ARCHDIOCESE OF CINCINNATI POLICY FOR USE OF PARISH FACILITIES AND SPECIAL EVENTS POLICY

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1 ARCHDIOCESE OF CINCINNATI POLICY FOR USE OF PARISH FACILITIES AND SPECIAL EVENTS POLICY The Archdiocese of Cincinnati acknowledges each parish s role in providing facilities to its parishioners and the surrounding community. The use of parish facilities for nonsponsored events has increased over the past few years. As this usage increases, and lawsuits are an everincreasing reality, we need to address the liability associated with offering parish facilities for nonsponsored activities. To be considered for a parish sponsored group or activity, there are two basic tests: 1) The Pastor has the authority to start, direct, control, manage, expand or eliminate the activities of the organization. 2) The Pastor has the authority to sign checks on the organization s checking account and receives the monthly banking statements. When an organization requests to use a parish facility for an event that does not pass these basic tests, then the group is required to provide proof of insurance and sign a facility use agreement. Coverage for the liability must be at least $1,000, The group can provide proof of insurance by either: 1) Providing a certificate of insurance that includes the following three names as covered: The Archdiocese of Cincinnati, Archbishop Dennis M. Schnurr, and St. Thomas More Parish. 2) Purchase coverage from the parish through the Arthur H. Gallagher Risk Management Services. This insurance coverage helps to reduce our legal exposure and allows for continued availability of parish facilities for nonparish events. Parishes that provide cake, coffee, and refreshments to participants as a normal course of operation after a Baptism, Funeral, or a special parish sponsored event are NOT required to have insurance. These events are considered Parish sponsored events. However, when a family member requests the use of the facility for a private luncheon, dinner, party, or reception, all special event requirements must be completed. Examples of some nonsponsored events (which are not all inclusive) include wedding receptions, anniversary receptions, birthday parties, class reunions not sponsored by the school, parties, and workshops by nonparish groups and social clubs.

2 If the parish is approached by civic groups, humanitarian organizations, or other such groups that the pastor feels promote the mission of the Church, these nonpaying groups may be permitted to utilize the facilities of the parish at the pastor s discretion. While these groups represent a low risk to the assets of the parish, all members of the group must annually sign a Hold Harmless Agreement to use the parish facilities (a copy may be downloaded below). Recurring meetings by all outside organizations must obtain insurance and sign the facility use agreement. These include home school groups, community organizations, support groups not sponsored by the parish, and fraternal organizations. All outside organizations use of parish facilities must be approved by the Pastor prior to booking. The following type of nonparish events and other exclusions are prohibited: nonparish athletic events, any activity with firearms, fireworks, motorized vehicles of any size, carnivals, amusement rides, events of more than 250 in attendance, overnight events, and inflatable devices. Host liquor activities are automatically covered with the purchase of a policy. This means that if liquor is served at an approved event in the parish hall no separate insurance is required. There are three instances in which a special liquor insurance policy is required: (1) if liquor is being sold, (2) when there is an admission price to the event which includes liquor, or (3) if liquor is served as part of a fund raising event. Each of these situations must be discussed by the parish with the Archdiocese for approval prior to the booking of these events. Administration Applying for a Special Event at St. Thomas More: Parishioners who have been active members of the parish for at least one full year can rent parish facilities. Nonparishioners may not use the facilities. Outside organizations must have prior approval from the Pastor prior to applying for facility use. The renter needs to check availability and book the facility as soon as the event date is known. A $300 refundable security deposit is required at the time the facility is booked. The deposit is refundable in full provided the facility is cleaned and left in the same condition as originally found. If the parish has to clean up after the event, the costs of the cleanup are deducted from the security deposit. Many parishioners agree to use and pay for our contract cleaning service to cleanup. If you intend to use this service, please notify us at the time of the event booking.

