Facility Use Policy

Approved September 11, 2011

Contents

  1. INTRODUCTION
  2. STEPS TO FACILITY USE SCHEDULING
  3. FEE SCHEDULE
  4. RULES, REGULATIONS, AND PROCEDURE NOTES
  5. APPENDIX Facility Use, Release, and Indemnity Agreement for Type 2, 3 and 4 Groups. [These items are not available on the web site and are obtained directly from the Property Committee.]

 

0. INTRODUCTION

The primary purpose of Concord Monthly Meeting of the Religious Society of Friends (also known as Concord Friends Meeting) is to provide a welcoming Quaker spiritual community for those in sympathy with the faith and practice of Friends.  Following from the Meeting’s purpose, this policy has been adopted by the Meeting to serve as a guide for all those who wish to use the building.  Meeting programs and those of other Friends have first priority when it comes to the use of the facility. However, the Meeting is pleased to expand its service and outreach to the wider community by offering the use of its facilities when appropriate.

The Meeting has a special relationship with the Appalachian Mountain Teen Project and uses by the AMTP are guided by a separate “Joint Use Agreement.”  Listed in order of priority below (to rank competing requests for use on the same dates) the Meeting has established four types of uses.

  • Type 1. Meetings or events sponsored by other Quaker Meetings and committees, or groups to which Concord Friends Meeting belongs through membership.
  • Type 2. Nonprofit groups of which a Meeting member/attender is also a member and private uses by Meeting members/attenders.  The member/attender will be present at the event.
  • Type 3. Other religious/spiritually based groups and nonprofits with missions supported by the Meeting.
  • Type 4. Other nonprofits, for profit corporations, and individuals.

Building use activities fall under the jurisdiction of the Property Committee of the Meeting and/or the Meeting as a whole through its Monthly Meeting for Business.  No commitment for building use is finalized until the Facility Use Confirmation Form has been mailed or the Facility Use, Release and Indemnity Agreement Form has been completed and executed by the Property Committee or an officer of the Meeting and the parties using the facility.

Most uses of the facility are one-time uses or uses in a definable series, such as a course offered within a given time frame.  There is limited availability for ongoing regular meetings, for example, other religious services, a regular meeting of a nonprofit board of trustees.  Rental arrangements for ongoing use of an indefinite period are negotiated with the Property Committee and must be approved by the Monthly Meeting for Business.  This process could take several months for consideration from the date of the request.  All aspects of this policy, except the Fee Schedule, are applicable to such on-going rentals.

Approval for use of the facility does not constitute or imply endorsement of any group, its mission, or its positions.  Groups approved to use the facility must not advertise the event in such a way as to imply endorsement by the Meeting.

The Meeting has established rules and regulations for the use of its facilities.  Some of these are for convenience.  Others derive from firmly held principles at the core of the faith and practice of Friends.  Careful adherence to all rules and regulations set forth below is a requirement for use of Meeting facilities.  Please give full consideration to these requirements prior to submitting an application for use and again prior to the event.

Included in this guide are the following:

  1. Steps to Facility Use Scheduling
  2. Fees for Facility Usage
  3. Rules, Regulations, and Procedure Notes
  4. Application for Facility Use
  5. Facility Use Confirmation Form
  6. Facility Use, Release and Indemnity Agreement Form

Items 4, 5, and 6 are not available on the web.

  • Application for Facility Use – Type 1 Groups
  • Application for Facility Use – Type 2 Groups
  • Application for Facility Use – Type 3 & 4 Groups
  • Facility Use Confirmation – Type 1 Groups

 

