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R-2015 - 04/12/2022 - BATH & TENNIS - Resolutions Exhibits OAK BROOK BATH AND TENNIS CLUB RENTAL POLICY A. Generally The Oak Brook Bath and Tennis Club ("OBBT") is a Village-owned, Village- managed event venue. As the OBBT is owned and managed by the Village, it is the policy of the Village of Oak Brook Board of Trustees that the OBBT is a closed forum, and not available for use by individuals, groups, or organizations outside the Corporate Authorities of the Village without prior application and approval. The following guidelines will apply to any groups wishing to rent the OBBT. 1. The facility will not be available for use by any political groups or for any political events, with the exception of political debate-style events. Any political debate-style event must be hosted by an organization with no partisan political affiliation and must be intended to objectively provide the viewpoints of multiple political candidates. 2. The facility will be available on a first-come, first-serve basis, and an organization or individual ("user") will be denied use of the facility if it is already booked. 3. Users will be required to sign an event agreement and provide a non- refundable deposit of 50% of the rental fee in order to secure the venue. B. Conditions for Use Use of the above facility shall be under the following general conditions: 1. The proposed use of the OBBT facility shall not be detrimental to the Village's properties. 2. The proposed use shall be consistent with local, state, and federal law, and the users shall follow the policies and regulations of the Village. 3. The facility 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, equipment or supplies of the Village. C. Administrative Regulations The Village Board of Trustees shall establish and maintain regulations guiding appropriate use of the OBBT. GENERAL PROVISIONS USE OF VILLAGE FACILITIES A. Applications 1. Requests 1 Event agreements entered into by organizations must be completed and signed by a responsible head of the organization. 2. Continued/Future Use Continued or future use of the facility by any user shall be contingent upon following all of the policies, rules and regulations as prescribed by the Village and upon following all applicable law. Uses in excess of fifteen (15) consecutive working days shall be entered into through a formal lease, but still subject to the applicable policies and regulations. 3. Authority The Village shall have the final authority for granting or refusing any request for use of the OBBT facilities. B. Responsibility of Users(Hold Harmless and Indemnification Agreement) 1. Hold Harmless/Indemnification Users requesting use of the facility or equipment agree to indemnify and hold harmless Village of Oak Brook, the Board of Trustees, its members, employees and agents, in their official and individual capacities, from any claim, cause of action, loss, judgment, injury or expense, including but not limited to attorneys' fees and expenses of litigation arising out, and incidental to, the use of the facility or equipment. As well, the user agrees to defend against any lawsuit, claim or cause of action brought against the Village, the Board, its members, employees and agents, in their official or individual capacity, arising out of, or incidental to, the use of the facility or equipment. It is further understood and agreed that the Village assumes no obligation or responsibility in connection with the use of the requested facility or equipment. In addition, the user shall covenant not to sue the Village, the Board, its members, employees and agents, in their official or individual capacities for any alleged loss, judgment, injury, or expense which arises as a result of the use of the facility or equipment. The user further shall agree to assume all costs for repair or damage to the facility or their contents during the period of use of facilities. The user further shall agree to abide by the rules, regulations and policies of the Board. 2. Insurance The Premises is owned by the Village and the Village requires Special Event Liability Insurance covering the full duration and scope of the event in a form acceptable to the Village, and from a carrier acceptable to the Village. At least thirty (30) days before the event date, User must provide the Village with written proof that User has obtained such insurance. User's insurance policy must list the Village of Oak Brook, 1200 Oak Brook Road, Oak Brook, IL 60523, and its officers, officials, employees, agents, volunteers, contractors, and vendors as additional insured parties, and protect against bodily injury, property damage, personal injury and other 2 loss arising out of User's use and occupancy of the premises. The insurance policy must have a single liability limit of not less than $1 million per occurrence and a general aggregate liability limit of not less than $2 million. The insurance policy may not be terminated or modified in any way without providing the Village thirty(30)days advance written notice. All Vendors providing any goods or services on the Premises must provide a certificate of insurance from a carrier acceptable to the Village, and in a form and an amount approved by the Village, before the User's event. All Vendor policies shall include an additional insurance endorsement listing the Village of Oak Brook, 1200 Oak Brook Road, Oak Brook, IL 60523, and its officers, officials, employees, agents, volunteers, contractors, and vendors as additional insured parties. Please list the certificate holder as: The Village of Oak Brook, 1200 Oak Brook Road, Oak Brook, IL 60523. C. Opening and Closing of Facilities An OBBT staff member must be on site prior to the start of any events. Our catering provider typically arrives on site two (2) hours ahead of the event start time. We