AUTHORITY: Implementing and authorized by Section 65 of the Military Code of Illinois (Ill. Rev. Stat. 1987, ch. 129, par. 220.65, as amended by P.A. 85-1241, effective August 30, 1988).

SOURCE: Adopted at 13 Ill. Reg. 5098, effective March 10, 1989.

SUBPART A: POLICIES REGARDING RENTAL OF NATIONAL GUARD ARMORIES

 

Section 1510.100  General Policy

 

It is the policy of the Adjutant General that Illinois National Guard armories will be made available for reasonable and legitimate activities and, to that end, armory managers and maintenance/janitorial supervisors (hereinafter referred to as "armory managers") will allow such use.

 

Section 1510.110  Insurance Requirements

 

a)         Proof of insurance is required.  A certificate of insurance issued by the company/broker must be returned to the Office of the Adjutant General along with the signed contract and must indicate that the lessee's insurance coverage extends to the armory by armory name and address.

 

b)         Dram shop coverage is required in addition to liability and property loss/damage for any event selling or serving alcohol.

 

c)         Exceptions to the requirement for insurance are:  

 

1)         Rental to other state or federal agencies; and

 

2)         Use by military units for social activities or other unit-sponsored activities.  However, if liquor is sold/dispensed, dram shop insurance is required.

 

Section 1510.120  Use by Civilian Agencies

 

a)         Use as a Polling Place:  Armory space will be made available as a polling place without charges.  Armory clean-up and security will be provided from Department resources.

 

b)         Use as an Emergency Evacuation Shelter:  The Adjutant General will consider the use of an armory as an emergency evacuation shelter for hospitals, nursing homes and the like (for periods not exceeding 72 hours) as part of an institutional plan to cope with disasters.  However, such prospective users will be advised that in a disaster, the National Guard may need the facility for disaster aid operations at the direction of the Governor.

 

Section 1510.130  Long-Term Space Rental and Extended Contracts

 

Prior to entering into any rentals requiring long-term relinquishment of space (i.e., either office, classroom or assembly areas), a letter prepared by the armory manager will be forwarded through military channels to the Assistant Adjutant General – Army, Department of Military Affairs, hereinafter referred to as DMAIL, for review of impact on the Illinois National Guard mission by the loss or reduced availability of the space (e.g., interference with training or operations).  The Assistant Adjutant General – Army will advise the Adjutant General on suitability of the rental.  Armory rental, vending machine contracts or concession contracts cannot be for more than one year.  Charges for these contracts will be computed for the entire rental period when the contract worksheet (see Section 1510.Appendix A) is prepared, and the lessee will submit payment for at least one month's use when the contract is signed.  All charges for succeeding months use will be paid within 15 days after receipt of a monthly billing from the Office of the Adjutant General.

 

Section 1510.140  Alcoholic Beverage Policy

 

a)         Alcoholic liquors may be delivered to and sold at retail in any building used as an Illinois State Armory provided:  

 

1)         The lessee obtains State and local liquor licenses, and submits them to the Office of the Adjutant General prior to the event;

 

2)         The lessee selling or dispensing the alcoholic liquors has provided dram shop liability insurance so as to save harmless the facility and the State from all financial loss, damage or harm; and

 

3)         If catered, the caterer must have the required liquor licenses and dram shop insurance to dispense alcoholic beverages for a lessee in the armory.

 

b)         When liquor is not served or sold during rentals, signs must be posted in prominent places stating that all alcoholic beverages are prohibited. If tickets are to be printed by organizations for functions to be held in the armory where no liquor is served or dispensed, a "No Liquor On Premises" statement must be imprinted on the tickets.

 

Section 1510.150  Areas Available for Rental

 

The following armory areas will be considered for rental:  

 

a)         Assembly area;

 

b)         Classrooms;

 

c)         Supporting restroom facilities;

 

d)         Indoor ranges; and

 

e)         Armory's kitchen facilities, but only with qualified National Guard personnel on hand to supervise the use and clean-up.

SUBPART B: RESTRICTIONS ON RENTAL OF NATIONAL GUARD ARMORIES

 

Section 1510.200  Restrictions on Rental Activities

 

a)         Neither the lessee, nor any exhibitor or merchant occupying floor space will engage in the sale of merchandise or services of any kind without prior approval of the Adjutant General.  When deciding whether to grant such approval, the Adjutant General will consider the following factors:

 

1)         Whether there will be damage to armory property as a result of the rental;

 

2)         Whether the event will endanger the community, armory personnel, or participants;

 

3)         Whether the merchandise or services are of an obscene or lewd nature; and

 

4)         Whether the armory can accommodate the anticipated event or crowds.

 

b)         The armory will not be rented to any organization or individual for any of the following or similar functions:  

 

1)         Professional sports;

 

2)         Midget auto racing;

 

3)         Roller skating;

 

4)         Gambling of any kind;

 

5)         Obscene or lewd entertainment; and

 

6)         Rock concerts.

