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Policy
Use of the Church Hall
Christ Church, Aylmer
Gatineau, Quιbec
October, 2007
Background: By the end of the Second World War the parish was outgrowing its hall on Charles Street. Through the energies of many parishioners led by Joe Majka a new hall was constructed behind the church; its present location. On November 27, 1955 with many dignitaries present the new hall was dedicated, To the glory of God and as a memorial to those of the parish who paid the supreme sacrifice in two world wars and in loving memory of a devoted steward of this parish, Joseph Majka
In addition to supporting programs of the parish the hall at Christ Church has long been considered the parishs major Outreach initiative in that the hall had been offered at well below market rates to organizations from Aylmer to be used to conduct their affairs.
General Principles: The purpose of this policy is to articulate the parishs priorities for the use of its hall and to update the terms and conditions for its use. These priorities are consistent with the mission of the Parish to be a welcoming community, joyfully worshipping the Lord, growing in faith, caring for each other, and reaching out to the world God loves!
Priority 1
Christian Education: The most important use of the hall is to facilitate Christian Education in the parish through such things as the parishs Church School program; ALPHA and ad hoc bible study groups.
Fellowship:
The parish hall supports fellowship activities in the parish; such as sales, dinners, dances and the parish childrens playgroup. The hall is also available to parishioners for one off events such as wedding receptions.
Parish Management:
The hall is used for meetings of standing and ad hoc parish committees, training and briefing sessions for the parish, the deanery and the diocese. The hall is the administrative centre of the parish.
Priority 2
Outreach: The hall is made available to Aylmer organizations such as addiction support groups, Girl Guides and the Aylmer Fellowship Club for their meetings at very reasonable rates. In these cases the use of the hall is normally continuous throughout the year.
Priority 3
Other: The hall is made available to outside groups for meetings and parties on a one off basis. The hall is also available for continuous use to emerging, unincorporated Aylmer businesses until they can find suitable accommodation elsewhere.
Terms and Conditions
Use of the Church Hall
Christ Church, Aylmer
October, 2007
General Terms
The Lower Hall is uniquely for the use of the Parish and its parishioners only;
The User may not sub-let the Hall;
The capacity of the Hall of 85 persons is not to be exceeded.
All applications for the use of the hall will be in writing by completing the Usage Agreement form,
All charges must be paid in full by cash or cheque payable to Christ Church, Aylmer the day of the event. In the case of continuous users all charges must be paid in full, in advance on at least a monthly basis.
Parking is available beside the hall; in front of the church and on Frank-Robinson and Symmes streets (NB. No parking on the east side of Frank-Robinson)
Conditions of Use
The Users official who signs the Usage Agreement is personally responsible for maintaining good order both within and outside the Hall. This includes;
showing due courtesy to the Hall's neighbours in relation to car parking,
leaving space for the passage of the emergency services equipment, if required,
leaving the Hall at the end of your use in a broom swept condition, secure and orderly state with all windows closed and doors locked; chairs and tables stacked as indicated; all taps, toilets, urns, lights except security lights switched off,
leaving the telephone, sinks, toilets etc fit for use; central heating settings left as you found them,
all rubbish including any cigarette butts and coffee cups left outside of the hall is to be bagged and placed in the garbage can in the kitchen; and
keys must be returned as arranged; any damage made good or paid for.
Use of the hall includes the use of existing chairs and tables only. Any additional equipment or furnishings required must be procured, installed and removed by the User. Contact the Hall Coordinator to ensure that the power supply is adequate;
Use of the kitchen includes the use of all existing equipment and contents with the exception of the contents of the refrigerator and teas and coffee identified as belonging to the parish. No stovetop cooking that creates grease laden vapours is permitted. No equipment to be removed from the Church property. All kitchen facilities and equipment must be left clean and tidy or the damage deposit will be invoked.
The Hall must be vacated by 11:00 p.m.
The User is responsible for obtaining the appropriate SAQ permit, a copy of which must be displayed during the event.
No flags, posters, bunting, balloons, advertisements, decorations may be attached in the Hall or the grounds of the Hall or Church without the advance agreement of the Hall Coordinator Nails, screws, 'blutack', cellotape or anything that will leave a permanent mark are never to be used as a method of attachment.
No confetti, rice or any such material is to be thrown anywhere on church property.
Insurance
The user must show proof of 3rd party liability insurance to the amount of $2,000,000 upon signing the usage agreement. If the user does not have 3rd party liability coverage such coverage can be arranged through the carrier used by the Diocese of Ottawa.
Health & Safety
Smoking is prohibited throughout the premises;
The User should familiarize themselves with the floor plans of the church as shown on the reverse including all fire escapes
The User must provide details of any accident or incident occurring which did or could give rise to injury or illness, as soon as possible after the accident/incident. Notify the Hall Coordinator within 24 hours). A book is provided in the Kitchen for recording such details, and also the details of any witnesses, apparatus etc involved (NB also: any apparatus or equipment involved must by law be retained for inspection).
The kitchen is not approved by municipal health authorities for food preparation. Users do so at their own risk
Personal Security
If minor children are involved with a continuous event the User must undertake to comply with the intent of the Screening in Faith policy of the Diocese of Ottawa. The policy is found on the web at http://www.ottawa.anglican.ca/screen.shtml#policy
Fees
Priority 1 Use Free will offering
Priority2 Use Negotiated with the Hall Coordinator
Priority 3 Use -
$75 for up to 2 ½ hours (half day) of use morning or afternoon;
$125 for evening use between 6:00 p.m. and 11:00 p.m.;
$75 additional if you wish the hall space to be professionally cleaned immediately
before your event;
$25 additional if you want the hall set up beforehand (provide a design).
Long term usage agreements are subject to separate negotiation with the Hall Coordinator;
A damage deposit of $200 may be required upon signing the Usage Agreement.
The cheque covering this deposit will be returned if no damage to the hall
occurs. Damage repair will include the cost of materials at retail and $30 per
hour for labourUsage Agreement for the Use of the Church or Hall
Christ Church, Aylmer
101 rue Symmes, Gatineau, Quιbec
Box 301, Gatineau, QC J9H 5E6
(Please make sure copies are clearly legible)
Date Required:-
Time Period:-
Group:-
Address:-
..
..
Users Responsible Official:-
..
Address:-
..
Email
..Phone:- (819)
Requirements:-
.
Kitchen ____ Set up ___ Special ______________________
Fees:-.
..
Damage Deposit received ______ 3rd party Liability Coverage _______
The User has read the Terms and Conditions related to the use of the Hall and Church and agrees to comply with said Terms and Conditions.
Christ Church, Aylmer agrees to comply with the Terms and Conditions related to the use of the Hall and Church and to provide unrestricted access to the facilities on the date, at the time agreed to.
Signature(s) of User: .................................................................. Application dated: ..............................
Accepted on behalf of Christ church: .................................................................................... Acceptance dated:.............................
Usage Agreement for the Use of the Church or Hall
Christ Church, Aylmer
101 rue Symmes, Gatineau, Quιbec
Box 301, Gatineau, QC J9H 5E6
Addendum
Minor children are involved with an event of a continuous nature
I (print)
of (group)
Confirm that I have read the policy of Screening in faith of the Anglican Diocese of Ottawa and do certify that our organization is in compliance with intent of that policy.
(signed) at
. Date
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