recommend giving the catering staff approximately thirty (30) minutes to set up before scheduling the arrival of other vendors. Clients may arrive on-site thirty(30) minutes prior to their event. All events must end by midnight. D. Venue Rental Hours Monday—Thursday: 7:00 a.m. to 4:00 p.m. 5:00 p.m. to 12:00 a.m. Friday: 9:00 a.m.to 4:00 p.m. 4:30 p.m. to 12:00 a.m. Saturday: 9:00 a.m.to 3:00 p.m. 4:30 p.m. to 12:00 a.m. Sunday: 9:00 a.m. to 2:30 p.m. 4:30 p.m. to 12:00 a.m. E. Equipment, Fixtures, Furniture,or Materials Equipment, fixtures, furniture, or materials shall not be brought into the facility without written permission by the Village, granted at the time of approval of the request to use the facility. Such equipment, furniture or materials brought into the facility must be removed from the premises at the conclusion of the use agreement, and those items remaining must be stored. The storage must be in a manner prescribed by the Village so as to prevent any interference of normal operations or the use of the facility by the Village or other organizations or individuals. Village equipment, fixtures, furniture, or materials shall not be moved within or removed from the area of normal use without written permission granted at a time of approval of the request for use of the facilities. Movable equipment shall not be 3 used outside the facilities. Users agree to accept full responsibility for repairing or replacing any damages or losses to the equipment while in their possession. F. Building Regulations 1. Smoking and Controlled Substances Smoking and the use of tobacco products shall be prohibited in the facility at all times. Smoking is permitted only at designated smoking receptacles located outside the building. Unauthorized smoking shall be sufficient justification for immediate cancellation of the current use agreement or the prohibition of further use by the offending organization or individual(s). The use or possession of controlled substances on OBBT property is strictly prohibited and will result in immediate cancellation of the use agreement. 2. Refreshments, Linens, and Event Staffing All food, beverage, staffing and linens must be provided by OBBT's designated catering partner. Exception: Outside desserts and late night snacks may be brought in by users. Any users wishing to provide outside desserts and snacks must sign a waiver provided by OBBT's catering partner. 3. Employee Present An OBBT employee or contractor must be present in the facility at any time it is used unless a written exception has been granted by the Village. 4. Keys No key for the facility shall be provided for persons other than Village personnel, OBBT employees, and designated contractors of the Village. 5. HVAC Regulation of HVAC controls shall be by OBBT personnel only. 6. Fire Exits Fire exits and doorways must be kept clear and all hallways made passable at all times. 7. Supervision Persons under eighteen (18) years of age shall not be allowed in the facility without proper adult supervision. G. Bond Requirements 4 The Board may, at its discretion, demand the posting of bond to provide against damage to any of the facility and/or equipment. The Board may require the user's officer to sign a contract making the group responsible for any abnormal damage. H. Rental Rates and Fees 1. General Rate Information Rental rates and charges can be found on the OBBT website, or through a request to OBBT staff. All rates and charges are subject to adjustment due to the specifics of the use agreement. The Village reserves the right to make the final decision as to whether an organization will receive rental privileges or not, and to the classification and charge. Rental charges may be waived at the discretion of the Village Authorities and the Board of Trustees. 2. Discounted Rates Discounted rates are offered for local government organizations within the Village of Oak Brook or whose territory at least partially overlaps the Village of Oak Brook, or a 501(c)(3) charitable organization with a physical presence — such as a school or an office — located inside the corporate limits of the Village of Oak Brook. Proof of 501(c)(3)status will be required. Discounted venue rentals are offered Monday through Thursday at 50% of the advertised venue rental rates. Organizations that qualify for discounted rates will still be required to pay the contract cleaning fee rate. A non-refundable deposit of half the rental fee is required at the time the event agreement is signed by the user.The remainder of the rental fee is due thirty (30) days prior to the date of the event. In the event the venue is booked with less than thirty (30) days' notice, the entire rental fee is due at the time the event agreement is signed. 5 OAK BROOK BUTLER GOVERNMENT CENTER USE POLICY A. Generally The Oak Brook Butler Government Center (the "BGC") is a Village-owned, Village-managed facility. As the BGC is owned and managed by the Village, it is the policy of the Village of Oak Brook Board of Trustees that the BGC is a closed forum, and not available for use by individuals, groups, or organizations outside the Corporate Authorities of the Village without prior application and approval. The following guidelines will apply to any groups wishing to utilize the BGC. 1. The facility will only be available to groups or individuals with a presence within the Village. 2. The facility will not be available for use by any political groups or for any political events, with the exception of political debate-style events. Any political debate-style event must be hosted by an organization with no partisan political affiliation and must be intended to objectively provide the viewpoints of multiple political candidates. B. Conditions for Use Use of the above facility shall be under the following general conditions: 1. Use of the BGC shall not interfere with the provision of municipal services or with the Village's scheduled activities. 