Facility Use Policy, Rev. 1.3

Concord Friends Meeting

Facility Use Policy 1.3

Approved September 11, 2011

Revised (Updated Address, Kitchen, Playground Info) January 2014

Revised (Capacity) November 2016

Revised (Remove Reference to AMTP) August 2021

Revised with reference to large screen TV, internet, and conference camera June 2022

Revised Applications into one Form for All types Winter 2023

INTRODUCTION

The primary purpose of Concord Monthly Meeting of the Religious Society of Friends (also known as Concord Friends Meeting and Concord Quaker 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 established four types of uses that are listed here in order of priority to rank competing requests for use on the same dates with Type 1 having the highest priority. These categories of uses also allow for differing cost arrangements.

• 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 the responsible party and 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 on second Sundays of the month. A commitment to you by the Meeting for use on a particular date is made (for Type 1 uses) when we send you the Facility Use Confirmation Form or (for Type 2, 3 or 4 uses) when the Facility Use, Release and Indemnity Agreement Form has been completed and executed by the Property Committee or an officer of the Meeting and yourselves.

Typical 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, e.g. 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. Unlike one time uses, this process could take up to 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

This guide is posted on our web site, ConcordFriendsMeeting.org, under the Property menu.

STEPS TO FACILITY USE SCHEDULING

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.
2. Complete the Facility Use Application provided by the Property Committee 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 Rd, Canterbury, NH 03224) or to the current Clerk of the Property Committee in advance of the event, and notify propertycommittee [at] concordfriendsmeeting [dot] org 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).

FEE SCHEDULE

The cost associated with use is associated with the types of uses referenced on page one. 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 of $20 per hour, in addition to the building use donation described above, is for the provision of personnel to open, close, mind and clean the building.
• Type 4. The fee for building use is $100 for each 4 hour period, or part thereof, plus the Sexton fee of $20 per hour. Event dates are secured when confirmed by receipt of the executed Facility Use, Release and Indemnity Agreement and a deposit of 50% of the rental fee and Sexton Fee.

THE FACILITY, ITS EQUIPMENT AND FURNISHINGS

CAPACITY

The Meeting Room has 40 upholstered chairs in it and 30 upholstered folding chairs can be moved into it from the Fellowship Room. There are three folding tables that sit up to 10 each and fit well into the Fellowship Room. And additional table seating up to 8 can be set up in the lobby. Our present fire code limits us to a capacity of 50. Check with us to see if we have increased our capacity to 70. Parking limitations and furnishings limit our capacity to a maximum of 70 once approved by the fire department.

PARKING AND PERSONAL PROPERTY

There is room for 31 vehicles in the lot when parked efficiently. Four of the slots are restricted for use by handicap plated vehicles. 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 south side of Oxbow Pond Rd. 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. Any damage to vehicles is at the owner’s expense; the Meeting is not responsible for theft or damage to any personal property.

KITCHEN

Appliances consist of a small refrigerator, range, microwave, several coffee makers, cooking utensils and pots and pans, and generous number of place settings. Large groups may need to make special arrangements for sufficient cooling, silverware and cups.

PLAYGROUND AND CHILDREN’S ROOMS.

There is a small classroom and a small nursery. These can be used for adult break-out rooms or for a children’s program. In the left hand room, the classroom, equipment and supplies, other than the tables and chairs are off limits. Complete supplies for a youth program must be brought to the site. The playground is available with a play structure and sand box with quite a few toys. No child weighing more than 80 pounds should use the play structure.

TECHNOLOGY

The Meeting has a large screen TV, a panoramic camera for conference use, a remote microphone, two computers, and broad band internet service. The meeting room has a good set up to welcome remote participants through Zoom or another conferencing software.

RULES, REGULATIONS, AND PROCEDURE NOTES

ALL TYPES OF USES – 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.

