T. F. McElroy Temple Association inc.- Building Use Policy

Transcription

1 T. F. McElry Temple Assciatin inc.- Building Use Plicy Thrntn F. McElry Temple Assciatin Inc. Building Use Plicy and Rates As apprved -Effective: February 1, 2014 This plicy cvers the use, lease, and rental f the Building at 1700 S 340 th St. Federal Way, referred t as the meeting hall. Types f agreements and tenants are cvered in this plicy; Current rates are cvered in Appendix A. Appendix B will have a basic rental agreement template which will be tailred t specific tenants needs and Other plicies will cver custdial services, actual use f the building, Keys, alchl use, internet use, Audi Visual systems, and scheduling. The varius rate categries are defined belw alng with requirements t qualify fr thse rates. Any negtiated leases which d nt cmply with this plicy require a majrity apprval f the Temple Assciatin Trustees. This apprval includes any fee waiver such as is frequently given t Yuth Grups. All tenants and renters must leave the facilities including kitchen, dining rm and meeting rm(s) clean and ready t re-rent. Custdial rates will be psted and will be billed t an rganizatin/renter if additinal cleanup is necessary (r subtracted frm the cleaning depsit if required). Custdial services may be purchased and scheduled in advance thrugh the building superintendent. Tenant (cvered by a written lease fr a perid f ne year r mre beginning 2014) Tenants are thse grups r rganizatins which have 1 year r mre agreements which stipulate a mnthly fee a specified number f days/mnth fr at least 10 mnths. Tenant leases will specify tw r mre days/mnth which will be reserved in specified categries: One Clsed meeting (Tiled) and up t three meetings which are pen t the public. Nte: Open t the public as defined by the State Department f Revenue is a meeting which a nn-member if invited by a member can attend the entire meeting. (Nt just dinner etc) Open t the Public meeting days can be clsed by cntacting the building scheduler t change the calendar ntatin t clsed (there will be n fee fr a nminal number f these changes). Tenant leases f ne year r mre are required fr allcatin f limited strage space. Strage space, if available, may be an additinal fee. Tenants with a lease will have a specified number f extra free days / year with n additinal charge. These must be scheduled in advance. Tenants with a signed lease as defined abve will receive a reduced rate fr additinal days beynd the free days. Nn-prfit tenants may use the ldge fr free fr practice if it is available. Practice use cannt be scheduled in advance t the exclusin f renters withut incurring an additinal charge. The Library can be used fr free fr small grups such as fficers, cuncil etc. Library use must nt interfere with ther building use and must be scheduled in advance, therwise, first cme first served. Page 1

2 T. F. McElry Temple Assciatin inc.- Building Use Plicy Special nn-cnfrming leases may be negtiated with the apprval f the Temple Assciatin trustees but are nt encuraged except in special circumstances such as peridic (quarterly) meetings r dd schedules. (Example: 5 th Wednesdays) Fee waived meetings, parties, r gatherings require advanced apprval f the Temple Assciatin. Such events will sign a nrmal rental agreement with the fee stated, the Temple Assciatin agent will then crss ut the fee, write Waived and shw the date the Bard waived the fee. Any grup which abuses the utility use will be charged a utility fee. ie: d nt verride the thermstat and set it n HOLD, d a single use verride which resets at the end r yur meeting perid. If yu d nt knw hw t use the thermstat, d nt tuch it. Thermstats will be set t match lease times. Cntinued abuse f the thermstat verride capability will result in all panels being lcked. Prf f liability insurance is required as an attachment t any valid lease. (Can be btained frm yur parent rganizatin r yur insurance carrier) A rider Tulip plan frm ur insurance carrier (Payne) can be prvided if paid fr by the Tenant. (Cntact the Temple Assciatin fr additinal infrmatin) All dates and times nt cvered by a valid lease r rental agreement are available fr rental. Psted schedules f building use are fr reference nly, cntact the building superintendent fr up t date infrmatin n building use. All lease agreements are in writing. Tiled (Clsed) vs Open t the Public. Open t the public is a meeting where a nn-member if invited by a member can attend the entire meeting (nt just dinner). The building use calendar cupled with the signed leases will be submitted t define ur rental activities fr a given year fr prperty tax purpses, hence the need t let us knw if yu clse ne f the scheduled pen days. Tenant Member rates (Rates made available t members f rganizatins wh hld a Tenant Lease) Members f nn-prfit tenant rganizatins with a lng term lease can schedule the ldge building at a reduced rate as lng as n full fee rentals are scheduled. (Example: A tenant member cannt schedule building use fr $50 if a full fee wedding fr $800 wishes t pay fr use f the building) These rates are nt intended as a methd t avid the additinal meetings fee under the terms f a valid lease. The Temple Assciatin reserves the right t limit the number f tenant members rentals within a given mnth depending n ccupancy. Prf f Liability insurance is required. We will pssibly, thrugh ur carrier, have shrt term liability (per event) available fr a fee, cntact the temple assciatin fr further infrmatin. Page 2

