Title/Name/Summary
Intergovernmental Agreements with School District 135
History
As you know, in 2007 the Village Board agreed to extend its expiring agreement with School District 135 for one year in order to allow time to sort out issues with scheduling school facilities. At that time there were two major issues to discuss; the scheduling of school-owned facilities for Village use and the scheduling of school-owned facilities used by outside organizations.
For many years the Village had acted as an intermediary between the athletic organizations and the District. The Village already had the appropriate software and was working with those same groups to schedule time in and on Village-owned facilities. It made sense to merge the scheduling and give groups one point of contact for reserving fields and gymnasium spaces. When we met in 2007, the School District suggested that they were interested in scheduling their own facilities as it had become increasingly difficult to schedule their maintenance of gymnasiums without total control of when users would begin and end use. At that time there was consideration to take over all scheduling for both indoor and outdoor facilities.
Another issue discussed was that the School District was concerned they could not accommodate the Village summer camp in their facilities due to planned maintenance during summer 2008. Village staff expressed a willingness to relocate to another district-owned facility and the School District was able to find appropriate space at Liberty school. The Village was the only user of this facility during the summer, so the District asked that the Village agree to pay for the added HVAC costs during the weeks of our program. Staff requested an estimate of the costs for HVAC and agreed to pay the actual cost up to a maximum of $4500.
In early 2008, the School District requested that we have separate agreements for indoor and outdoor space. Following a great deal of discussion, it was determined that the Village would continue to schedule and maintain only the outdoor athletic fields for the School District as most of their fields are immediately adjacent to those owned by the Village. This will assist all field-users as they work to establish reservations for their seasons. The two agreements are attached as is a summary of the new provisions.
Staff recommends approval of these agreements.
On January 26, 2009 this item was reviewed and approved by the Recreation Committee and referred to the Board for approval.
Financial Impac
Up to $4500 in HVAC cost for use of the District facility for day camp and all costs associated with field and playground maintenance at school district facilities throughout the term of the agreement.
Recommended Action/Motion
I move to approve the Intergovernmental Agreement for Outdoor Facilities and the Letter of Agreement for Use of Indoor Facilities with School District 135.