 

Section 1510.210  Measures Required to Prevent Armory Damage

 

a)         The armory will not be rented when such use will cause damage to the floor or other facilities (e.g., heavy equipment).  In any event where vehicles are to be on the floor, they must be drained of gasoline prior to being moved in and the floor properly protected from oil drippings.

 

b)         The armory will not be rented for any use where liquified petroleum gases in any form are involved.

 

c)         Arrangements for heavy electrical loads for rentals must be arranged between the lessee and local utility company.  Payments for extra electricity will be made by the lessee directly to the utility.  The electrical panel boxes in the armory will not be used for running additional power cables.

 

d)         The lessee will make no alterations or additions to the armory without the written approval of the Adjutant General.  The lessee is liable to the State of Illinois for damages arising out of the use of the armory.  In deciding whether to allow a requested alteration or addition, the Adjutant General will consider the following factors:

 

1)         Whether the alteration or addition will damage armory property;

 

2)         Whether the alteration or addition will be dangerous or hazardous (e.g., exposed electrical cable);

 

3)         Whether the alteration or addition will affect military operations or training or future rentals;

 

4)         Whether the alteration or addition will adversely affect the appearance of the armory (e.g., bright paint); and

 

5)         Whether the alteration or addition will be temporary or permanent.

 

e)         No smoking will be permitted on the armory floor.

 

Section 1510.220  Armory Indoor Range Rental

 

a)         The lessee must agree that all firing will be done under the supervision of competent instructors, and that there will be a minimum of two persons present on the range when the range is in use.  Safety precautions will be strictly adhered to at all times, and the armory manager shall have the right to close the range at any time such precautions are not being followed.  Arms and ammunition must adhere to the following specifications: only .22 caliber rifles will be used in armory ranges; handguns up to .45 caliber are authorized.  All ammunition must be non-jacketed, low velocity.

 

b)         State and federal law enforcement agencies may use indoor ranges without providing insurance coverage.  County and municipal law enforcement agencies will provide proof of self-insurance or proof of insurance policy coverage.

 

c)         Gun clubs and other private groups renting the range must provide insurance coverage.

 

d)         Prior to use, the lessee must provide the armory manager with a list identifying those individuals who will use the range.  Each person using the range must sign in and out on a log furnished by the armory manager.

SUBPART C: STANDARD LEASE REQUIREMENTS

 

Section 1510.300  Lease Procedures and Preparation of Paperwork

 

In order to initiate the rental of an armory, the interested party should contact the armory manager who will prepare an Armory Rental Contract Worksheet (DMAIL Form 22) for each lease.  See Section 1510.Appendix A.  Rent, operating costs, security and clean-up costs, and any additional costs will be computed and recorded on the worksheet, but the armory manager will not collect monies from the lessee.  The armory manager will brief the lessee on the rental and insurance requirements. The worksheet will then be forwarded to the Administrative Assistant at the Office of the Adjutant General where, if the proposed rental is approved, a contract will be drafted and sent to the lessee for approval and signature.

 

Section 1510.310  Payment of Rental Fees

 

a)         The Administrative Assistant will prepare a bill in accordance with the rate schedule shown at Section 1510.Appendix B for the rental payment and forward it to the lessee with the proposed contract.  The lessee will return the signed contract, check, proof of insurance, and any other required documentation to the Administrative Assistant.

 

b)         Unless other arrangements are made with the armory manager at the time of preparation of the armory rental worksheet, the lessee will submit payment in full for a one-time rental of the armory at the time the contract is signed.  In all other cases, the lessee will pay all bills in full within 15 days after receipt.

 

Section 1510.320  Security Requirements

 

a)         All after-normal-duty-hours rentals require that the facility and the military equipment be safeguarded by National Guard personnel.  The lessee will be charged for the required security personnel if they are not normally working at the time of the event.

 

b)         Security personnel are accountable to the armory manager and not to the lessee.  They are hired to insure that the facility and government property are safeguarded.  They will not be engaged in maintaining order or crowd control at the lessee's activity.

 

Section 1510.330  Clean-up of Armory Facilities After Use

 

a)         Clean-up after a rental will be accomplished within 24 hours to an "as found" condition as determined by the armory manager who shall inspect the area prior to the rental with a representative of the lessee if he desires to be present.  This is the lessee's responsibility to either clean the armory or hire personnel to clean the armory.  If the lessee desires, the armory manager is authorized to hire personnel for this task and charge the lessee.

 

b)         If clean-up is done by the lessee, it will be under the supervision of and to the standards of the armory manager.

 

Section 1510.340  Termination of Lease

 

The Adjutant General reserves the right to terminate the lease without notice to the lessee whenever the armory is required for military purposes (e.g. training or Federal mobilization) or disaster aid operations at the direction of the Governor.  In all other cases, either the Adjutant General or the lessee may terminate the lease upon two weeks' advance notice, in writing, to the other party.

 

Section 1510.350  Hold Harmless Provision

 

All lessees, except State and Federal agencies or military units, will be required to enter into "hold harmless" agreements to provide for indemnification of the State of Illinois or its agents and employees.

Section 1510.APPENDIX A   ARMORY RENTAL CONTRACT WORKSHEET

 

1.