3 The parishionerrenter must also, sign, and agree to abide by the Facility Use Agreement for Parishioners at the time facility is booked. A copy of this document is in the link below and must be signed at the time the facility is booked. There are rental fees for the use of parish facilities. These fees are in addition to the security deposit: Rental Fee: Dining Room Only $ Kitchen $ Cancellation Fee $50.00 Refundable Deposit all rooms $ Picnic Shelter Donation Requested Insurance: The renter must provide for insurance for their event. This may be done by one of two methods: 1) Agree to obtain/purchase a Certificate of Liability Insurance denoting the Archdiocese of Cincinnati, and the Archbishop by name, and St. Thomas More Parish for at least $1,000,000 and cover the time of the event including setup. This certificate must be turned in to the Parish Office at least 72 hours prior to the start of the event. A sample copy is included in this document. (This certificate can be purchased through the parishioner s insurance agent as a rider on their home owner s policy for a nominal fee.) 2) Apply for a Special Events Policy. The Special Events Coverage form must be completed in full and turned into the Parish Office at least 25 days prior to the event. A check payable to Arthur J. Gallagher Risk Management Services in the appropriate amount must accompany the application. The parish will file for the insurance on the parishioner s behalf. The event is automatically canceled if proof of insurance is not obtained and on file at the Parish Office at least three business days prior to the event. The rental fee and deposit must also have been previously been paid.

4 If you have any questions regarding this policy, please contact: Dick Berish Business Manager St. Thomas More Phone: Fax: Licensee's use of the facility, including but not limited to those which may be asserted by third parties. 1) Licensee shall carry or obtain comprehensive general liability insurance in the amount of not less than $1,000,000 and shall include the Church, the Pastor of the Church, the Catholic Archdiocese of Cincinnati as additional insured s thereunder. 2) Licensee will not charge for (whether by admission fee or otherwise...see exceptions above) alcoholic beverages served at Licensee's event and will otherwise comply with all laws regarding the use and consumption of liquor. 3) Church shall assume no liability for the loss, damage or return of any items of personal property brought onto the premises by Licensee, or any of its guests. Licensee shall assume all liability and risk of loss for any loss or damage to items of personal property brought onto premises by any member of said Licensee, or any of its guests. The Church shall assume no liability for the loss or damage of vehicles parked in the Church parking lot by Licensee, or any of its guests. 4) Any change or modification to this contract will not be effective unless made in writing and signed by both parties to this contract.

5 Facility Use Agreement For Parishioners The Facility Use Agreement is entered into on, 20 by (Church) and _ (Licensee), with respect to Licensee's proposed use of space at the Church on, 20. Church and Licensee agree to the following rules, regulations and provisions: 1. The Church's Building Manager or the Church's designee shall approve scheduling of all building facilities. 2. All events must terminate by 1:OOA.M. Events with music must arrange for music to stop at 12:00 Midnight. If an event will have minors present who are not accompanied by a parent or guardian, Licensee will be fully responsible for city curfew compliance. 3. Absolutely NO decoration or signs are to be attached or affixed in any way to any walls, windows, doors, or chandeliers. 4. All decorations, flowers, liquor, or food items must be removed at the conclusion of the event. 5. There is to be NO SMOKING inside the building, the courtyards or in any garden areas. 6. It is Licensee's responsibility to comply with all applicable laws, ordinances and regulations in the use of the facility. Licensee is responsible for the conduct of all individuals attending Licensee's event, including, but not limited to, all caterers. Therefore, it is also Licensee's responsibility that Licensee's guests and the caterer for the event also comply with all applicable laws, ordinances and regulations. 7. Any abuse of, damage to, or loss of Church property, whether real or personal, shall be the responsibility of Licensee. Licensee agrees to reimburse the Church, upon demand, such sum as will be necessary to restore the damaged property to its original condition. 8. Licensee assumes full responsibility for the character, acts and conduct of all persons attending Licensee's event. Licensee hereby holds harmless and indemnifies the Church, the Archbishop of Cincinnati, the Catholic Archdiocese of Cincinnati. and their respected officers, employees, members and agents, against any and all losses.claims. Rev

6 liability or damages (including attorneys' fees) arising or allegedly arising out of injury to persons or property and relating to Licensee's use of the facility, including but not limited to those which may be asserted by third parties. 9. licensee shall carry or obtain comprehensive general liability insurance in the amount of not less than $1,000,000 and shall include the Church, the Archbishop of Cincinnati, and the Catholic Archdiocese of Cincinnati as additional insureds thereunder. 10. Licensee will not charge for (whether by admission fee or otherwise) alcoholic beverages served at Licensee's event and will otherwise comply with all laws regarding the use and consumption of liquor. 11. Church shall assume no liability for the loss, damage or return of any items of personal property brought onto the premises by Licensee, or any of its guests. Licensee shall assume all liability and risk of loss for any loss or damage to items of personal property brought onto premises by any member of said Licensee, or any of its guests. The Church shall assume no liability for the loss or damage of vehicles parked in the Church parking lot by Licensee, or any of its guests. 12. Any change or modification to this contract will not be effective unless made in writing and signed by both parties to this contract. l!we have read and agree to the above regulations. CHURCH: Signed Date LICENSEE: Signed Date Rev