3 T. F. McElry Temple Assciatin inc.- Building Use Plicy Renters (Thse signing a shrt term rental agreement) Shrt term rental agreements (Appendix B) will be prvided with a fee schedule. Prf f Liability insurance is required. We will pssibly, thrugh ur carrier, have shrt term liability (per event) available fr a fee in the future. Business Rates (Weekday rates ffered frm 6am t 6pm M-F) Hurly and bulk rates will be prvided fr business rental during weekdays frm 6am t 6pm. Lng term schedule agreements can be arranged. Nn-Prfit business perid rates (Rates ffered t qualified nn-prfit rganizatins frm 6am t 6pm M-F) Discunted hurly and bulk rates will be prvided fr valid nn-prfit rganizatins during weekdays frm 6am t 6pm. Lng term agreements can be arranged. Key Plicy A key plicy will be published and adhered t by all tenants and renters. Failure t cmply will result in lease terminatin. All keys must be accunted fr and there are significant fees fr replacing lst keys and re-keying building drs which depend n the type f key lst and the number f lcks which must be changed. Internet Use Plicy An Internet/ Cmputing use plicy will define apprved use f the building internet and cmputing facilities. Audi Visual Equipment Plicy Audi Visual plicy will establish use prcesses fr equipment, Screens, and prvide fr cnnectin t internal audi visual equipment frm external devices/cmputers. Page 3

4 T. F. McElry Temple Assciatin inc.- Building Use Plicy Building Availability Plicy The fllwing building availability will apply t all leases and rental agreements unless a written variatin is apprved by the Temple Assciatins. Building availability will be re-visited annually in the April Temple Assciatin Quarterly Meeting. The Building Availability plicy is an attachment t the Annual Prperty Tax Exemptin request. The 2014 plicy dcuments building availability used in 2013, and n. With the new Business Rates added. This plicy applies t the fllwing areas: Large Meeting Rm Small Meeting Rm (Dwnstairs)- May r may nt have use f Kitchen and Upstairs facilities. Dining rm Kitchen * Library ** *-Kitchen Use plicy applies ** - library use plicy applies Days and times Mnday Friday 6am t 6pm building facilities can be rented hurly r in 4-12 hur blcks see weekday club/business rates. Mnday Friday 6pm t 11pm (5 hur evening blck) single use reserved perid with pririty fr lng term leases. Includes large meeting rm Kitchen/Dining. Small Meeting rm is stand-alne. Saturday 6am t 6pm facilities are available fr peridic rental N lng term agreements are allwed t permit scheduling f Annual Events by Tenants. Saturday 6pm t 11pm Same meeting plicy as M-F, lng term leases are permitted with apprval f Temple assciatin but must wrk with ther rganizatins which have annual scheduled events r special events (such as weddings r receptins) scheduling the building. Sunday Building is available fr lng term leases 8am t 6pm in negtiated blcks f time. Shrt term r peridic rentals will need t wrk arund lng term lease use. Sme shared use is likely t ccur n Sundays due t multiple activities. N evening building use will be scheduled; hwever, practice and library meetings f small grups are permitted. Kitchen and dining rm are fr single grup use nly, unless therwise crdinated with building scheduling. Meeting rms large/small can be scheduled simultaneusly fr different tenants r by the same tenant. Agreements will specify days in a mnth (such as first Wednesday and 4 th Tuesday) and specify the blck f time (evening). N building activities r access will ccur after 12 Midnight withut apprval f the Page 4

