Samish Island Community Center

Transcription

1 Samish Island Community Center RENTAL INFORMATION Samish Island Community Center Mailing Address: P.O. Box 268, Bow, WA Physical Location: Blue Heron Road, Bow, WA Rental agent: Eileen, phone: (leave message), or To view current schedule: This brochure is available as a pdf file at the website link above. 2017, Samish Island Community Club Last update: 3/14/2017

2 Community Center Floor Plan Scale: 1/8 = 1 ft. View hall photos at 2 P a g e

3 Contents Cover: Community Center Location & Contact Information Page: Floor Plan 2 Contents 3 Rental Overview 4-6 Key Checkout and Return 6 Renter s Responsibilities 7 Damage Deposit Checklist 8 Equipment included in your rental 9 Electronic equipment available for an additional fee 10 Renting tables & chairs for off-site use 10 Kitchen Equipment Operation 11 Rental Forms: Community Center rental form Electronic Equipment rental form 14 Islander rental for off-site use of tables, chairs, tablecloths Samish Island Community Center Primary Contacts Rental & Scheduling on website: Eileen Andersen Community Center President: Thais Armstrong, Community Center Vice President: Steve Hopley, Community Center Treasurer: Linda Strobel, Community Center Secretary: Eileen Smith-Moreland, Rentals & Payments should be mailed to: P.O. Box 268, Bow, WA P a g e

4 SAMISH ISLAND COMMUNITY CENTER (SICC) - RENTAL OVERVIEW The Samish Island Community Center is available for rental by Community Club Members on the Island, and to friends of members. The Center, located at Blue Heron Road on Samish Island, is about 2,000 square-ft. and includes a large, bright and open room with fireplace, kitchen, entry hallway with coat pegs, a small powder room, and storage areas for tables, chairs and tablecloths. The Community Center lends itself well to almost any gathering including family parties, weddings, memorial services, holiday gatherings, and meeting uses. Its capacity is 100 people. A video-projector and sound system are available for a fee. For a list of items included in your rental, check the page Equipment Included with Your Rental. There is an outdoor grilling area with picnic tables. Wood is not provided for either the outdoor grill or the fireplace, but renters may provide their own. The fireplace can be somewhat smoky (just fyi). Fees are charged for the entire day, beginning at 10 a.m. the morning of your rental and are effective until midnight. A meeting of less than 5 hours (key pickup to drop-off), may qualify for a reduced rate. TO VERIFY THAT THE CENTER IS AVAILABLE ON THE DAY YOU NEED: Please check the schedule of events at TO SCHEDULE THE CENTER: Phone or the rental agent listed on the cover of this document. Include the date you wish to rent and a general idea of use (family party; non-profit fundraiser; wedding; memorial service, etc.). Island residents memorial services are not charged a rental fee, but paperwork and damage deposit are required. The rental agent will provide you the address to pick up the key. REQUIRED: RENTAL FEES, DAMAGE DEPOSIT, PROOF OF HOME-OWNER INSURANCE: To assure your rental, please you must include these 3 items below with your rental agreement form. All documents should be sent about 10 days before your rental date. 4 P a g e

5 1. Rental Paperwork & Rental Check Fill out the form Community Center Rental Agreement (back of this booklet) Select the current fee that meets your status (member, non-member) and rental needs. If a non-member (off-islander), include the name of your island contact. Attach one check for rental, one for damage deposit (read below). Renter must sign and date the form. If you require a sound system, or projection equipment, which are require additional fees and deposits, fill out the form Equipment Rental Agreement (back of booklet) and enclose checks as indicated on the form. 2. Damage Deposit Check Write a separate check for the damage deposit of $200. If there is no damage, SICC tears up your check, and you write void in your checkbook. You may also request its return, by enclosing a self-addressed stamped envelope. If there is damage, we will discuss arrangements with you. Your damage deposit must be paid before key pickup with the rental agent. No damage deposit, no rental. 3. Proof of Homeowner or Renter s Insurance All Community Hall renters must include some proof of home owner insurance, or renter s insurance, in case of serious damage to the community center. Qualifying documents include o first page of your homeowner insurance policy, with current year s date, or o a pdf document from your insurance company indicating you are covered while using the community center instead of your home, due to space limitations of your home. This is a free document, which can be ed to you by your insurance company. You can then print it and submit with your paperwork. Non-profits with their own liability insurance may use their liability insurance policy as a qualifying document. Non-profits or individuals with no insurance will want to purchase event insurance. Many sites offer this online, ranging in price from $100 to $200 or more. Submit your signed Community Center Rental Agreement form(s), your separate checks for rental and damage deposit, your proof of insurance or event insurance to 5 P a g e

