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Facilities Use Panel


Our insurance will cover participants if your group, like the Knitting Group which meets in our building, has the following criteria:
 

·         is in keeping with our Church mission and vision

·         is open to any and all in the congregation

·         is sanctioned by the Board to become a part of our monthly offerings in the QC Unitarian (the UUCQC newsletter)

The text of the Building Use Policy is listed below. Please go to the Building Use Forms page in the orange sub-menu (or click this link) to access the contracts for different types of building use.

 

UNITARIAN UNIVERSALIST CONGREGATION OF THE QUAD CITIES
BUILDING USE POLICY (October,  2010)

I.  FUNDAMENTAL UNDERSTANDINGS
A. This policy statement will facilitate  scheduling events at the church by the office administrator,  according to the rules and forms  accompanying this document.        
B.  The purpose of use  must be fully disclosed by the user.  If the proposed use is found to be unfairly exclusive or at odds with our mission, requests may be denied.
C.   Membership is described in the by-laws.  Building use requires that an individual be a  member for one year prior to their free use or sponsorship use.
     
II.    PRIORITIES, DEFINITIONS OF USE, SCHEDULING
A.    All space use will be prioritized based on date of application and availability.  ONLY THE OFFICE ADMINISTRATOR WILL ENTER SCHEDULED REQUESTS ON THE CHURCH CALENDAR, thus check first for availability. 
                                                   
B. Church Committees and church sponsored activities  have priority.  Events supporting the budget of the church take precedent over all other building uses.  Requests for meeting space should be made to the Office Administrator by filling out the building request form or by DIRECT phone conversation.  It is expected that these groups will leave the premises in as good or better condition than they were found.
                                                                                                                                          
C. PERSONAL USE:
#1 Members  are entitled to personal use of the Community Room once per calendar  year, with rental charges waived.  
#2  If members wish to invite the entire church family to a party celebrating an immediate family-related rite of passage, (memorials, anniversaries, child dedications, graduation,  adult birthdays, retirement), rental feels are waived.  Janitorial fees will be collected.   Neither privilege is to be used for fundraising  nor for conducting business operations by an outside organization. A building request form, refundable deposit,  alcohol policy agreement,  (if applicable), key deposit,  and janitorial fee  must be submitted  to the office manager  before the event can be scheduled. (see attached agreement page)    
                     
D.  OUTSIDE REQUESTS  FOR USE INCLUDING FUND RAISING The normal rental fees and custodial fees will be assessed.   If an outside organization can find a member or church committee to act as sponsor, accepting responsibility for locking and unlocking the building, and making sure the facility is cleaned up and in the condition in which it was found, the fees may  then be those charged for a member rental.  In all cases,  the Building use committee or its subsequent designee must approve the use, based on its own merit.  All contracts  for group rentals will be  reviewed annually, and updated if needed.              
  
E. URGENT USE:   In cases of immediate need, such as fire, to support social justice, or for outreach to our community,  the Facilities Advisory Panel may allow gratis use of the building.
      INITIAL HERE ______
                  
 
III.  PUBLICITY
A.    Please submit a copy of your advertising to the Office Administrator prior to publishing it elsewhere.
1. All publicity  must have the approval of the Board of Trustees if there is any stated or implied church sponsorship.  Be certain that all advertising names the SPONSOR of the event.  The name and address of the church can be used for purposes of locating the event.  
                                                                                
2.  Do not publish the church telephone number for nonchurch-sponsored events..

IV.  TERMS AND CONDITIONS OF USE
A.  The deposit is due when the space is reserved.
B.  Cancellation with less than two weeks notice will result in retention of $50.00 from the damage deposit.
C.  The renter is responsible for all damage to church property.   No part of the building can be marred by any affixed decorations.   Costs to repair damage will be deducted from the deposit.  Damage exceeding the deposit will be billed to the renter.  The church is not responsible for damage to or loss of personal property.  Security is provided by the renter. 
D.  The renter must confine  their party to the space(s) and restrooms rented.
E.   Children must be supervised by an adult at all times.
F.   Furnishings are moved only with prior approval of the Building Use Committee or office administrator and  are returned to their place by the renter.  Great Room chairs can be removed only with approval of the Building Use Committee, and by church employees or volunteers.
G.   Renters are responsible for all clean-up except floors and bathrooms. 
H.   No wedding runners can be used on the Great Room (Sanctuary) floor.
 I.    NOTHING EXCEPT MUSIC SHALL BE PLACED ON THE PIANO, which is tuned 2 to 4 times each year.  If additional tuning is required, the piano will be tuned by the church provider and billed to the renter.
                                                  
V.   BEVERAGE AND ALCOHOL POLICY (See attached agreement )
A.  Serving beverages other than water in the Great Room (Sanctuary) must have prior approval from the Building Committee.  If alcoholic beverages are served on our premises,  an Alcohol Policy Agreement must be signed, and a copy of the declaration page of the responsible party's homeowner policy showing the limits of the policy  must be provided, and all state and local laws applying to the serving of alcohol must be observed. The church will be held harmless for any damages or attorney fees which may be sustained as a result of serving alcoholic beverages at any function for which the church is used. 
 