7 i 1 ACORD. CERTIFICATE OF LIABILITY INSURANCE OP 10 T~ DATE (MMIDDIYYYY) DUGATIl 01/24/07 PRODUCER THIS CERTIFICATE IS ISSUED AS A MAnER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE 1 HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR, Insurance ftgcrcy ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. Nare & Address INSURERS AFFORDING COVERAGE NAIC# INSURED INSURER A: Cincinnati Insurance Compa.ny ~! COVERAGES! i r I Parishiooer Nare & Address INSURERS: INSURERC: INSURERD: INSURERE: TtiE POLICIES OF INSURANCE LISTED BELOW tiave BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT. TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN. THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJeCT TO ALL THE TERMS. EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. I, l;tr NSR TYPE OF INSURANCE POLICY NUMBER ~o'f..~~t';~id1f»;]~ DATE (MMIDDmi LIMITS ~NERAL LlABIUTY EACH OCCURRENCE $ X COMMERCIAL GENERAL LIABILITY PREM;S~S lea occureece) $ t;claims MADE 0 OCCUR MED EXP (Anyone person) S ll/08/06 X Homeowners H ll/08/07 PERSONAL & ADV INJURY $ X. GENERAL AGGREGATE S GEN"L AGGREGATE LIMIT APPLIES PER:?RODUCTS COMP/O? AGG s hpolicy n~8t nloc h<i AUTOMOBILE LIABIUTY COMBINED SINGLE LIMIT (Ea aoddent) s, ANY AUTO ALL OWNED AUTOS BODIl; Y INJURY s I I SCHEDULED HIRED AUTOS NON OWNED AUTOS AUTOS (Per person) BODILY INJURY (Per accideni) PROPERTY DAMAGE s (Per accident) GARAGE LIABILITY AUTO ONLY EA ACaDENT s q ANY AUTO EAACC s OTHER THAN AUTO ONLY: AGG s '" EXCESS/UMBRELLA UABILITY EACH OCCURRENCE $1 c X X ~ OCCUR D CLAIMS MADE U /08/06 ll/08/07 AGGREGATE s _. R S DEDUCTIBLE $ RETENTION $ s WORKERS COMPENSATION AND 'T8!'iy"~,~'r S I. IUffi EMPLOYERS' UABIUTY E.L. EACH ACCIDENT s ANY PROPRIETOR/PARTNEfVEXECUTIVE OFFICERIMEMBER EXCLUDED? E.L DISEASE EA EMPLOYEE S ~re'b~~6'v'js10'"ns below E.L. DISEASE POLICY UMIT $ OTHER A Home Owners H /08/06 11/08/07 s.. DESCRIPTION OF 'ERATIONS /LOCATIONS I VEHICLES / EXCLUSIONS ADDED BY ENDORSEMENT I SPECIAL PROVtSIONS ~:...,:':. CERTIFICATE HOLDER CANCELLATION SHOUl;O AHY OF THE ABOVE DESCRIBED POLICIES BE CANCELL;ED BEFORE THE EXPIRATIO! St. Thomas More Parish DATE THEREOF. THE ISSUING INSURER WILL ENDEAVOR TO MAIL ~ DAYS WRITTEN Archdicoese of Cincinnati NOnCE TO THE CERTIFICATE HOLDER NAMED TO THE!.;EFT. BUT FAILURE TO DO so SHAl;L IMPOSE NO OBLIGATION OR LlA8IUTY OF ANY KINO UPON THE INSURER. ITS AGENTS OR Archbishop Dennis M. Schnurr REPREseNTATIVES. AUTHORIZED REPRESENTATIIIE " ACORD 25 (2001/08) Mark E.