6 SICC, at the P.O. Box listed on the form. SICC should receive this by 7 days prior to your rental. KEY CHECKOUT AND RETURN: Keys are available from the rental agent, once all your paperwork is submitted. Call the phone number on the cover to arrange a time to pick up the key. You may pick the key up the night prior to your event, if the center is not rented that day. Check the Community Center Floor Plan (p2) for measurements. View photos at: If you would like to visit in person, you may borrow the key to plan, measure, and get a feel for how your event will work there. Return the key to the same place you picked it up. The agent will show you the drop box for the key return. 6 P a g e

7 Renter s Responsibilities Your rental is from 10:00 am to 12:00 am (midnight). The hall must be vacated no later than 12:00 am. You may return in the morning to finish cleanup and the damage deposit checklist, but must be finished cleaning before 9:30 am. 1. All music must be turned off no later than 11pm on weekends, 10pm on weeknights. 2. If you are serving alcohol, follow state liquor laws for obtaining a Banquet Permit. The State Liquor Control Board website has the details. Invitation-only events that include alcohol at no cost, do not generally require a permit. If your situation includes charging for alcoholic beverages, or is open the public, you are responsible to follow the law. 3. The center and surrounding area (parking area, barbeque and picnic areas) should be cleaned and all items removed from the premises not later than 9:30 am the next morning. 4. The community center does not have garbage service; please use trash bags in the kitchen to haul your garbage away. The Skagit Landfill and Transfer station is 11 miles away on Ovenell Road. Cost is about $10 for smaller amounts. There is no charge for recycling drop-off. 5. Wipe down tables and return them to the table racks in the storage room. If you used the tablecloths, sometimes a gentle wipe with a damp cloth will suffice. If they are very soiled, please launder and return to the rental agent within three days. 6. Wipe down chairs and stack together as indicated on the photo in the storage room. Use the chairdolly to move chairs easily. 7. Wipe down all kitchen surfaces (cleaning supplies located under the sink). 8. Sweep all floors in the main room, kitchen, and restroom, wiping up obvious spills and sticky areas. 9. Load dishwasher, add soap, and start the cycle. Take off the heated dry by punching that button once, to turn the green light off. Turn off the coffee maker, unplug and store the coffee maker in the corner of the kitchen. 10. Turn off the oven & stove top. Leave the dishwasher running, with the Heated Dry setting off. Make sure all windows are closed and latched, including the kitchen. 11. Turn thermostat to 50 degrees. Turn off all lights in hall, entry, and storage areas. Tidy up outdoor areas if used, as well as any parking lot litter. 12. Close and lock all doors, including the door in the storage area door. 13. Return the key to the drop box the Rental Agent showed you, before you leave the island. 7 P a g e

8 SAMISH ISLAND COMMUNITY CENTER: CLEANUP & DAMAGE DEPOSIT RETURN CHECKLIST Please return this form, with the key, to the key drop box. Please note anything SICC needs to know. Cleanup Specifics Condition or needs noted Sweep facility, and obvious spills cleaned up. Wipe tables and return to racks in storage room. Wipe chairs, and put away as indicated on the photo on the wall in the storage room. Bag all trash from kitchen, bathroom, storage, outdoor areas and remove. Clean kitchen countertops, mop obvious spills. Remove personal items from refrigerator and freezer. Tidy restroom, wipe obvious spills. Outdoor area: Remove all personal items. Return grates to storage area. Picnic tables under the roofed area. Pick up any litter in parking lot. Close and latch all windows in kitchen and hall. Close and lock all three exterior doors. Turn heat down 50 degrees. Turn off all lights, including storage, and restroom. Load up dishwasher with hall utensils & cups, add soap, start normal wash cycle, toggle heated dry button to off (no green light). The next renter will remove. Put away unused or clean items in cupboards or bins. Take tablecloths to launder if soiled. Return to the rental agent within three days. Return key & this sheet, with any notes. Key is due directly after your rental, or before 9:35 am the next morning. 8 P a g e

9 Equipment Included in Your Rental Hall capacity = 100 persons Kitchen Appliances: Propane stove (oven & burners) Microwave Dishwasher Refrigerator w/top freezer Small Appliances: Bunn Coffee Maker 392, 2-hotplates 30-cup coffee maker 25-cup old coffee maker for hot water. Electric tea kettle Stove top tea kettle Small electric hand mixer Cooking supplies & utensils: Miscellaneous kitchen serving utensils, openers, knives, etc. Metal stove-top tea kettle Bring own pans for cooking if needed Pot-holders Aprons Serving Utensils: Coffee thermoses for serving (5-6) Metal flatware for 100+ people Glass punch bowls (2) 24 glass punch cups glass coffee cups 2 Cupcake holders Tabletop Décor: Various decorative baskets for tables Tables: 7 round 5 diameter tables 11 rectangular 8 tables 1 4 rectangular table 2-3 small utility tables Table leg-extenders for higher work-style or presentations table Tablecloths (you wash & return after) Informal: Sage Green Tablecloths (rounds and rectangulars) Formal: -Black long tablecloths (floor-length) for formal weddings & occasions (8 rounds, 8 rectangulars) - Royal blue tablecloths (15 drop) for other events 8 rounds, 4 rectangulars Chairs: 100 black chairs Cleanup: Kitchen Waste basket and liners (u-haul trash away, replace liner) Large Trash bin & liners for outdoor trash (u-haul trash away, replace liner) Dish rags & towels Dish soaps and scrubbers Dishwasher soap Broom & dustpan Floor washing bucket & mops with marmoleum soap (follow directions exactly) Coat-Hanging: 1 peg-style coat rack in foyer Restroom Toilet paper Liquid hand soap Paper towels Wastebasket Liner (haul away waste in liner, replace with new liner) Bring your own: Plates, napkins, paper goods that match your decor Paper coffee cups Coffee Coffee makers if you don t like those at the hall Fresh half n half or creamers (powdered in the hall) Ice cubes or crushed ice. Hauling Garbage: The Community Center has no garbage service. Please arrange to take garbage home with you, or drop it at the Skagit Co. Recycling & Transfer Station at Ovenell Road, Mount Vernon (11 miles away, a left off Farm to Market Road as drive toward highway 20). Cost is $10 for most garbage disposal. Recycle bins are free. 9 P a g e