2. The proposed use of the BGC shall not be detrimental to the Village's properties. 3. The proposed use shall be consistent with local, state, and federal law, and the users shall follow the policies and regulations of the Village. 4. The facility 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, equipment or supplies of the Village. C. Administrative Regulations The Village Board of Trustees shall establish and maintain administrative regulations under which the above Village facility may be used. GENERAL PROVISIONS USE OF VILLAGE FACILITY A. Applications 1. Requests All requests for use of the facility or equipment shall be submitted to the Village on the appropriate application form. Applications submitted by 1 organizations must be completed and signed by a responsible head of the organization. 2. Non-Transferable Applications upon which favorable action has been taken are non- transferable. 3. Continued/Future Use Continued or future use of the facility by any user shall be contingent upon following all of the policies, rules and regulations as prescribed by the Village and upon following all applicable law. Uses in excess of fifteen (15) consecutive working days shall be entered into through a formal lease, but still subject to the applicable policies and regulations. 4. Authority The Village shall have the final authority for granting or refusing any request for use of the BGC and may waive or amend current policies or regulations affecting such use without prior notification. 5. Cancellation Any approved application to use the BGC may be terminated without notice by the Village for violation of the intent of the application or agreement, or if it becomes necessary for the Village to use the facility for its activities.The Board shall be the sole judge of any violation. B. Priority of Use Priority of use of the facility and equipment shall be in the following order: • Village activities • Village affiliated organizations • Groups sponsored by Village affiliated organizations • Governmental and community service organization Where a request is in conflict with another request made by an organization with the same priority, the applications shall be considered and allowed on the basis of importance judged by the Village. C. Responsibility of Users (Hold Harmless and Indemnification Agreement) 1. Hold Harmless/Indemnification Users requesting use of facility or equipment agree to indemnify and hold harmless Village of Oak Brook, the Board of Trustees, its members, employees and agents, in their official and individual capacities, from any claim, cause of action, loss, judgment, injury or expense, including but not limited to attorneys' fees and expenses of litigation arising out, and 2 incidental to, the use of facility or equipment. As well, the user agrees to defend against any lawsuit, claim or cause of action brought against the Village, the Board, its members, employees and agents, in their official or individual capacity, arising out of, or incidental to, the use of the facility or equipment. It is further understood and agreed that the Village assumes no obligation or responsibility in connection with the use of the requested facility or equipment. In addition, the user shall covenant not to sue the Village, the Board, its members, employees and agents, in their official or individual capacities for any alleged loss, judgment, injury, or expense which arises as a result of the use of the facility or equipment. The user further shall agree to assume all costs for repair or damage to the facility or their contents during the period of use of facility. The user further shall agree to abide by the rules, regulations and policies of the Board. 2. Insurance The Board may require that the user obtain public liability, property damage and contractual liability insurance. If required, the user agrees to furnish, upon request, a certificate of insurance to guarantee the payment of any claim for injuries or damages to persons or property that occur during, or as a result of, this use. Where required, the coverage shall insure renting organization in amounts not less than $500,000 combined single limit for bodily injury and property damage including damage to Village property. Where required, a certificate of insurance or copy of the endorsement shall be submitted to the Village giving evidence of the coverage and naming the Village as an additional insured and shall be filed with the Village before the user enters upon the facility or takes possession of equipment under the terms of this use. The insurance hereby required shall not be cancelable without thirty (30) days' written notice to the Village. C. Opening and Closinq of Facility Doors to the facility will be opened not more than fifteen (15) minutes prior to the time of scheduled use and will in no instance be opened unless an employee of the Village is present or unless an exception has been granted by the Village. All users shall be required to vacate the facility within twenty (20) minutes after the approved ending time of the scheduled event. All events must be concluded so that facility will be vacated by 10 p.m. or at a time authorized by the Village. D. Equipment Fixtures, Furniture, or Materials Equipment, fixtures, furniture, or materials shall not be brought into the facility without written permission by the Village, granted at the time of approval of the request to use the facility. Such equipment, furniture or materials brought into the facility must be removed from the premises at the conclusion of the use agreement, and those items remaining must be stored. The storage must be in a manner prescribed by the Village so as to prevent any interference of normal operations or the use of the facility by the Village or other organizations or individuals. 