5 T. F. McElry Temple Assciatin inc.- Building Use Plicy Building Superintendent. Typical after Midnight use wuld be supervised Yuth Grup Overnights which will be permitted. Facility Features available Bth pen and secure wireless internet are available t lng term Lease Clients Open wireless is available t shrt term rentals. Acceptance f Internet Use Plicy will be required fr renters and tenants. PA systems in Large Meeting Rm and Dining rm are available fr use Acceptance f Audi/Visual use plicy will be required fr renters and tenants. Vide equipment and screens are being installed in Parking is available fr all gatherings hwever n vernight parking is allwed withut prir crdinatin. RV Electrical cnnectins are available in lwer parking lt with prir crdinatin if spnsred by a Lng Term Lease hlder. (Example: Visitrs fr installatin) Future plans are t include drp dwn screens and installed vide equipment 2014 and n, these features will be available t tenants as they are installed. All persnal prperty brught int the building will be the respnsibility f the using rganizatin, n insurance is prvided by the Temple Assciatin fr cntents f lckers, display cases, etc. Scheduled cleaning is available fr a fee, rates and a cleaning plicy will be available. Audi/Visual Plicy As additinal features are added t the building an Audi/Vide plicy will cver their use, shared expenses (if any) and instructins. Future plans are fr mtrized drp dwn screens in the Dining rm and main meeting rm, and installed vide prjectrs, these will be included in the Plicy when published. Security Systems Exterir and interir cameras are in use 24 hurs/day fr building security. In the future it is pssible that an active alarm system will be installed. Said alarm system will require activatin and deactivatin when entering/leaving building. False Alarm fees charged by the plice will be billed t the rganizatin/persn causing the false alarm. Page 5

6 T. F. McElry Temple Assciatin inc.- Building Use Plicy Appendix A Building Use Rates All days are available fr lng term lease except Saturdays. Due t installatins, annual meetings, Weddings and ther rentals Saturday is reserved fr peridic use nly. General Guidelines Nn-Prfit Tenant Rates (Annual Lease April t April) Lease rate is $150/Mnth fr 10 mnths/ year Up t fur specified evenings are scheduled (1 clsed and 3 pen) n a recurring basis each mnth (6pm-11pm). 4 Free rentals/year are included. These must be scheduled at least ne mnth in advance. It is anticipated these will be used fr Saturday events. $75/meeting fr each additinal meeting/mnth. A rate f $300/mnth fr (private/clsed use) all (4) f a given day / mnth. all Wednesdays-evening fr example. Lease cvers meeting rm, dining rm, kitchen etc. Dwnstairs lease cvers nly the small meeting rm, rest rms and dwnstairs lbby unless therwise nted. Strage may be an extra charge (future). Custdial Services are an extra charge per the custdial fee schedule. Organizatins r grups must prvide a valid nn-prfit tax ID number and prf f liability insurance t sign this lease. Special Lease A lng term lease can be negtiated fr fewer days in a year with the apprval f the Temple assciatin. (Example: 5 th Wednesday) The rate will generally be $75/meeting fr valid nn-prfits. Fr Prfit Tenant Lease Fr Prfit utside business lease rate. As negtiated and apprved by the Temple Assciatin trustees. Tenant Member Rate (Offered t members and family f nn-prfit rganizatins that have a valid lng term lease) Tenant member rate is $50/ 4 hur event r as negtiated with apprval f Temple Bard. Member spnsr must be shwn n rental agreement. Prf f liability insurance is required. All rules and guidelines apply. Page 6