1. STEPS TO FACILITY USE SCHEDULING

  1. If you have never been to the meetinghouse, a site visit prior to requesting use of the facility is strongly recommended.  This can be arranged by contacting the Property Committee at PropertyCommittee [at] ConcordFriendsMeeting [dot] org (Subject: Facility%20Use)
  2. Complete the Facility Use Application (included in this guide) with attachments of any additional information that might be useful in determining if your event can be accommodated.
  3. Return the application to the Meeting (11 Oxbow Pond Road, Canterbury, NH 03224-2043) or to the current Clerk of the Property Committee 2 months in advance of the event, and notify PropertyCommittee [at] ConcordFriendsMeeting [dot] org (Subject: Facility%20Use) that you have mailed the agreement.  The Meeting will then evaluate your request, and you will be notified if it is approved or not approved as soon as possible.  If a prompt determination cannot be made, you will be contacted directly.
  4. Upon approval a Facility Use Confirmation Form for Type 1 uses will be mailed as your confirmation.  For Type 2,3 or 4 uses, a Facility Use, Release and Indemnity Agreement will be mailed to you for your signature and return along with your rental deposit to secure your event date(s).

 

2. FEE SCHEDULE

The cost associated with use is associated with the types of uses referenced in the Introduction.  Adherence to all aspects of this Facility Use Policy is required whether or not there is a set cost of such usage.

  • Type 1. The meeting seeks to provide use at no cost for Type 1 uses.  Event dates are secured when confirmed by receipt of the Facility Use Confirmation Form.
  • Type 2. This use is approved with a request that the group make a donation to the Meeting that is commensurate with the user’s budget and/or the available resources of the attendees.  Event dates are secured when confirmed by receipt of the executed Facility Use, Release and Indemnity Agreement.
  • Type 3. Similarly, this use is approved with a request from the Meeting that the group make a donation to the Meeting that is commensurate with the user’s budget and/or the available resources of the attendees.  Event dates are secured when confirmed by receipt of the executed Facility Use, Release and Indemnity Agreement and a deposit of 50% of the Sexton Fee or $75.00 whichever is greater.  The Sexton Fee, in addition to the building use donation described above is for the provision of personnel to open, close, mind and clean the building.  Contact the property committee for the current hourly rate.
  • Type 4. The fee for building use is $100 for each 4 hour period, or part thereof, plus the Sexton fee.  Event dates are secured when confirmed by receipt of the executed Facility Use, Release and Indemnity Agreement and a deposit of 50% of the agreed price for building use and Sexton Fee (see Type 3).

 

3. RULES, REGULATIONS, AND PROCEDURE NOTES

  1. ALL USERS – PLEASE BE INFORMED

    The Meeting requests that responsible parties be well informed of the Meeting’s rules, regulations, and procedures.  We expect that you will inform your participants of our expectations and make the necessary provisions to adhere to our needs in advance of your event.

  2. BREAKAGE AND INJURY

    All persons and/or groups using the facilities are expected to exercise reasonable care and judgment in such use in order to prevent defacement, damage, breakage, or injury. The persons signing the Room Use Agreement shall be responsible for paying costs incurred by the Meeting in cleaning, repairing, or replacing any part of the building or its furnishings and equipment which in the judgment of the Property Committee has been carelessly or irresponsibly subjected to more than normal wear and tear by the persons or group involved.  The Meeting may require evidence of a general liability policy and an event rider naming the Meeting as an “also insured.”

  3. ROOM SETUPS

    All rooms have standard setups. Those using the facilities may alter these setups for their own use so long as the rooms are restored to their standard setups at the end of use.   Not applicable to Type 3 and 4 uses.

  4. SMOKING POLICY

    All participants in events of  groups using the facilities shall abide by a “No Smoking” rule on Meeting property.

  5. NO GAMES OF CHANCE

    Meeting policy prohibits the use of games of chance or gambling on the premises.

  6. SUPERVISION OF CHILDREN AND YOUTH

    • No fewer than two adults must be present and supervising children at all times during any program or event involving children.
    • These adults must be 18 or older and must be at least 5 years older than the children with whom they are working.
    • The Property Committee will review the user’s child care plan as described in the application and seek guidance for the Meeting’s Youth and Education Committee if needed.

  7. HEARING ASSISTANCE SYSTEM

    The Meeting has a wireless microphone and radio transmission system that provides amplification to 5 receivers and headsets to assist the hearing impaired.  Use of this system is included the facility rental cost and available for use by prior request.

