Hi
I will add some of the changes to the document. Unfortunately I will not be at
this meeting I have the prison ministry on the 2nd Monday and I go every other
month so I won't miss all the meetings. This is my month.
That us unfortunate that we have to ask the renters to take out insurance. I
think that will limit our financial opportunities .
That us why most centers require those that do not have it sign the waiver of
liability. Of the 4 that I researched they stated if you are a business with
insurance you submitted your policy but for individual renters you sign the
waiver.
Angela
Sent from AOL Mobile Mail
On Saturday, November 11, 2017 Barbara Williamson <bwilliamson525@xxxxxxxxx>
wrote:
Hi, Angela, et al
Below are several things to consider.
1. I think we need to avoid the word "free" when it comes to extra hour etc I
used no charge.
I think "at no additional charge" is more accurate.
3. We need to add a clause that states that the playground is not the property
of the West End Civic Association and they use it at their own risk. We are
not liable for any accidents etc.
I agree. Something like "Please note that the West End Civic Association
building is property of the West End Civic Association. The adjacent
playground is under the auspices of the Upper Merion Parks and Recreation
Board." I think it is wisest to not use words that speak to accidents,
liability, etc. (the power of suggestion...). The suggested language gives all
of the information renters (and others) need in case there is an incident.
4. I did add the waiver from accidents in the document - let me know your
thoughts. also, would each participant need to sign an additional waiver?
When we attend birthday parties at centers, such as swimming, I fly etc, each
parent is responsible to sign an individual waiver. The renter signs one for
the group and each participant signs one as well, I've attached a sample and we
would need to change the wording
I completly forgot! We (Rodney, Ed and I) spoke about liability with our
insurance agent. WECA is liable/our insurance coverage covers events that WE
initiate. Any renters, as a condition of renting our facility, must buy their
own one day insurance policy. Such policy is usually about $100, and the
agent has never seen it for more than $150. The 3 of us discussed this and
decided that, with the low building rental, this additional $100 would bring
the total rental fee to about $200 - not way out of the ballpark of other
similar facilities. This language is to be incorporated into our contract. To
make it very easy for the renters, we will give them the name and contact info
for our insurance agent (this should also be on our contract), they will buy
the one day policy, and when they give us the proof of coverage, we can sign
the contract with the renter. While renters are welcome to find their own one
day coverage, our giving info for such insurance is so much easier and
friendly/less burdensome.
Now, I do not know wht this will do to the paint group's consideration of our
facility for their monthly meetings...
5. What is our refund policy? If someone cancels, what are they getting back?
In think we should retain a nominal fee, say, $20 (I think $10 is too small and
$25 is too large) for the effort we put in to getting the rental organized
(tour, conversations, questions, contract prep, etc.). This should be stated
on the contract.
Do we want partial payments??? can someone pay on the rental or do we want the
total upfront?
I think we should take two payments: 1) a deposit to hold the date ($50 or half
of the full rental fee??), and then the remainder of the rental fee along with
the proof of one day insurance. We (the board??, building committee??) will be
the ones handling all of this. We all have lots of other things going on in
our lives, so we really should make the process as streamlined as possible.
Also, we should have a date certain when the proof of insurance and the
remainder of the rental fee is due - say, 1 week or 10 days before the event
date.
7. There is photo clause that they other had on their agreement. not sure if
that pertains to us when we are renting to others but when we have events, we
need to have a photo clause stating we have permission to post pictures on our
site of our events
I think we should discuss the issue of a photo clause for our events. How
would we handle it? Have a person sign once pictures are taken? Some other
way? Not consider this an issue?
For renters, they have assumed full liability, in my estimation - given they
have insurance, etc. If the renters do take pictures, they will not be posted
at our facility, so we have no exposure.
8. I used the word "Facility Coordinator in the contract- that can be changed
if you want.
It's a good title. We should discuss who this will be and what the duties will
be. Above I mentioned that the building committee and the board could be the
ones to take responsibility. We could rotate the duty. Also, will there be
just one person who will do the booking, then pass the info on to the Facility
Coord. who will do everything after that: showings (because of the sequence of
events, this might be best done by the booker), open the building on the event
day, d post event inspection, etc.?
It might be a good idea if we figure out all of the steps/duties, then figure
out how to get them done. It could be that it woud work better if we divided
up the work once we got each booking. At that time all who will be sharing the
duties can look at the dates, then decide who can do what. E.g., one of us can
open the building, another can be on call if there is a problem, someone else
can take responsibility to do the post inspection and return the
cleaning/damage deposit, etc. Or, one person might be able to handle the
entire event. I do feell there should be someone on call during the event, and
that person can even pop in (for cause, or not) during the event to see that
all is going as it should (this is for our protection, just in case we "feel"
this is necessary), see that the ending time is adhered to OR note what extra
time is used, etc. BTW, if the evnt goes over the agreed upon time, I feel it
bwest to extend the time in 1 hour increments. Say, if the event goes over 15
minutes or more, another FULL hour must be paid for. This will go kinto the
contaract also.
I'll take a look agt the contract mock up, and bring it on Monday. Perhaps the
boardf can sgtayu a few minjutes after the membership meeting to discuss this?
Or, we can arrange a concall??
Good evening, gang.
(BTW, Angela - you and your group have done a HUGE job very well. Thank you to
each of you from me.)
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...b......................
Remember...BRE-E-E-E-ATHE... just BRE-E-E-E-ATHE...