3 Village equipment, fixtures, furniture, or materials shall not be moved within or removed from the area of normal use without written permission granted at a time of approval of the request for use of the facility. Movable equipment shall not be used outside the facility. Users agree to accept full responsibility for repairing or replacing any damages or losses to the equipment while in their possession. E. Buildinq Regulations 1. Smoking Smoking and the use of tobacco products shall be prohibited in the facility at all times. The use of tobacco products is permitted only in designated outdoor areas assigned by the Village. Unauthorized smoking shall be sufficient justification for immediate cancellation of the current use agreement or the prohibition of further use by the offending organization or individual(s). 2. Alcohol and Controlled Substances The use or possession of alcoholic beverages or controlled substances on BGC property is strictly prohibited and will result in immediate cancellation of the use agreement. 3. Refreshments Organizations serving refreshments during the course of their meeting shall furnish all necessary consumable supplies and it shall be the responsibility of the organization to place all evidence of food or beverage in appropriate waste containers provided by the Village. Sale of food or beverages in any form is not permitted in the facility for any event, except by special approval at the granting of the application. Insurance for the use in these cases should include coverage for the sale of food and beverages. 4. Employee Present A Village employee must be present in the facility at any time it is used unless an exception has been granted by the Village. 5. Keys No key for the facility shall be provided for persons other than Village employees. 6. HVAC Regulation of HVAC (Heating, Ventilation and Air Conditioning) controls shall be by Village personnel only. 7. Fire Exits Fire exits and doorways must be kept clear and all hallways made passable at all times. 4 8. Supervision Persons under eighteen (18) years of age shall not be allowed in the facility without proper adult supervision. F. Bond Requirements The Board may, at its discretion, demand the posting of bond to provide against damage to any of the facility and/or equipment. The Board may require the user's officer to sign a contract making the group responsible for any abnormal damage. G. Rental Rates and Fees Rental rates and charges are available from the Village upon request. All rates and charges are subject to adjustment due to the specifics of the use agreement. The Village reserves the right to make the final decision as to whether an organization will receive rental privileges or not, and to the classification and charge. Rental charges may be waived at the discretion of the Village Authorities and the Board of Trustees. All rental charges are due to be paid at the time a User's application is approved. Rental charges are non-refundable. 5 OAK BROOK BUTLER GOVERNMENT CENTER APPLICATION FOR USE OF THE FACILITY If approved, any required Certificate of Insurance must be submitted to the Village at least twenty-four(24) hours prior to the use. Please carefully read the administrative regulations governinq the use of the facility before submitting the application. Please answer each question on the application and carefully review the hold harmless/indemnification at the end. If signed on behalf of an organization,the application must be signed by a responsible supervisor of the organization over the age of 21. APPLICANT CONTACT INFORMATION Name of Requesting Party Address Phone No. Name of Organization Address Phone No. FACILITY AND EQUIPMENT REQUESTED Facility Requested Alternate Choice Equipment Required Date(s) Requested Alternate Date(s) Time Requested to NATURE/PURPOSE OF USE Nature/Purpose of Use Refreshments to be served Extra equipment and supplies to be brought in Special services required Registration fee, collection or charge for event Total number of persons expected to attend Number of persons under the age of twenty-one (21) 6 Any User requesting use of the facility agrees to indemnify and hold harmless Village of Oak Brook, Cook and DuPage Counties, Illinois (the "District"); the Board of Trustees (the"Board"), its members, employees and agents, in their official and individual capacities, from any claim, cause of action, loss, judgment, injury or expense, including but not limited to, attorneys' fees and expenses of litigation arising out, and incidental to the use of facility. As well, the User agrees to defend against any lawsuit, claim or cause of action brought against the Village, the Board, its members, employees and agents, in their official or individual capacity, arising out of, or incidental to, the use of facility. It is further understood and agreed that the Village assumes no obligation or responsibility in connection with the use of the requested facility. In addition, the User covenants not to sue the Village, the Board, its members, employees and agents, in their official or individual capacities for any alleged loss, judgment, injury, or expense which arises as a result of the use of the facility. Lessee further agrees to assume all costs for repair or damage to the facility or their contents during the period of use of the facility. The User further agrees to abide by the rules, regulations and policies of the Board which are incorporated herein by reference. I HAVE READ THE AGREEMENT AND REGULATIONS AND UNDERSTAND THAT THE USER MUST FULLY ADHERE TO THE REGULATIONS OR THE USE AGREEMENT MAY BE IMMEDIATELY TERMINATED BY THE VILLAGE. IN ADDITION, I AM FULLY AWARE AND UNDERSTAND THE RESPONSIBILITIES AND OBLIGATIONS OF THE HOLD HARMLESS AND INDEMNIFICATION AGREEMENT SET FORTH IN THE REGULATIONS. Name Position Dated: Organization 7