7 T. F. McElry Temple Assciatin inc.- Building Use Plicy Tenant Yuth Grup Rate Yuth grup leases are special rates and fee waivers r reduced fees will be prvided thrugh negtiatins that cver either shrt term r lng term building use agreements. These agreements require apprval f the Temple Assciatin Trustees. Weekday Club/Business Rate (Rate fr shrt term rentals frm 6am t 6pm) $75 / meeting (4 hur) Cvers use f Large meeting rm, dining rm, kitchen extra Free pen internet $50/meeting (4 hur) fr use f small meeting rm with n dining r kitchen use. $50/meeting (4 hur) fr use f large meeting rm and dining rm/kitchen fr valid nnprfit rg/club with Tax ID#, r $25/hur scheduled (Example: nn-1pm) Special arrangements can be negtiated fr Kitchen use by Catering Businesses, cnsult the Temple assciatin with a prpsal. Party Rate General Public with apprpriate permits, identificatin, depsits and Insurance, time perid as shwn n rental agreement. Large Meeting Rm $75/hur Small Meeting Rm $50/hur Dining Rm nly $50/hur Kitchen and dining rm $100/hur $350/4 hur perid $700/8 hur perid $1000/day all day 6am - Midnight Cmbined rate fr Large meeting rm, Kitchen and Dining rm $125/hur $400/4 hur perid $800/8 hur perid $1200 / day all day 6am t Midnight. Entire Building bth flrs full day nly: $1500 Alchl Use $250 nn-refundable fee (Prper Permit required) Catering Rate fr use f Kitchen nly -T be negtiated. Page 7

8 T. F. McElry Temple Assciatin inc.- Building Use Plicy Cleaning fees The cleaning fees will be assessed unless ther acceptable cleaning arrangements have been made. If rental area has nt been cleaned and prepared fr re-use then the cntracted janitrial service will be called and amunt deducted frm depsit r added t mnthly lease fee. Cleaning fees/rates will be available and may change depending n service prvider. Cntact Building Superintendent. A current set f rates will be attached t all rental agreements and Lease agreements. Page 8

9 T. F. McElry Temple Assciatin inc.- Building Use Plicy Appendix B Sample Rental Agreement NOTE: Adptin f the 2013 Building Use Plicy will apprve use f this Shrt Term Rental agreement which will be then mdified t fit ur specific needs as utlined in the Building Use Plicy. INSTRUCTIONS FOR USE OF FACILITY RENTAL AGREEMENT template prvided by Grand Ldge MASONIC TEMPLE ASSOCIATIONS frequently want t increase the utilizatin f the Temple building by renting it ut t nn- Masnic rganizatins and individuals. This can create a steady cash flw, which can assist in the upkeep and maintenance f the building, as well as ther prjects. Hwever, it is critically imprtant that any rentals be undertaken nly with a carefully drafted agreement, such as the ne attached, which is prperly and cmpletely filled ut fr each rental. Remember, this Facility Rental Agreement is designed fr ne time use f the Temple, such as fr a wedding r ther event, r fr repeated use f part f the Temple, such as t a start-up church n Sunday mrnings. Nte that this agreement is NOT intended fr an nging, cmmercial lease fr part f the Temple Building, such as t an ffice r a stre. Cmmercial leases need t cver quite a few mre items that must be addressed in a Cmmercial Lease f this srt. If yur Temple Bard is ging t rent part f the building t a cmmercial entity fr everyday use, yu shuld cntact an attrney in yur twn. I ll be happy t answer questins r t refer yu t such a lawyer, if yu call me. Likewise these instructins are nt intended as legal advice fr particular situatins. Individual Temple Assciatins are urged t review this agreement with their wn attrney if questins arise regarding its applicability t particular fact situatins. The fllwing are sme ntes n hw individual paragraphs shuld be filled ut: Landlrd: insert the name and mailing address f the Landlrd which wuld nrmally be smething like Pleasantville Masnic Temple Assciatin, a WA Nt-Fr-Prfit Crpratin, PO Bx 1, Pleasantville, WA. Be sure t als insert the printed name and phne number f the individual designated as the rental agent. Premises: Insert the street address f the Ldge building. Premises Rented: Mst Ldges have a kitchen/dining facility n ne flr and the ldge rm n anther. There may be ther prtins f the facility as well. Insert check marks r descriptins f thse prtins f the facilities which are t be rented. Term: This paragraph allws fr bth ne time usage f the Temple as well as multiple date usages. Be sure t insert in each paragraph the use that the Tenant is ging t make f the premises, i.e., wedding receptin, church services, business meeting r whatever. Security Depsit: It is usually a wise business practice t cllect a security depsit adequate t cver clean up csts and/r the next mnth s rent. This security depsit is held by the Landlrd in trust and must be returned upn return f the premises in gd cnditin, reasnable wear and tear excepted. Insurance: If yu are renting yur premises t an existing rganizatin, such as a nt-fr-prfit rganizatin, they will usually have their wn liability insurance. It csts them nthing extra t btain frm their liability insurance cmpany a Certificate f Insurance, naming yur Masnic Temple Assciatin as an additinal insured. This means that their insurance plicy is the first line f defense fr liability claims, rather than the Masnic Temple Assciatin. Signatures: If the Tenant is a small rganizatin, abut which yu knw little r nthing, it may be wise t insist n a persnal guarantr, with whse financial situatin yu are mre familiar. I will be happy t answer questins abut the use f these frms. I can be reached at stevecarmick@myhme.net r WB Brther Stephen T. Carmick Attrney at Law Page 9