BREAKAGE AND INJURY

All persons and/or groups using the facilities are expected to exercise reasonable care and judgment 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. If the renting entity has general liability insurance coverage an event rider naming the Meeting as an “also insured” is requested.

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 that require sexton services.

SMOKING POLICY

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

NO GAMES OF CHANCE

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

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 from the Meeting’s Youth and Education Committee if needed.
• Children not engaged in the activities with the adults must be under direct supervision at all times.

FOOD AND DRINK

The Meeting prefers that food and drink be restricted to the Fellowship Room. An exception would be tea or coffee. Other exceptions may be made by prior arrangement. Spills should be cleaned up promptly.



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 additional arrangements be made dependent 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.



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 grounds for immediate withdrawal of any group’s use of the facilities and/or to deny use in the future.



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.



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.





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.



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.



NO WEAPONS

No weapons are permitted on the premises.



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.



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.

 

Concord Friends Meeting

11 Oxbow Pond Rd, Canterbury NH 03224

PropertyCommittee [at] ConcordFriendsMeeting [dot] org

Application for Facility Use

Name of Organization or Individual Renting or Using the Facility:

_______________________________________________________________________________

Name of Responsible Person: ____________________________________________

Name of Contact (if different): ____________________________________________

Mailing Address ______________________________________________________________

_________________________________________________zip _______________

Phone: Cell ________________; Work__________________; Home ___________________

E-Mail ________________________________________________________________________

Event Name and Description _____________________________________________________

_______________________________________________________________________________

Type of Use. Check the correct item below.

○ Type 1; ○ Type 2; ○ Type 3; ○ Type 4

Number of participants anticipated ______________________________________________

Date(s) Requested (provide alternates if you are able.)_______________________________

_______________________________________________________________________________

Start Time _ _______________ End Time ________________

Our group has a general liability insurance policy. Circle one: YES NO  

How often will the event occur?

____ One time only; ____ Monthly; ____ Weekly; ____ Multiple Days

Which days of the week? (check all that apply)

__Monday; __Tuesday; __Wednesday; __Thursday; __Friday; __Saturday; __Sunday

Rooms(s)/Services Requested.

Check each room needed.

____ Large Meeting Room, approximate area 30’x30’ ; ____ Dining Room / Social Hall, area: 27’ x 18’ ; ____ Kitchen ; ____ Classroom (area: 12’ x 18’) ; ____ Nursery (area: 12’ x 14’)

Hospitality for Type 1 uses only: Would you like hospitality if it can be provided?

Circle one. YES NO

(A “yes” response may delay our ability to approve your application.)

Type 1 uses only. Please describe hospitality needs of your group. _________________

____________________________________________________________________________

Do you expect children to attend your event? _____ yes; ____ no.

If yes, how many children do you expect to care for by age group ?

____ 0-2; ____ 3-5; _____6-9; _____ 10-13 ______ 14+

Please describe the activities and staffing planned for children.

____________________________________________________________________________

____________________________________________________________________________

____________________________________________________________________________

____________________________________________________________________________

____________________________________________________________________________

The Meeting asks Type I & Type 2 users to return the facility to the state it was in prior to use to the extent possible. This includes at minimum returning furnishings, equipment and supplies to the locations they were in at the start of your event. Sweeping and light clean-up is very helpful and much appreciated.

By submitting this application, I acknowledge that I have read the Facility Use Policy provided me, and I accept responsibility to ensure our use adheres to the Policy.

____________________________________________________________ _____________________

Signature or Name (if submitted electronically) Date

 

Concord Friends Meeting

11 Oxbow Pond Rd, Canterbury NH 03224

PropertyCommittee [at] ConcordFriendsMeeting [dot] org

Facility Use Confirmation

For Type 1 Uses

Date:__________________ From:____________________________

on behalf of the Property Committee

Name of Organization:

__________________________________________________________________

Name of Responsible Person: ____________________________________________

Name of Contact (if different): ____________________________________________



Date(s) of use ______________________ ; Start Time ________; End Time ________



Concord Meeting is pleased to confirm use of our building for your event(s) noted above.

