Abraham Lincoln Council, BSA Facility Use Agreement

1. No one/group may use council property/equipment without approval. Properties/equipment must be requested through the Council Service Center at least 1 week in advance.
2. All fees MUST accompany the reservation form in order to secure your reservation.
3. Non-BSA organizations MUST complete a Hold Harmless Agreement and submit a certificate of insurance naming the Abraham Lincoln Council, BSA as an additional insured with a minimum coverage of $1,000,000.
4. All necessary paperwork MUST accompany the reservation form to guarantee your reservation. Failure to submit all necessary paperwork may result in forfeiture of deposit and non-availability of reserved campsite. In the event of a scheduling conflict, the conflict will be resolved by received date of application. (NOTE: Council scheduled activities always take priority.
5. Group leaders must check in with the Camp Caretaker or their designee upon arrival. This should be no later than 10:00 pm nor earlier than 7:00 am unless specific arrangements have been made in advance.
6. Group leaders must check out with the Camp Caretaker or their designee prior to leaving the property.
7. Groups must have two adults present at all times, with one 21 and over (second can be 18 and over). The group leader is respon-sible for each member of the group regarding the health, safety and conduct whilst on the property.
8. The Camp Caretaker or their designee has the authority to expel any group from the property in case of violation of these rules if conduct warrants such action. The Scout Oath and Law are to be observed at all times.
9. Use of camp lakes and waterfront adjacent to council property is permitted, unless otherwise posted. Fishing is permitted in ac-cordance with state law.
10. Vehicles are restricted to paved or gravel roads and are not to be left unattended unless they are in established parking areas. Speed should be limited to no more than 15 mph. Do not drive on grass or into campsite areas unless instructed to do so by the Camp Caretaker or their designee.
11. Passenger vehicles must not exceed their seat belt capacity. Riding in the bed of trucks or trailers is strictly prohibited.
12. Bicycles are restricted to areas designed for their use. Helmets and other warranted safety gear is required.
13. Other motorized vehicles, such as, moped, motorcycles and jet ski’s are strictly prohibited.
14. Hunting is not permitted.
15. Privately owned firearms are prohibited on council property. Shooting Sports may only be run in accordance with BSA regula-tions.
16. Users of council property are refrained from entering areas designated “Off Limits”.
17. No conservation projects or campsite alterations are to be undertaken without prior approval. Such requests are to be sub-mitted in writing at least 60 days prior to the intended project. An approved list of projects is kept by the Caretaker, which do not require prior approval. Cutting of firewood is restricted to dead and downed trees. Please adhere to the Outdoor Code.
18. Camp and ceremonial fires are to be built in established fire rings and other designated areas. Fires must not be left unattend-ed. The caretaker or his designee has the authority to limit or restrict fires depending on existing fire danger conditions.
19. Transport onto or the use of fireworks is absolutely prohibited on council property.
20. Transport onto or the use of alcohol and illegal drugs is absolutely prohibited on council property.
21. Areas designated as non-smoking, shall be adhered to.
22. Garbage removal is the responsibility of the group. The ALC does not provide for garbage collection.
23. Activities scheduled for council property must be confined to the property boundaries.
24. ALC assumes no responsibility for damage, loss or theft of personal property. Keep vehicles and equipment locked while un-attended.

Rental Procedures and Policies

1. Abraham Lincoln ALC Policies (referred to as ALC from here forward): Renter must comply with all terms of this Agreement, as well as applicable laws, rules, and regulations as specified. The interested facility’s policies, rules, and regulations can be located on our website at www.alincolnscouting.org.  

2. Parking: Parking is limited to designated parking areas only. These can be found by marked signs and/or by looking at maps of each facility.

3. Protection of Minors Policy: Renter’s Representative and Signatory to this Agreement represent that they have read and understand Safeguarding Youth Policies attached to the document. See appendix A

4. Decorations: Decorations may not compromise public safety or create risks of facility damage. They shall not interfere with access to entrances/exits. Decorations must be free-standing, including signs. Nails, tacks, staples, scotch tape, duct tape, and other such devices to affix materials to surfaces are prohibited unless tack strips are provided in the building. Masking tape or quick-release tape, painter’s tape, or poster putty for securing decorations is permitted. No candles or open flames (electric candles acceptable), no signage or decorations including glitter or confetti are permitted without approval of the ALC Representative. Please note that the ALC does not supply extension cords, tape, power strips, or other supplies. The Renter is responsible for removing all decorations upon conclusion of the event.

5. Floors: Nothing may be used to secure items to any floor surface. If cleaning the floors for Scouting events or to prevent deposit from being forfeited, only provided cleaner in the supply closet may be used. Do not put mops away that are wet or hang in the storage room closet. They go outside to the designated areas.

6. Outdoor Cooking & Grilling: Absolutely no cooking or grilling on back decks, balconies, or porches. Outdoor cooking and grilling are permitted at a minimum of 10 feet away from all buildings.

7. Damages: Renter is responsible for any damage to facility and/or premises because of any act or omission of Renter, its employees, contractors, services vendors or volunteers. Renter will be billed for costs associated with any repairs or replacement, minus deposit. If deposit does not cover the entire cost the difference shall be invoiced to the Renter and due 30 Days from the date of the invoice.