10 T. F. McElry Temple Assciatin inc.- Building Use Plicy Prpsed Renter: Thrntn F. McElry Temple Assciatin Inc. -FACILITY RENTAL AGREEMENT February 1, 2014 Individual s Name: (ID Required) Organizatin Name: Org Type: Inc. LLC Nn-Prfit Individual Grup Other Address: City: Type f ID shwn t agent: Referral: Liability Insurance Dcument: UBN fr Business Renters: If Nn- Prfit a Tax ID Number is Required: 1. Landlrd. Name and Mailing Address: Thrntn F. McElry Temple Assciatin Inc. (501(C2) WA Nt-Fr-Prfit Crpratin) P.O. Bx 23573, Federal Way, WA Emergency Phne Number: Name f Agent fr Temple Assciatin: Phne Number f Agent 2. Premises. A. Lcatin. The premises are lcated at: Address: 1700 S 340 th St, Federal Way, Wa B. Premises Rented. Kitchen and Dining Rm Kitchen Only Meeting Rm (Large) Meeting Rm (Small) Other: 3. Term A. One-time usage. Use f premises 2. Date f Usage: 3. Hurs f Usage: start end 4. Ttal Rent, $, payable in advance t Landlrd. Page 10

11 T. F. McElry Temple Assciatin inc.- Building Use Plicy B. Recurring Tenant Usage: 1. Use f premises the fllwing Mnths: Jan Feb Mar Apr May June July Aug Sept Oct Nv Dec - Other 2. Clsed t Public Days within Mnth (Tiled): Day(s) f the week: (day f usage if peridic) 1 st 2 nd 3 rd 4 th 5 th Su - M - T - W - Th - F - Sa Descriptin f Peridic rental: 3. Open t Public Days within Mnth: Day(s) f the week: (day f usage if peridic) 1 st 2 nd 3 rd 4 th 5 th Su - M - T - W - Th - F Sa Descriptin f Peridic rental: 3. Hurs f the day: start end r perid_ (See Building use Plicy) 4. Ttal Rent $ 5. The tenant will pay rent in the amunt f $ per day Mnth year, due n the first day f each mnth, in advance, t the Landlrd. C. Fees: Rental Fee: $ Alchl Fee: $ Cleaning Depsit $ (Prtins may be Refundable based n cnditin f prperty and rental agreement) Security Depsit $ Depsit Due at Signing: $ Balance Due: $ Balance is due 30 days prir t event, with cpy f prf f insurance and alchl dcuments if required. 4. Cnditins f Usage Tenant agrees that premises will be used fr the freging purpse(s) listed in paragraph 2 and fr n ther purpse. Tenant als agrees NOT t use the premises r any part theref fr any illegal purpse, and t cmply with all city, cunty and WA state cdes, statutes and regulatins cncerning the use f said facilities. Tenant als agrees nt t enter r ccupy the building, r any prtin theref, n any date ther than that r thse specified in paragraph 2, nr t enter r ccupy the building fr any hurs ther than the hurs listed specified in paragraph 2 abve. 5. Security Depsit. Unless this sectin is crssed ut and initialed by the Landlrd, a security depsit in the amunt f $ will be paid in advance t the Landlrd. These mnies will be held by the Landlrd and returned t the Tenant upn cmpletin f the perid f this Lease, subject t payment f all rents due, return f the premises in the cnditin they were rented, rdinary wear and tear accepted, and return f all keys issued. 6. Utilities. Landlrd will pay fr utilities, including trash cllectin, electric, water and heat, supplied t the premises, and these services are included in the rental fee. 7. Subletting. The tenant agrees nt t sublet the premises r t assign this agreement, r any part theref withut written cnsent in advance f the Landlrd. Page 11

