DIOCESAN FACILITY USAGE POLICY

Transcription

1 DIOCESAN FACILITY USAGE POLICY Parishes/schools frequently allow groups to use their property for non-parish sponsored events. All groups that are not sponsored by a Diocesan parish must utilize the Diocesan Facility Usage Policy. Examples of these groups are: Girl Scouts, Knights of Columbus, American Legion, home school groups, or other similar organizations that use parish facilities for meetings or fundraisers; AAU sport teams or sport classes/clinics not sponsored by the parish. Parishioner and non-parishioner families that rent or use parish facilities for wedding receptions, family reunions, anniversary parties, or other similar activities. Any other organization, municipality, or county organization that uses parish facilities for a meeting or function that is non-parish sponsored. To use any Diocesan facility, individuals or organizations that are not sponsored by a diocesan parish must provide the parish with a certificate of insurance documenting general liability coverage in the amount of $1,000,000 per occurrence. This certificate must name the parish and the Diocese as an additional insured. (It is not adequate to obtain a certificate of insurance that names the parish and the Diocese as certificate holders ). To assist in determining if an organization is parish sponsored or affiliated, the following five questions must be answered in the affirmative. 1. Did the parish have full control over the group or function? 2. Did any costs or fees associated with the function flow through parish accounts? 3. Was the function or group open to all parish members? 4. Was the purpose of the function or group to facilitate learning, raise revenue for the parish or provide a social service on behalf of the parish? 5. Was the teacher or leader of the group a parish volunteer or employee? When it is determined that an activity is non-parish sponsored, there are three options: OPTION 1 Have the facility user complete a FACILITY USAGE/INDEMNITY AGREEMENT and provide the parish with a certificate of insurance evidencing one million ($1,000,000) general liability coverage per occurrence and also naming the parish and the Diocese as an additional insured. OPTION 2 In the event that a $1,000,000 general liability policy cannot be obtained privately, THIRD PARTY SPECIAL EVENTS coverage can be purchased. This coverage is explained later in this policy. OPTION 3 Special provisions may apply for individual facility users and some small groups. Please see the ADULT HOLD HARMLESS/INDEMNITY AGREEMENT section of this policy for further explanation. 30.1

2 Your diligence in following this policy will benefit the Diocese and your parish by minimizing exposure to loss. Facility Use Agreement This Facility Use Agreement is entered into by and between (Owner) and (Licensee), for Licensee's rental of the facility space known as (the Facility ) and located at,, Wisconsin, and the terms are fully described in this Agreement. Owner is defined in this agreement as inclusive of the parish or school, the Diocese of Madison, and Bishop Robert Morlino. The Parties Agree as Follows: Event Specifics: Date of the Event: Duration of the Event: from a.m. p.m. to a.m. p.m. Purpose for which the facility is being rented: Rental Fee Charged (if any): To be Paid as follows: A deposit in the amount of $ to hold the facility and date is due at time of Agreement signing, and the balance is due on or before. Estimated Guest/Attendees Count. If a wedding reception, full names, addresses and phone numbers of Bride and Groom: If other Event, full name, address and phone number of Licensee's contact person: Other specific arrangements between Owner and Licensee for the Event: 1. Special Event Insurance. Licensee shall, during the performance hereof, keep in full force and effect an event liability insurance policy of comprehensive general liability and property damage insurance with respect to the Event for which the facility is being used, and in which the limits of liability shall be not less than $1,000, combined single limit for bodily injury and property damage. The policy shall name Owner, the Diocese of Madison, and Bishop Robert Morlino as additional insureds. A certificate of insurance shall be deposited with Owner prior to the date of the Event. If the Licensee does not have an applicable policy for which liability coverage can be utilized, Special Event Coverage will be purchased through Catholic Mutual Group per their guidelines. 2. Licensee's Representations and Owner's Right to Deny Use. As an inducement to the Owner entering into this Agreement with Licensee, Licensee represents that: (a) Licensee is not an individual, group or organization whose purpose, tenets, acts or omissions, or objectives contradict the faith and morals of the Catholic Church, (b) In using the Facility, Licensee and its guests or attendees will not engage in (i) unlawful, unsafe, or hazardous activity on or around the Facility's premises; (ii) a political Event in support of one candidate for civil office and in opposition to other candidates for the same office; or (iii) an activity which offends or is contrary to the faith or morals of the Catholic Church. 30.2

