreements dated before November 15, 2016. This agreement does not preclude future uses of facilities or future agreements by the parties. B. The parties further understand and agree as follows: 1. That both parties shall formally reserve the desired space, location, and/or facility at least 3 weeks prior to the event occurring and that such reservations are dependent on availability and space desired. For use of other District #205 facilities, a Facilities Use Agreement (see Appendix A), must be completed and submitted to Karen Crawford at District #205 s Central Office. 2. The communication for reserving the desired space, location, and/or facility shall occur between the City Manager or his/her designee and the District #205 Assistant Superintendent or his/her designee. 3. That both parties shall enforce the prohibition of tobacco and alcohol at all facilities. 4. That both parties shall notify the proper authority of any hazard, unauthorized person, and /or property damage at every facility and event. 5
5. That both parties shall enforce rules and regulations set forth by the City and District #205 pertaining to the facilities listed above. 6. That both parties shall be held responsible for maintaining the physical condition of the other party s premises during the term of this agreement (i.e. cleanliness, trash pick-up, stacking chairs, etc.) 7. That both parties shall inform the other of any emergencies and/or hazards that may have occurred in a reasonable time frame utilizing procedures outlined in this agreement (see Section VI). 8. That the City shall provide District #205 with written confirmation that the City is self-insured. The District shall provide the City with a copy of its Comprehensive Liability Insurance Policy. Each party shall be responsible for and shall indemnify the other party from, any and all claims, demands, liability and costs arising from claims for personal injury or property damaging resulting from willful and wanton acts of its employees. 9. That any District #205 administrator or the District #205 Athletic Director has the authority to suspend practice time or continuation of a program as a result of non-compliance to rules. Likewise, the Galesburg City Manager or the Superintendent of Recreation has the authority to suspend programs or continuation of programs as a result of non-compliance to the rules. VI. Emergency Procedures A. Procedures for District #205 when utilizing the City s facilities: 1. In the event of an emergency (fire, earthquake, tornado, chemical spill, lightning strike, etc.) the individuals representing District #205 shall follow safety policies and procedures set forth by the City. The frontline staff responsible for the group shall act in such a way that elicits sound, reasonable, and mature judgment. The communication chain shall occur as follows: a. Frontline staff should inform the Superintendent of Recreation or Recreation Supervisor if Superintendent is not available as soon as possible. b. Frontline staff should inform the School Principal and/or the Athletic Director as soon as possible. c. The School Principal and/or the Athletic Director should notify the student s legal guardians and the School Superintendent as soon as possible. B. Procedures for the City when utilizing District #205 s Facilities: 1. In the event of an emergency (fire, earthquake, tornado, chemical spill, lightning strike, etc.) the individuals representing the City shall follow safety policies and 6
procedures set forth by District #205. The frontline staff responsible for the group shall act in such a way that elicits sound, reasonable, and mature judgment. The communication chain shall occur as follows: d. Frontline staff should inform the Superintendent of Recreation or Recreation Supervisor if Superintendent is not available as soon as possible. e. Frontline staff should inform the School Principal and/or the Athletic Director as soon as possible. f. The School Principal and/or the Athletic Director should notify the student s legal guardians and the school superintendent as soon as possible. IN WITNESS WHEREOF, the parties hereto have executed this Agreement indicated below. Community Unit School District #205 representatives: Executed by Date President, Board of Education Attested by Date Superintendent, District #205 City of Galesburg representatives: Executed by Date Mayor, City of Galesburg Attested by Date Galesburg City Manager 7