8. Contractors, Caterers, Service Vendors: A) Must sign these Procedures and Policies Document and all applicable Appendix’s. B) Must follow all rules, regulations, and policies of local authorities, the State, and Federal Law. Any violations and fines will be the Renter’s responsibility should any be assessed.

9. Clean-up: A) Renter is responsible for emptying all trash cans including all bathrooms and adding new liners into each. Place trash bags at the bottom of each waste basket, please add extras from the supply closet. Take all trash to the dumpster. B) Put all chairs and tables into the storage room after your event. C) For Scouting events, mop meeting room floors, kitchen floor, dry storage floor and in front of the walk ins. Please hang wet mops in the designated areas. Do not put away mops that are wet or hang in the storage room closet. D) Secure all doors, making sure they are locked. Check all the panic bar doors to make sure they are locked by the hex key located near each door. E) Sweep off the front porch if necessary. F) Make sure lights in the freezer and refrigerator are turned off, and the door shut. For the walk-in fridge, be sure to sweep, mop, and clean any spills on shelving and surfaces. Please sweep the walk-in freezer. G) For walk-ins and dry storage, food can only be left with prior approval from the ALC in designated areas. For regular home-style fridges, nothing may be left, please take them home as they will be thrown away H) Set thermostats to 65 Heating or 78 cooling depending on time of the year. I) Turn off all light’s when leaving. J) Leave all interior doors how they were when you got there. K) Lock main and kitchen doors by touching the LOCK ICON on the door lock. See Appendix D or E for Cleaning Checklist that is specific to your rental.

10. Alcoholic Beverages: ALC Alcoholic Beverages Regulations and Procedures are handled through the ALC Office for this contract. Please see Appendix B for full details on this policy and attach if you intend to have alcohol at your event.

11. Tobacco-, Vape Policy: These are not permitted in or around buildings, program areas, or around minors. All tobacco products must be used in the vehicles in the designated parking spots or outside the main caretaker’s gate.

12. Cannabis-Free Policy: The ALC prohibits use of cannabis products on all properties of the ALC, both indoors and outdoors, including parking lots, sidewalks, and common areas. The possession, use, sale, or distribution of such products on ALC properties is strictly prohibited.

13. Admission Refusal or Ejection: The ALC may refuse to admit any person or may reject any person whose conduct, in the opinion of the ALC, is illegal, disorderly or disruptive, or who fails to comply with any rules or regulations of the ALC or local, state or federal law.

14. Publicity: “Abraham Lincoln Council, Scouting America” or “ALC” may be used in publicity materials ONLY to designate the location (Scouting America may not be abbreviated). This implies NO endorsement of the event. The ALC name or logo may NOT be used for any sponsorship endorsement or publicity for an event to be held at the ALC facility without prior approval by the Scout Executive.

15. Independent Contractor: The parties are independent contractors with respect to each other. Nothing in this agreement shall create any association, partnership, joint venture, or agency relationship between them.

16. Facilities Usage: ALC facilities will not be used for any activity which is inconsistent with Federal or State law and ALC policies. Renters and individuals using ALC facilities must comply with all reasonable requests related to such usage made by ALC officials. Such requests may include employment of ALC attendants or ushers to ensure the proper usage of the facilities, and obtaining health care services, security, or other personnel, or the use of non-ALC owned equipment.

17. Force Majeure: ALC shall be excused for its non-performance of this agreement caused by labor disputes, accidents, government regulations or restrictions upon travel or transportation of materials or supplies, acts of war, acts of God or other causes beyond the reasonable control of the ALC.

18. Waiver of Liability: The ALC assumes no responsibility or liability for any loss which may result to the Renter, canceling or terminating this agreement due to destruction of or damage to ALC facilities. The Renter agrees to waive, release, and discharge ALC, its members, officers, agents, and employees from any and all liabilities for any loss, damage or destruction of such facility that may be sustained. Appendix C must be filled out and included with this document for non-Scouting Vendors.

19. Cancellation: 30 Days prior is a full refund. Anything between 2 weeks and 30 days is a 50% refund. Within 2 weeks of the event, a refund is at the discretion of the event coordinator or staff advisor. Refunds are only granted in cases of emergency. Unless otherwise stated.

20. Notices: All notices provided under this Agreement, including a change in mailing address, will be effective only upon actual receipt by ALC and only if made in writing and delivered by hand delivery, email, or United States postal service (or any commercial delivery service, so long as ALC does not have to sign for acceptance of the document).

21. Choice of Law: This Agreement shall be interpreted, and disputes resolved by application of Sangamon County and Illinois law without regard to its conflict of laws principles.

22. Assignment: Renter may not assign this Agreement without the written consent of an authorized ALC Representative.

23. Entirety: This Agreement, and the exhibits thereto, constitute the entire agreement between the parties with respect to the subject matter and supersede all prior communications and agreements between the parties regarding the same. Unless expressly permitted in this Agreement, no change shall be valid unless made in the form of a written amendment and signed by each party’s authorized signatory.

Renter certifies that they have read and understand the foregoing Agreement and agree to be bound by it.

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30 Days prior is a full refund. Anything between 2 weeks and 30 days is a 50% refund. Within 2 weeks of the event, a refund is at the discretion of the event coordinator or staff advisor. Refunds are only granted in cases of emergency. Unless otherwise stated.