12 T. F. McElry Temple Assciatin inc.- Building Use Plicy 8. Keys. If a key has been issued t Tenant, Tenant agrees nt t duplicate this key, nr allw the same t happen, and t return the key t the Landlrd upn terminatin f this agreement. 9. Maintenance f Premises. Tenant agrees t repair, in a neat and wrkmanlike manner, all damage dne during the perids f their ccupancy f the demised prtin f the premises; t use due precautins against the freezing f water r waste pipes, and stppage f the same in r abut the premises. In case f freezing r clgging f water r waste pipes by neglect f Tenant, the Tenant shall be required t repair same at their expense, as well as all damage incurred thereby. 10. Tenant s Obligatins. Tenant agrees t: A. Prperly dispse f rubbish, garbage and waste in a clean and sanitary manner at the cnclusin f each day f utilizatin by depsiting the same in the garbage cans prvided.. B. Prperly use and perate all electrical, gas, heating and plumbing facilities, fixtures and appliances. C. Neither negligently nr intentinally destry, deface, damage, impair r remve any part f the premises, nr the appurtenances, facilities, equipment, furniture, furnishing r appliances, nr permit any member f the lessee s grup nr its invitees, licensees r ther persns acting under its cntrl t d s. D. At the cnclusin f each perid f ccupancy, all equipment supplies and persnal belngings, in the alternative, and if strage facility is listed under the prtins f the premise rented r leased, t place the same within the strage facility at the end f each day s ccupancy. Landlrd assumes n respnsibility f any kind fr any equipment, supplies r persnal belngings f Tenant, its agents, servants, emplyees, invitees, r guests, and shall have n liability fr the same under any circumstances. 11. Insurance. If this agreement is fr multiple usages, Tenant shall prvide Landlrd with a Certificate f Insurance frm a reputable liability insurance plicy, naming Landlrd as an additinal insured under a cmprehensive general liability plicy with minimum liability limits f $500, per persn, and t furnish a cpy f same, tgether with any renewals theref, t the Landlrd. 12. Surrender f Premises. At the cnclusin f the perid f ccupancy specified, Tenant agrees t quit and surrender said premises t the Landlrd. This prvisin shall apply bth by expiratin f time, r in the event f default in payment f any installment f rent. Tenant further grants t Landlrd a lien upn any equipment, supplies, r persnal belngings left behind at the cnclusin f any perid f tenancy fr thirty (30) days fllwing written ntice f the same t Tenant at the address n this dcument. 13. Hld Harmless. Tenant agrees, n behalf f its members, agents, servants, emplyees, guests r invitees, t defend and hld harmless the Landlrd frm any causes, claims, demands, r causes f actins r suits, brught by r n behalf f itself, its agents, servants, emplyees, guests r invitees, whether fr prperty damage, persnal injury r wrngful death, allegedly caused in whle r in part by any cnditin f the building r negligent acts r failures t act by Landlrd. 14. Csts and Attrney s Fees. If, by reasn f any default r breach f the terms f this lease/rental agreement, r failure t perfrm f any f the prvisins theref, which results in the retentin f cunsel by either party, the lsing party agrees t pay all reasnable csts and attrney s fees incurred in cnnectin theref. It is further agreed that the venue f any legal actin brught under the terms f this agreement will be in the Superir Curt f the cunty in which the premises are lcated. Page 12

13 T. F. McElry Temple Assciatin inc.- Building Use Plicy IN WITNESS THEREOF, The Landlrd, by its Agent, and the Tenant, tgether with any guarantr required hereunder, set their hands n the dates indicated.. Landlrd: Name: By: (print name, then signature f Agent) Dated: Tenant: Name f Organizatin: By: Print Name: Dated: Title: Address: Type f ID presented Guarantr: I/we guarantee the perfrmance f all f Tenant s bligatins under this Agreement. Name: Print Name: Dated: Address: Initial: Received cpy f Rental Plicy: Received cpy f Cleaning Fees: Received cpy f Internet Use Plicy: Received cpy f Audi Visual Equipment Plicy: Received and initialed cpy f Key Agreement: Page 13