R-2015 - 04/12/2022 - BATH & TENNIS - Resolutions Supporting Documents ITEM 9.13.2
BOARD OF TRUSTEES MEETING
V1 I_LAG E OF SAMUEL E. DEAN BOARD ROOM
OAK B P, , K BUTLER GOVERNMENT CENTER
= 1200 OAK BROOK ROAD
OAK BROOK, ILLINOIS
630-368-5000
AGENDA ITEM
Regular Board of Trustees Meeting
of
April 12, 2022
SUBJECT: Oak Brook Bath and Tennis Club, Butler Government Center Use Policies
FROM: Greg Summers,Village Manager 6.s.
BUDGET SOURCE/BUDGET IMPACT: N/A
RECOMMENDED MOTION: I move that the Village Board approve Resolution 2022-
B&T-BGC-EVT&MTG-R-2015 "A Resolution approving and Adopting Rental Policies
For Village Owned Venues."
Background/History:
It was recently noted that the Village had not adopted formal policies regarding usage of
the Oak Brook Bath and Tennis Club nor the Butler Government Center by agencies or
groups other than the Village itself. In order to formalize and standardize the process for
each, staff has prepared the attached policies regarding use at each facility.
The attached policies were drafted in coordination with the Village Attorney, Village
Manager, and the Village's Marketing and Event Manager. Both policy documents share
the following elements in common:
• Prohibition on political events, except for debate-style events hosted by an
organization with no partisan political affiliation.
• The proposed uses shall not be detrimental to the Village's properties.
• Use shall be consistent with local, state, and federal law, and the users shall follow
all policies and regulations of the Village.
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• The facilities shall not be used for events subversive to law or advocating changes
by violence.
• Hold harmless agreements and insurance provisions are detailed in the agreements.
• Provisions relative to supervision, food service, indoor smoking prohibition.
• Provisions relative to keys, access, and HVAC control.
In addition to the shared elements, the Oak Brook Bath and Tennis Club policy contains
the following supplemental provisions:
• Application and deposit regulations and timelines.
• General rates and discounted rate eligibility.
• Hours of operation,which shall be:
o Monday—Thursday: 7:00 a.m. to 4:00 p.m.
5:00 p.m.to 12:00 a.m.
o Friday: 9:00 a.m. to 4:00 p.m.
4:30 p.m.to 12:00 a.m.
o Saturday: 9:00 a.m. to 3:00 p.m.
4:30 p.m.to 12:00 a.m.
o Sunday: 9:00 a.m.to 2:30 p.m.
4:30 p.m.to 12:00 a.m.
In addition to the shared elements, the Butler Government Center policy contains the
following supplemental provisions:
• Use of these facilities shall not interfere with the provision of municipal services or
with the Village's scheduled activities
• Prohibition on the use or possession of alcoholic beverages on the properties
• Priority of use,which shall be, in descending order:
o Village activities
o Village affiliated organizations
o Groups sponsored by Village affiliated organizations
o Governmental and community service organization
The Village has already adopted a policy regarding room usage at the Oak Brook Public
Library,although future amendments will be required to ensure consistency across venues.
Staff anticipates having that policy update prepared for the next Village Board meeting
agenda.
Recommendation:
Staff recommends that the Village Board approve Resolution 2022-B&T-BGC-
EVT&MTG-R-2015 "A Resolution approving and Adopting Rental Policies For Village
Owned Venues."
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