INITIAL HERE -------------
 
                                                  
                                                                                          
Unitarian Universalist Congregation of the Quad Cities
3707 Eastern Avenue, Davenport, Iowa 52807
563-359-0816
                     
      MEMBER’S  PERSONAL USE OF COMMUNITY ROOM
Name ___________________       Address ___________________________________
                                                                      CITY, STATE, ZIP
                           Phone (home)   (work)    
 Purpose  of Gathering ______________________
                           Number of attendees______________________
 Date reserved __________     Time : from _______to ________
 Alcohol served?   Yes       No                              
  I.   Please initial pages 1 through 3 of this document as you read them to acknowledge our building use policies.
 II.  Refundable  Damage Deposit -- $100.00
III.  Key Deposit -- $25.00
IV. Janitorial Fees –   $25.00
     Contract signer is responsible for :
1. Arranging for appropriate tables and chairs to be moved from the church to the  Community Room BEFORE the scheduled event.  There May BE NO ACCESS to get them on the day of  the event.
2.   Placing tables and chairs as they were found, and folding or stacking any additional
furnishings (those moved from the main part of the building for the event). 
3.  Carrying trash outside to provided receptacle. Please do not remove bags containing liquid from the receptabcle while inside the building.  Carry the entire waste container outside before removing the liners.
4. Taking recyclables home.
5.  Picking up litter from the church grounds.
IF THESE 5 ITEMS HAVE NOT BEEN COMPLETED,  ADDITIONAL FEES  WILL BE ASSESSED  FROM THE DAMAGE DEPOSIT
V.  Contract Agreement
The undersigned, _____________________ agrees to use the Unitarian Church, Davenport, Iowa, as indicated above  and agrees to meet all the policies stated on the contract agreement and in the Building Use Policy. (Attach alcohol agreement if applicable)
By ____________________________________________Responsible Party
Received    ______________ (Amount)  ________(Date)
                                                                                                                       
 

UNITARIAN UNIVERSALIST CONGREGATION OF THE QUAD CITIES
                                       3707 Eastern Avenue,   Davenport, Iowa 52807
563-359-0816
Serving beverages other than water in the Great Room (Sanctuary) must have prior approval from the Facilities Use Panel
  
ALCOHOL POLICY AGREEMENT
If alcoholic beverages are to be served, the responsible party agrees that no alcoholic beverages will be sold on the premises at any time, either directly or indirectly through  voluntary contributions or otherwise.   There shall not be present a dish or any other container available for the deposit of coins or bills.  It is understood that the church does not have an Iowa State Liquor License, which must be held by any establishment which may legally provide liquor for the receipt of money
If alcoholic beverages are served, an Alcohol Policy Agreement must be signed and a copy of the declaration page of your home owners policy showing the limits of the policy and the  policy period must be attached.  Bear in mind that these policies often do not cover damage on rented facilities.  The person or persons undersigned here  are responsible for all liability in connection with serving alcohol and  agree to use proper discretion in the dispensing of alcoholic beverages.  No alcoholic beverages shall be served to anyone under the legal age, nor shall anyone not of legal age be allowed to use alcoholic beverages on the premises.  No alcoholic beverages are to be left  or stored over night on church premises.   The responsible party shall comply with all Iowa laws and Davenport ordinances.
The responsible party agrees to indemnify and save harmless the church and any member of the Board of Trustees or Facilities Use Panel  associated with the church, for any damages or attorney fees which may be sustained as a result of serving  alcoholic beverages at any function for which the church is used.

Responsible Party as Represented  By___________________________________________
Print Name _______________________________________     
Address ___________________________________________________________________
Phone number  ______________________                   
Signed this  day _____________________
Certificate of Insurance attached?      Yes ____   No _____
                                     
 
Unitarian Universalist Congregation of the Quad Cities
RENTAL AGREEMENT (NON-WEDDING)
Renter is responsible for the following:
1.  ARRANGING FOR NEEDED EQUIPMENT WELL IN ADVANCE.
2.  Placing tables and chairs as they were found, and folding, stacking, and storing any additional equipment. 
3.  Carrying trash outside to provided receptacle. Please do not remove bags containing liquid from the cans while inside the building.  Carry the entire waste container outside before removing the liners.
4.   Recycling appropriate items.
5.  Picking up litter from the church grounds.
IF THESE 5 ITEMS HAVE NOT BEEN COMPLETED,  ADDITIONAL FEES  WILL BE ASSESSED  FROM THE DAMAGE DEPOSIT.
Fees based on 3 hour rental and include janitorial fees for floors and bathrooms.  (Additional hours at $75 for non-member, $25 for member.)                            