8 Name of Parish, School, or Agency: Street Address: City, State, Zip Code: Archdiocese of Cincinnati Application for Special Events Coverage Date of Event: Type of Event (Example:WeddingReception AnniversaryParty,Etc. PleaseSpecify): Phone: Contact Person: (printed name) Lessee (Additional Insured) Information: Name of Sponsoring Organization and/or Individual Requesting Coverage: Street Address: City, State, Zip Code: Time of Event: From: To: Approximate Number of Participants: Will there be Liquor at the event? Yes Is Liquor being sold, included in the price of admission, or provided at a fund raiser? Yes No If yes, a separate, additional Liquor Liability policy is required. No Telephone: Is Food Being Served? Yes No Lessee Signature Overnight Event? Yes No The Special Events coverage provides $1,000,000 Combined Single Limit Bodily Injury, Property Damage, and Host Liquor Liability coverage per event (not per claim). This coverage is underwritten by Nationwide Mutual Insurance Company. Cost of Coverage: $125 Per Event $!1:...;5:...:0 For an Overnight Event (Need Prior Underwritting Approval) (Need Prior Underwritting Approval) Coverage does not apply to certain events such as, but not limited to: Amusement rides, mechanically operated devices, trampolines, & rebounding devices Events where a fee or admission is charged, unless all proceeds go to charity Events organized or operated by professional promoters/performers Events with attendance of more than 1,000 persons For Company Use only: Sporting events including tournaments & camps Events which exceed 72 hours in duration Events involving pool or lake activities Events involving recreational vehicles Fireworks & fireworks displays Any Carnival Event Liquor Liability (Dram Shop) coverage NOTIFICATION OF AN EVENT MUST REACH ARTHUR J. GALLAGHER AT LEAST 15 DAYS IN ADVANCE OF THE EVENT *ALL EVENTS NEED PRIOR APPROVAL BY K & K Insurance Group, Inc.* Please make check or money order payable to: COMPLETE AND RETURN THIS FORM TO: Arthur J. Gallagher Risk Management Services Do not send cash. Arthur J. Gallagher Risk Management Services Attn: Julia Seidel Phone: (630) Two Pierce Place Fax: (630) Itasca, IL juiia_seidel@ajg.com Please report all claims to K & K Insurance Group, Inc. Claims department at All Events must be reported 15 days prior to effective date. rev 7/2011

9 Name of Parish, School, or Agency: Street Address: City, State, Zip Code: Phone: Application Archdiocese of Cincinnati for Special Events Coverage for Recurring Meetings Date(s) of Meeting(s): Example: 1st Monday of month, 2nd/4th Thursday, etc. Type of Meeting (Example: Support Groups, Community Organizations, Home Owners Assoc., Etc. Please Specify): Contact Person: (printed name) Lessee (Additional Insured) Information: Organization Contact Person: Street Address: Name: City, State, Zip Code: Telephone: Meeting Time: From: _ To: _ Approximate Number of Participants: Number of meetings per month: Is Food Being Served? (not including light refreshments.) Yes No Coverage is not afforded for alcohol through this program. See below for additional exclusions. Lessee Signature The Special Events coverage provides $1,000,000 Combined Single Limit Bodily Injury, and Property Damage coverage per event (not per claim). This coverage is underwritted by Nationwide Mutual Insurance Company Participants Frequency Cost Please use the chart to the right to determine the event class and Class A One 50 Monthly $200 corresponding cost of coverage: Class B Monthly $300 Class C One 50 BiMonthly $250 Class Cost of Coverage Class D BiMonthly $350 Class E One 50 Weekly $300 Class F Weeklv $400 Coverage does not apply to certain events such as, but not limited to: Amusement rides, trampolines, & rebounding devices, etc. Events with fee or admission, unless all proceeds go to charity Events organized or operated by professional promoters/performers For Company Use only: Events with attendance of more than 250 persons Sporting events including tournaments & camps Events which exceed 72 hours in duration Events involving pool or lake activities Events involving recreational vehicles Fireworks & fireworks displays Any Carnival Event Coverage period is July 1, 2011 July 1, Liquor liability Coverage NOTIFICATION OF AN EVENT MUST REACH ARTHUR J. GALLAGHER AT LEAST 15 DAYS IN ADVANCE OF THE EVENT *ALL EVENTS NEED PRIOR APPROVAL BY K & K Insurance Group, Inc.* Please make check or money order payable to: Arthur J. Gallagher Risk Management Services Please do not send cash. COMPLETE AND RETURN THIS FORM TO: Arthur J. Gallagher Risk Management Services Attn: Julia Seidel Phone: (630) Two Pierce Place Fax: (630) Itasca, IL julia_seidel@ajg.com Please report all claims to K & K Insurance Group, Inc. Claims department at All Events must be reported 15 days prior to effective date. 07/2011