3 Additionally, Licensee acknowledges that the Owner reserves the right to deny the use of facilities to any person, group or organization when the Owner determines that the granting of such use will not be in the best interest of the Owner or the Diocese of Madison, or that the denial of such use is necessary to avoid scandal. 30.3

4 3. Impossibility. Licensee acknowledges that the Owner shall not be liable for Owner's failure to provide the Facility for the Event due to fire, electrical failure, an act of God, or other condition beyond its reasonable control. In such case, Owner will make all reasonable efforts to reschedule the Event. If a rescheduled date cannot be agreed upon, Owner shall refund all monies paid by Licensee as Licensee's sole and exclusive remedy. 4. Indemnification and Hold Harmless. To the fullest extent permitted by law, Licensee will indemnify Owner and save Owner, its agents and employees, and hold harmless from and against any and all claims, actions, damages, liability, and expense in connection with loss of life, personal injury and/or damage to property arising from or out of any occurrence in or upon Owner's property, or the occupancy or use by Licensee of the property or any part thereof or the use by Licensee of any adjacent property, or occasioned wholly or in part by any act or omission of Licensee, its agents, employees, servants, licensees, concessionaires, guests or other attendees. In case Owner shall be made a party to any litigation commenced by or against Licensee, Licensee shall protect and hold Owner harmless and shall pay all costs, expenses and reasonable attorney's fees incurred or paid by Owner in connection with such litigation. 5. Damage or Loss. Owner assumes 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 assumes 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. Owner assumes no liability for the loss or damage to vehicles parked in the church/school/other diocesan entity/facility parking lot by Licensee, or any of its guests. 6. Adherence to Facility Rules. Licensee agrees to adhere, and to require its guests and attendees to adhere, to the following rules during the use of them Owner's facility: (a) Licensee and its guests or attendees will not engage in (i) unlawful, unsafe, or hazardous activity on or around the Facility's premises; (ii) a political event in support of one candidate for civil office and in opposition to other candidates for the same office; or (iii) activity which offends or is contrary to the faith or morals of the Catholic Church. (b) The Facility's Building Manager or the Owner's designee shall approve scheduling of all building facilities. (c) Licensee agrees to conduct the Event in a civil orderly manner, and at reasonable noise level, and Owner reserves the right to eject any guest or attendee of the Event from the premises for damage to property, injury to person, unacceptable, unruly and/or dangerous behavior, inappropriate attire, lewd acts, disregard of Owner's policies or these Facility Rules, or for other violation of this Agreement. (d) The Event must terminate by 1:OOA.M. Events with music must arrange for music to stop at 12:00 Midnight. If the Event will have minors in attendance who are not accompanied by a parent or guardian, Licensee will be fully responsible for municipal curfew compliance. (e) Absolutely NO decoration or signs are to be attached or affixed in any way to any walls, windows, doors, or chandeliers. (f) All decorations, flowers, liquor, or food items must be removed at the conclusion of the Event. (g) There is to be NO SMOKING inside the building, outside the premises or on the premises. 30.4

5 (h) Firearms are strictly prohibited in the building, outside the building, and, on the premises. (i) Licensee shall comply with all applicable laws, ordinances and regulations in the use of the facility. (j) Licensee is responsible for the conduct and acts and omissions of all individuals attending Licensee's Event, including, but not limited to, all guests, attendees, caterers and vendors. (k) Licensee is required to ensure that Licensee's guests and the caterer and other vendors for the Event also comply with all applicable laws, ordinances and regulations. (l) Licensee shall be liable for abuse of, damage to, or loss of property belonging to Owner, whether real or personal, and any and all injuries occurring to Licensee, its guests, attendees, and third parties as a result of Licensee's use of Facility or conduct of Licensee, guests and/or attendees at the Event. Licensee agrees to reimburse the Church, upon demand, such sum as will be necessary to restore or replace the damaged property. Licensee assumes full responsibility for the character, acts and conduct of all persons attending Licensee's Event. (m) 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. 7. Complete Agreement. This represents the complete agreement between the parties. Any change\or modification to this Agreement will be invalid unless made in writing and signed by both parties to this contract. Agreed and entered into on the last date written below. OWNER: LICENSEE: Print Name of Owner (Parish or other Diocesan entity) Print Name of Person or Entity Signature of Owner Representative Signature of Authorized Person By Its (Pastor, Administrator, Principal, etc) Print Name of Authorized Person signing Date: Date: 30.5