ARMORY:

MANAGER:

2.

LESSEE (Complete name of Organization)

ADDRESS:

,

,

Street

City

Zip

PHONE:

IF APPLICABLE:

Illinois Tax Number

Federal Tax-Exempt Number

Not-For-Profit Certification Number

3.

PERSONS AUTHORIZED TO REPRESENT LESSEE: (Contract will be mailed to this address for signature.)

Name:

SSN:

Address:

City, St, Zip:

Phone:

Business:

Home:

4.

DESCRIBE IN DETAIL HOW THE ARMORY WILL BE USED:

5.

WILL THERE BE INCOME TO THE LESSEE BEECAUSE OF THIS USE THROUGH:

a.

Ticket sales

Program sales

b.

Sale of Advertising

Concessions

c.

Contributions

Vending

d.

Subletting

Other

6.

HOW IS THE LESSEE USING THE INCOME FROM THIS RENTAL:

7.

ESTIMATED NUMBER OF PEOPLE ATTENDING THE EVENT:

8.

DATE/HRS REQUESTED:

(attach schedule sheet if required)

Date(s)

Time (From – To)

Total # Hours

9.

Will alcohol be served

or sold

Yes or No

Yes or No

10.

AREAS OF ARMORY TO BE RENTED:

Assembly area:

(Includes supporting hallways and restrooms

Classrooms:

Room numbers or identification

11.

INSURANCE

I understand I MUST submit a certificate of insurance as proof of liability and property damage coverage along with the signed contract. I understand also that if liquor is to be served, I will be required to show proof of Dram Shop Insurance. The insurance certificate must reflect that liability and property damage/loss coverage has been extended to the armory being rented.

12.

RENTAL CHARGES:

a.

Total number of hours this rental (to be multiplied times the hourly rate shown in Appendix B which includes routine clean-up and security charges).

b.

Subletting fees (if applicable). Number of spaces to be sublet: ____; at $_____each, for a total of $_____. DMAIL fee – 15% of total:

c.

Total number of hours Armory Manager administration (preparation of payrolls and rental oversight)

d.

Adjustments to rental charges (to be multiplied times the hourly fee for that service as shown in Appendix B); may be adjusted upward or downward:

1.

Total of number of hours clean-up required:

a)

By DMAIL janitorial personnel

b)

By personnel hired by DMAIL pursuant to contractor's authorization

2.

Total number of hours security required:

a)

By security personnel during normal duty hours

b)

By personnel hired by DMAIL during non-duty hours pursuant to contractor's authorization

13.

How is contract to be paid:

a.

Paid in advance in full when contract is signed (required payment method for all one-time use rentals and lessee's option for all others)

b.

*Semi Annually

c.

*Quarterly

d.

*Monthly

*  Lessee's option for all leases except one-time use rentals – payments will be due 15 days after each billing from DMAIL

I have read the foregoing and understand the charges for my rental will be determined by the Office of the Adjutant General upon receipt of this worksheet, and that a contract will be prepared and forwarded to me for my signature. I further understand that I am under no obligation to enter into this contract when forwarded to me for signature.

Lessee's Signature

I recommend approval of the proposed rental on the term described on this worksheet.

Armory Manger

ALL QUESTIONS MUST BE ANSWERED TO ENSURE PROMPT PROCESSING OF CONTRACT, IF NOT APPLICABLE ENTER N/A.

 

 

Section 1510.APPENDIX B  Armory Rental Rate Sheet

 

ARMORY RENTAL RATE SHEET

 

Rates shown include routine security and clean-up.  Rates are subject to increase when an activity will require additional clean-up and/or security. Rates will be adjusted downward when an activity requires less than usual clean-up and security.  Rates for clean-up and security are $8.00 for each hour required.  Administration fees are $9.50 per hour.  Fees for subletting are 15% of total planned space/exhibitor fees.

 

		HOURLY RATES
		Assembly Area			Classroom
		20,000 SF or less	*More than 20,000 SF
1.	Charities (with federal tax exempt number); or other groups which donate 100% of net profit to humanitarian efforts on behalf of the physically or mentally handicapped or the under-privileged, or for the treatment or prevention of illness.	25.50	36.40		19.00
2.	Government Agencies (Federal, State, or local)	22.60	30.60		18.00
3.	Park & Recreation Districts for recreational programs; or school athletic programs/team practices	28.50	42.40		22.00
4.	Not-for-profit groups organized under the Illinois GENERAL NOT FOR PROFIT CORPORATION ACT OF 1986 (Ill. Rev. Stat. 1987, ch. 32, par. 101.01, et seq.)	33.00	51.40		25.00
5.	Other persons, groups, or organizations	48.00	81.40		32.00

 

*Broadway, Chicago Avenue, General Jones, Northwest and Rockford Armories.

 

Rates for Indoor Ranges (Beardstown, Marseilles, North Riverside and Springfield only).  Use by any group is limited to 2 hours per week at Marseilles and Springfield.  Rates include routine clean-up and security.

 

1.  Government Agencies:  $ 16.00 per hour

 

2.  All Others:  $ 20.00 per hour