  8. FOOD AND DRINK

    Use of the kitchen is permitted, but it is minimally equipped.  The Meeting has a small refrigerator (approximately 11 cu. ft.).  Alternate plans for cooling food is the responsibility of the renter.  The Meeting prefers that all food and drink be restricted to the Fellowship Room.  Exceptions may be made by prior arrangement.

  9. HOSPITALITY

    Type 1 users of the building often expect hospitality to be provided in varying forms.  The application form requests clarity with respect to expectations for hospitality.  The procedure for the provision of hospitality requires approval from our Hospitality Committee, and  such approval depends upon available resources on the date of the event.  Your application can be approved more quickly if you are willing to forego hospitality should the Meeting be unable to provide it.

  10. ALCOHOL POLICY

    The serving, consumption, or use of alcoholic beverages, marijuana, or other controlled substances shall not be permitted on Meeting property (except in accordance with the requirements of a religious ceremony and with prior approval).  Violation of this rule is sufficient ground for immediate withdrawal of any group’s use of the facilities and/or to deny use in the future.

  11. DECORATIONS

    All decorations require prior approval of the Property Committee or their designee. Decorations may only be attached with removable painter’s tape or another approved means. No decorating may be attached with nails, thumbtacks, masking tape or anything causing damage to walls or woodwork. All such decorations must be removed immediately and completely following the event.

  12. CLEANING

    Types 1 and 2 uses of the facility are asked to clean up the building to restore it to the condition in which it was found.  Cleaning supplies are available in the Mechanical Room (key hangs on the upper right edge of the door frame), in bathroom cabinets, and under sinks.  Clean-up for Type 3 and 4 uses is included in the cost of the Sexton Fee.

  13. RECYCLING

    Recycling is a policy of the Meeting. As a part of this policy, no Styrofoam cups, bowls, plates or other Styrofoam articles are to be used.  Your choice of catering services needs to be so informed.   The Meeting has a good supply of flatware and prefers that it be used rather than plastic utensils. Recyclable materials include glass, plastic, metals, and clean paper.  To recycle after use, there is a receptacle at the rear of the right hand pull-out cabinet drawer in the Fellowship Room.  Recyclable material may be mixed together in this receptacle.  The front receptacle is for non-recyclable, non-food waste.  Food waste is separated into two groups: meat and dairy (non-compostable) and all other food (compostable).  Containers for compost are half gallon milk or juice cartons stored under the kitchen sink.

  14. STORAGE

    There is minimal storage available at the Meeting. As such, all organizations using the facility will be responsible for storing their materials offsite.  Exceptions may be requested.

  15. NO WEAPONS are permitted on the premises.


  16. PARKING AND PERSONAL PROPERTY

    Parking in the parking areas or designated handicapped parking space is available only during the period of time that a group has contracted to use the facility. Parking is available on a first-come, first-served basis. Additional parking is available on the street.  Large groups need to assign one or two people to direct efficient parking so that on street parking is minimized.  All parking lot spaces should be filled prior to any on-street parking.  When on-street parking is required, use only the north side of Oxbow Pond Rd.There is room for 31 vehicles in the lot.  4 of the slots are restricted for use by handicap plated vehicles.  Any damage to vehicles is at the owner’s expense; the Meeting is not responsible for theft or damage to personal property.

  17. FINAL DECISIONS

    In case of doubt or uncertainty by any outside person or group about the application or interpretation of these regulations, or in our customary practices not specifically mentioned here, the members of the Property Committee or their delegated representative shall decide the matter and all individuals and groups shall abide by the decision or forfeit immediately the use of the facility.

  18. PAYMENT AND CANCELLATION POLICY

    Payment may be made in cash, check, or money order.  Deposit requirements (Type 3 and 4 uses only) are noted above and on the Facility Use, Release and Indemnity Agreement.  Final payment must be received on or before the date of use. Cancellation Policy: Full refunds will be made up to 3 weeks before the event; 50% refund 2 weeks before the event; less than 2 weeks, no refund.