6 THIRD PARTY SPECIAL EVENTS COVERAGE Third Party Special Events Coverage is a mechanism that allows the diocese to extend liability coverage to an individual or organization using parish/school facilities for a non-parish sponsored event for which they are unable to obtain a $1,000,000 general liability policy privately. For each event, the Third Party Special Events Coverage provides $1,000,000 in liability coverage to a non-parish sponsored facility user, as well as extending coverage to the parish and the diocese. The cost of the coverage is established annually. Please contact the Chancery to obtain the current application fee. SPECIAL EVENTS COVERAGE FREQUENTLY ASKED QUESTIONS Who is Eligible? Many individuals need this coverage for events such as private wedding receptions or family reunions. Non-profit organizations such as a charity organization may need the coverage for a pancake breakfast. A for-profit organization such as a local business may need the coverage for an employee Christmas party held at parish facilities. Who is Covered? Below is a brief explanation of what is covered by Third Party Special Events Coverage along with some items that are excluded. Please note that the actual coverage form must be examined for an exhaustive explanation of what is covered and excluded. Most non-parish sponsored activities are covered by Special Events Coverage. Common examples are wedding receptions, family reunions, award banquets, and fund-raisers. $1,000,000 in liability coverage for bodily injury and property damage is provided for the special event user, parish, and the diocese. Please note that the $1,000,000 limit is shared by the covered parties and is per-event coverage. Liquor liability coverage is provided. Some types of events are not covered. unless all proceeds go to charity ents 30.6

7 HOW TO COMPLETE THE APPLICATION FORM The application form should be completed in full and must include the following information: 1. Name of Parish/Institution Please include the name and address of the facility where the event will be held. 2. Lessee Information (additional insured) Please include the name of the individual(s) or organization holding the non-parish sponsored event. 3. Lessee (additional insured) Contact Person Please indicate the name, address, and telephone number of the person primarily responsible for the activity/event. 4. Type of Activity/Event Please provide a brief description of the activity/event including the date, time, approximate number of participants, whether or not food and/or liquor is being served. PROCESSING THE COMPLETED APPLICATION One copy of the application should be given to the lessee, another retained for your records, and a third submitted to the Chancery Office. The original application should be submitted at least 15 business days prior to an event. The copy mailed to the Chancery Office should be accompanied by the application fee made payable to the Diocese. THIS CHECK SHOULD NOT BE MADE PAYABLE TO CATHOLIC MUTUAL. Any questions regarding the completion or processing of the application should be directed to the Chancery Office or Catholic Mutual Group. Risk Management Guidelines are available to assist you in allowing outside organizations to use your facilities. Information includes, but is not limited to, liquor liability control, security, and food handling. Please contact Catholic Mutual s Risk Management Department at (800) for further information. Information can also be found on Catholic Mutual s website

8 ADULT HOLD HARMLESS/INDEMNITY AGREEMENT Ideally, individuals utilizing parish premises for activities that are neither parish sponsored nor affiliated, should be providing the parish a certificate of insurance naming the parish and the Diocese as an additional insured. However, in certain instances when groups or individuals do not have insurance, the Adult Hold Harmless/Indemnity Agreement can be used. The Adult Hold Harmless/Indemnity Agreement has not been designed to be a replacement for insurance, but has been developed only for certain situations. Specifically, the Adult Hold Harmless/Indemnity Agreement must be utilized for the following situations that are often encountered by parishes: 1. Adult Athletic Participation - Adults who use or rent the parish/school gym for non-parish sponsored" basketball or volleyball must sign the Adult Hold Harmless/Indemnity Agreement. It is not adequate to have one representative of a sports group sign an agreement. Each individual must sign an agreement for the contracts to be valid. Please note that a new agreement does not have to be obtained for each usage of the gym if the gym is being utilized on a seasonal basis. Instead, the parish/school may obtain one signed agreement per individual, per season. 2. Craft Fairs - Considering that a craft fair usually involves a large number of craft vendors, it is impossible to obtain a certificate of insurance from each vendor. Instead, an Adult Hold Harmless/Indemnity Agreement should be distributed with the craft vendors registration material for the vendor to sign. A craft vendor who does not sign an Adult Hold Harmless/Indemnity Agreement should not be allowed to participate in your parish craft fair. 3. Other Small Groups - In rare instances, the Adult Hold Harmless/Indemnity Agreement can be used for very small groups that do not have liability insurance. Similar to the adult athletic participation, in these cases an Adult Hold Harmless/Indemnity Agreement must be obtained from each individual of each group who utilizes parish facilities. When dealing with large groups, it is not feasible to have each group member sign an agreement. Considering this, large groups must sign the Facility Usage/Indemnity Agreement, which requires insurance. The Adult Hold Harmless/Indemnity Agreement is a legal contract between your parish and the individual who signs the agreement. The agreement will effectively bar the signer of the agreement from making a claim against the parish. Please note that the Adult Hold Harmless/Indemnity Agreement is only valid when the signer is at least 18 years of age. The parish should not alter the agreement in any way as an alteration could result in nullifying the legality of the agreement. Original copies of signed Adult Hold Harmless/Indemnity Agreements should be kept in parish files for at least two years. Injuries and accidents are often not promptly reported, necessitating the need for original copies to be maintained. 30.8

