Boys & Girls Clubs of Deep East Texas Facility Usage Agreement

941 Tower Road, Nacogdoches, TX 75961 | (936) 560-6844

GENERAL POLICIES, PROCEDURES AND REGULATIONS GOVERNING THE USE

OF BOYS & GIRLS CLUBS OF DEEP EAST TEXAS’ FACILITIES

Policy Statement


It is the intent of the Boys & Girls Clubs of Deep East Texas that the facilities of the Club be used fully in furthering the development of Club principles and ideals within the community. Therefore, it is intended that the facilities be available for use by all within the rules and regulations defined below. These rules and regulations are established to ensure that the facilities are available to all on an equal basis and that maximum use is made of them toward the common good, without placing an undue financial burden on the Club organization. No organization intending use contrary to the Club guidelines may be granted permission to use the facilities.

 

Advertisements


Any materials or advertisements with the Boys & Girls Club name or logo must be approved by the Boys & Girls Clubs of Deep East Texas, President/CEO. Failure to get pre-approval on materials could result in cancellation of contract.

 

Eligibility for Use


The facilities of the Boys & Girls Club are available for use by the members of civic, charitable, or like organization wishing to use the facilities at times that are not scheduled for the general membership. Boys & Girls Club programming will be of highest priority. Priority use is as follows:
             1. Boys & Girls Club Activities and Events.
             2. Groups associated with Club programs (i.e. basketball teams, Parents Auxiliary,

                 Contracted Classes, etc – Staff Cost)
             3. Club Patrons and Benefactors – Rental Fee
             4. Other Non-Profit / Charitable Groups – Rental Fee
             5. Other Private Groups – Rental Fee
In general, Boys & Girls groups and supporters will be given preferential consideration at all times.

 

Scheduling


Groups may schedule activities no more than 12 months in advance and for regular use for a period of time not to exceed six months. The President/CEO or Board of Directors may unilaterally cancel the agreement at any time by giving a two-week notice. If the group ceases its use, the Unit Director of the reserved facility must be notified immediately

 

Hours of Use


The Boys & Girls Clubs facilities will be available on weekdays (Monday – Friday) from 8:00am to 2:00pm and 9:00pm to 10:30pm during school months and from 6:00pm to 10:30pm during summer months. Weekend use will be: Summer months, Saturday and Sunday, 9:00am to 10:30pm; School months, Saturday, 5:00pm to 10:30pm; Sunday, 9:00am to 10:30pm. All hours will be contingent upon the availability of staff to supervise the particular activity. A staff member must be in attendance at any time the Club facilities are being used by outside groups. Staff will arrive 15 minutes before the rental or birthday time. Any other rental hours must be approved by the President/CEO of the Boys & Girls Clubs of Deep East Texas.

 

Procedures


All groups wishing to use Club facilities must complete the form provided for this purpose and present it to the Unit Director of the facility requested. If the request falls within the policies set forth, the Unit Director will review the request and determine if the date and time are available. The Unit Director will make his recommendation and forward the request to the President/CEO for final approval. One time, short term requests can be approved by the Unit Director and forwarded to the President/CEO. An individual must be appointed by the using group to accept the responsibilities associated with being granted the use of the facilities and will sign a statement that those responsibilities are accepted. If special circumstances arise, the President/CEO may ask the advice and consent of the President of the Corporate Board of Directors.