                                                                                                  MEMBER OR APPROVED 
                                                               NON-MEMBER             MEMBER-SPONSORED USE       
Sanctuary/Great Room ( capacity 200)     $300                                150
Community Room (capacity 50)                  80                                 40                   
Social Hall (capacity 120)                         120                                 60                     
Lounge 
(capacity- 40 (w/round tables                     100                                50              
               50 (with banquet tables)
               60  (chairs only)                                 
Kitchen                                                   100                                  50
Social Hall, Lounge and Kitchen                300                                150
Date requested _______      Time in _______        Time out_______
Alcohol served?   Yes     No
Purpose of event _______________________________________
Equipment required _____________________________________________________
                                ______________________________________________________
Renter ________________   Address __________________________  Phone_____________
(If  not a member, do you have a member or committee sponsor?  If so, please put the contact person’s name, address, and phone number here:  Name_____________________
Address ________________   Phone_______________
Person responsible for set-up and take-down_______________________________________
Key holder responsible for lock-up  _____________
Lock and unlock fee (no key holding member available)   __$25___
Refundable Damage deposit ___$150____         Sound system fee  ___$25                                                                                                   
    Piano use _____$25__          Screen and projector ____$25___  
Total _______     Refundable _______  Received $________ By ___________
Signed ______________________    Date ____________

Unitarian Universalist Congregation of the Quad Cities
 WEDDING RENTAL CONTRACT  (NON-MEMBER)
Name ____________________              Address ______________________________
                                                                              CITY, STATE, ZIP
Phone (home) ____________ (work) ___________________ (cell) _________________
Number of attendees ____________       Area requested __________________________
Rehearsal date ________   time from _____  to _____
Wedding date _________  time from _____ to _____
Officiant _____________________   Officiant phone # __________________
Reception?    Yes     No                      Sound system required   Yes    No
Alcohol served?     Yes      No
    (YOUR OFFICIANT MUST  CONTACT OUR MINISTER BEFORE YOUR EVENT  DATE CAN BE RESERVED!!!!)
 
 I.    Policies -- Please initial pages 1 through 3 of this document as you read them.
 II.   Damage Deposit
1. $150.00 for wedding ___     2.  $150.00 for reception
                              
The following must be completed by the renter, the caterer, or their contractual help, whose names and phone are listed here: _____________________
1.   All kitchen items  must be  washed, cleaned, and put away.
2.   Furniture moved by prior request has been returned to its original location.
3.   Carry all trash containers outside, then remove the liners and carry the bag to the
      provided receptacle.  Do not remove liners inside the building.
4.   Recyclables have been taken home.
5.   Litter as a result of the event has been picked up from the church grounds.
               
IV.  Rental Fees (Janitorial fees for floors and bathrooms are included.  If additional janitorial service is required, the fee will be retained from the damage deposit. )
For a small wedding with 8 or less in attendance , a fee of $25 will be charged for locking and unlocking the building. _$25_______                                                                                                                  
Entire main floor, 3  1/2 hour minimum ( 1 to 1 ½ hour rehearsal and 2 to 2 ½ hour
                     wedding }  $325     Additional hours at $75 per hour ________
Reception  (catered) $75 per hour ___________________(4 hour maximum)
Reception (full kitchen use)  $100 per hour (4 hour maximum) _________________
               EQUIPMENT NEEDED _______________________________________________
 V.  Contract Agreement--  I (We) agree to use the Unitarian church, Davenport, Iowa, as indicated above and to meet all the requirements as stated in the policy, alcohol, and rental agreements as applicable.      
By   ___________________________   (signature of responsible party)
Received _________(Amount) _________ (Date)

                                                                                                                                                                          
Unitarian Universalist Congregation of the Quad Cities
 WEDDING  CONTRACT FOR MEMBERS

Name ___________________
Address ___________________________
              CITY, STATE, ZIP
Phone (home) ____________ (work) ___________________
Number of attendees __________________________
Areas and times requested _______________________________
Rehearsal date_____________________
Wedding date _________________  Time:  from _______ to _______
Officiant ______________________   phone ____________________(YOUR OFFICIANT MUST CONTACT OUR MINISTER BEFORE  YOUR EVENT DATE CAN BE RESERVED
Alcohol served    yes    no
 I.    Policies -- Please initial pages 1 through 3 of this document as you read them.
II.    Key deposit -- $25 if applicable
III.   Janitorial Fees --  Wedding  only   $25.00  Wedding and reception  $75.00
        The following must be completed by the member, the caterer, or their contractual help, whose names and phone are listed here: _____________________
1.   All kitchen items  are  washed, cleaned, and put away.
2.   Tables and chairs are returned to area where they were found.
3.   Trash  has been carried to provided receptacles. Please do not remove bags
       containing liquid from the cans while inside the building.  Carry the entire waste
       container outside before removing the liners.
4.   Recyclables have been taken home.
5.   Litter on the church grounds resulting from the event has been picked up.

 IV.  Additional requirements or equipment needed: ___________________________________
        1 Audio System __________        2. Piano ________        3. Candelabra __________
        4. Tablecloths _______________   Fee $3.00 each
 V.  Contract Agreement
              I (We) agree to use the  church as indicated above and to meet all the requirements as stated in the policy, alcohol, and rental agreements as applicable.
By _____________________ (RESPONSIBLE PARTY)
Received ____________ (Amount) ________(Date)
 

  

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