9 ADULT HOLD HARMLESS/INDEMNITY AGREEMENT PARISH/SCHOOL: (PARISH/SCHOOL is understood to include the Diocese of ). ACTIVITY PARTICIPANT OR FACILITY USER: DATES OF ACTIVITY OR USAGE: TYPE OF ACTIVITY OR USAGE: The above named ACTIVITY PARTICIPANT OR FACILITY USER agrees to defend, protect, indemnify and hold harmless the above named PARISH/SCHOOL against and from all claims arising from the negligence or fault of the above named ACTIVITY PARTICIPANT OR FACILITY USER or any of their agents, family members, officers, volunteers, helpers, partners, organizational members or associates which arise out of the above named ACTIVITY OR USAGE at the above named PARISH/SCHOOL. Additionally, the above named ACTIVITY PARTICIPANT OR FACILITY USER agrees to protect, defend, hold harmless and fully indemnify the above named PARISH/SCHOOL for any claim or cause of action whatsoever arising out of the above mentioned ACTIVITY OR USAGE which takes place during the above identified DATE(S) OF ACTIVITY OR USAGE that is brought against the PARISH/SCHOOL by the above named ACTIVITY PARTICIPANT OR FACILITY USER or their family members whether such claim arises from the alleged negligence of the PARISH/SCHOOL, its employees or agents or ACTIVITY PARTICIPANT or FACILITY USER S negligence. If any portion of this agreement is held invalid, it is agreed that the balance thereof, shall continue in full legal force and effect. SIGNED BY: NAME (Please Print): DATE: 30.9

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11 PARISH FESTIVAL VENDOR HOLD HARMLESS/INDEMNITY AGREEMENT PARISH: (PARISH is understood to include the Diocese of ). PARISH FESTIVAL VENDOR: TYPE OF VENDOR: DATES OF PARISH FESTIVAL: The above named PARISH FESTIVAL VENDOR agrees to defend, protect, indemnify and hold harmless the above named PARISH against and from all claims arising from the negligence or fault of the above named PARISH FESTIVAL VENDOR or any of its agents, family members, officers, volunteers, helpers, partners, organizational members, or associates in connection with the operations of the above named PARISH FESTIVAL VENDOR at the above named PARISH. PARISH FESTIVAL VENDOR agrees to provide a certificate of insurance to the PARISH, which provides evidence of general liability coverage of not less than one million dollars ($1,000,000) per occurrence. PARISH FESTIVAL VENDOR also agrees to have the PARISH named as an Additional Insured on its general liability policy for the DATES OF PARISH FESTIVAL in relationship to the PARISH FESTIVAL VENDOR S activities. It is agreed that PARISH FESTIVAL VENDOR also agrees to ensure that its liability insurance policy will be primary in the event of a covered claim or cause of action against PARISH. If and only if PARISH FESTIVAL VENDOR fails to comply with the above (second) paragraph, then PARISH FESTIVAL VENDOR agrees to protect, defend, hold harmless, and fully indemnify the above named PARISH for any claim or cause of action whatsoever which takes place during the above identified DATE(S) OF PARISH FESTIVAL that is brought against the PARISH by the above named PARISH FESTIVAL VENDOR or its employees, agents, guests, invitees, customers, partners, family members, organizational members, and associates, even if such claim arises from the alleged negligence of the PARISH, its employees or agents or the negligence of any other individual or organization not a party to this agreement. If any paragraph or sentence of this agreement is held invalid, it is agreed that the balance thereof, shall continue in full legal force and effect. SIGNED BY: (Must be an official agent of the PARISH FESTIVAL VENDOR) NAME AND TITLE: DATE: 30.11

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