Our contact for your event is ______________________________________________

He or she is our designee to handle all issues related to your use of the facility. Please direct any questions you may have to your contact.

Contact information is: Phones:_________________________________________________

Email:________________________________________________________________________



Should there be any last minute misconnections with your contact, you may gain entry to the building on your own by accessing our key which is in a lock box mounted on the right side of the frame of our front left door. The code for the lock box is _________. Role the combination to show the code, and depress the black lever to the left of the combination. Be sure to return the key to the box and lock the door as you leave.



We trust that you have read the Rules, Regulations, and Procedure Notes of our Facility Use Policy and that you will reread them prior to your event. The Policy is the foundation of our agreement with you that enables the use of Concord Friends Meetinghouse for your event(s).

 

Concord Friends Meeting

11 Oxbow Pond Rd, Canterbury NH 03224

PropertyCommittee [at] ConcordFriendsMeeting [dot] org

Facility Use, Release, and Indemnity Agreement

for Type 2, 3, and 4 Uses



Name of Organization: ________________________________________________



This Agreement is between the above-named organization (“Organization”) and the Concord Monthly Meeting (“Meeting”).



RECITALS



• The Meeting is the owner of the real property and improvements located at 11 Oxbow Pond Rd., Canterbury, New Hampshire (“Property”).



• The Organization desires to use the property described above for meetings and/or

other activities.



AGREEMENT



NOW THEREFORE in consideration of this Meeting permitting the Organization to use the

Property and improvements described above, the Organization agrees as follows:



The Organization hereby releases, discharges, and covenants not to sue the Meeting or its administrators, directors, agents, officers, members, and volunteers, from any and all liability, claims, demands, losses, or damages arising out of the Organization’s use of the Property. If any member, guest, invitee, or participant of the Organization makes any claim against the Meeting or its administrators, directors, agents, officers, members, or volunteers, in connection with the Organization’s use of the Property, the Organization will indemnify, defend and hold the Meeting and its administrators, directors, agents, officers, members, or volunteers harmless from any and all litigation expenses, attorney fees, losses, liability, damages, and costs arising out of such claim.





Acceptance of Responsibility and Payment



I agree to be responsible for the conduct of those coming to, or participating in, the activity for which this application is being made, and for any damage beyond normal wear and tear that

may occur as a result of this activity. I will remove all signs and decorations posted by my group immediately after the meeting/event has ended. I further agree that the Meeting property will be used in accordance with the Rules, Regulations and Procedure Notes of the Meeting, and I hereby consent to the Release and Indemnity Agreement.



The Rental Fee for the event is $________. The Sexton Fee is $________. (N/A for Type 2)





Return this signed Agreement to the Meeting with your deposit of $___________ (NA Type 2) made out to Concord Friends Meeting and evidence of insurance (if required) via mail to our post office box unless a name and address are noted below. In that case mail to the address below. Please retain a copy for your files.



__________________________________________________________________



__________________________________________________________________



In addition to the explicit wording of this Agreement, I agree to the terms of the Meeting’s Facility Use Policy which I have read and understand.



Signature: __________________________________________________________________



Print Name: __________________________________________________________________



Title: __________________________________________________________________

FOR MEETING USE ONLY

Use Type (circle one) 2 3 4 5

Meeting Member/Attender sponsoring the use (Type 2 users)_______________________

Request approved by:___________________________________ Date ___________

Rental Fee: ____________________ Sexton Fee ___________________________

What hospitality is needed and who will provide: _______________________________

_________________________________________________________________

_________________________________________________________________

Who will make sure facility is up to heat: _____________________________________

Who will unlock and greet users: __________________________________________

Who will check facility after event: _________________________________________

Who will clean the facility following the use: ___________________________________

Who is the Meeting’s designee to supervise the event in accordance with the Meeting’s

Policies:

_________________________________________________________________