Angela
We can certainly consider the mass waivder in lieu of the renter's
insurance. This was the advice the insurance agent gave us, and we can
definitely work with another way to give us the same result. Rodney, Ed
and I will discuss, and widen the discussion as needed.
You'll be missed tomorrow!
...b....................
On Sat, Nov 11, 2017 at 8:01 PM, Angela Michael <plans4u@xxxxxxxxxxx> wrote:
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
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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.*
1. 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.)
--
...b......................
Remember...BRE-E-E-E-ATHE... just BRE-E-E-E-ATHE...