10 Equipment Available for an Additional Rental Fee This equipment is available for use at the Center. If you require extra sound amplification, or video projection, fill out Hall Equipment Rental Form in this packet. Make checks payable to Samish Island Community Center. Equipment Model Rental fee per day + Damage Deposit LCD Projector for laptops Epson EX3210 $35 per day $250 separate check for damage deposit Portable PA Sound system Bose L1 Compact stereo $75 per day $500 separate check for damage deposit Accessory equipment USB cable & port, VGA cable & port; HDMI port (user-supplied HDMI cable) Tall speakers attached; power cable, ports for microphone, mp3 player or cell phone music; Wired microphone & cable; Microphone stand. There are 2 channels for microphones, guitar, ipod. Can be connected to another Bose L1 for more coverage. Off-Site Rentals (Tables, Chairs, Tablecloths) by SICC members Make checks payable to Samish Island Community Center Tables round or rectangular Chairs Tablecloths (Black, Royal Blue) Launder, fold, and return to rental agent within 3 days of rental $10 per day each $2 per day each $3 per day each 10 P a g e

11 Community Center Kitchen Equipment Operation Bunn Coffee Maker 392: This machine takes ½ hour to warm up. Be sure to get there early, turn it on, and let it warm minutes until the green light appears. There is already water in the reservoir, but it will be stale. Use it to warm your pots. Directions: 1. LEAVE BUNN ON THE FRONT COUNTER, TURN ON: The Bunn will only work when plugged into the front counter plug-ins (four-outlet). DO NOT MOVE IT. Any other kitchen outlet will trip the breaker that the fridge is on. Turn it on, with the switch on the back of the machine, 1=on, 0=off. 2. GET YOUR POTS READY (water pitcher, hotpots, coffee carafes, filter basket): fill the plastic water pitcher to the line on the pitcher, and set aside. find hotpots, carafes and filter basket and rinse. place a glass Bunn coffee carafe on the lower warmer. slide the empty filter basket into the holder. when the green light goes on, pour water from the plastic water pitcher into the screened area above the pot. All water coming in the carafe is stale water that has been sitting in the reservoir for a while, so don t drink it. Use it to warm your hotpots. Some people do this step twice. 3. MAKE COFFEE: Wait for the green light to go on again, before making coffee. Fill a large dry filter with 1 cup of ground coffee, and place in filter basket. You can adjust amounts on your second pot. Slide filter basket into place, very firmly towards the back, to prevent leakage and overflows. Make your first pot of coffee by pouring fresh water into the dispenser with the plastic pitcher. 4. ENJOY YOUR FRESH COFFEE, AND CLEANUP: put coffee into pre-warmed, empty hotpots. Repeat this step until you have the amount of coffee you need. To cleanup, remove and discard grounds, rinse filter basket & carafes, turn off machine, and rinse out hotpots. Dishwasher Overview: Please load dirty dishware, and start the dishwasher before leaving the hall. The next renters will unload and use the clean dishes. Put soap in main wash compartment & close. Select Normal Wash button; Check the Heated Dry button, and push it once to toggle it off - no green light - for safe use and fire prevention. Dishes will dry fine on their own. Oven & Stove Top: The Oven and burners are both propane. Burners have self-ignition. For Oven use, first check to see that time of day is set, then Push Bake button, and within 5 seconds, push the up ^ or down v buttons to adjust temperature. Display will show 350 at beginning. Release the up or down buttons when the temperature you want is reached. You can adjust the temperature (after initial temperature is reached), using the same procedure - press bake first, then up or down buttons. Micro: Rotate the bottom round button to power level (8-10 in most cases), then push and turn middle round button to the seconds you want to cook your item. For additional questions or problems with center equipment or supplies, call any of the people listed as primary contacts on page P a g e

12 Request Made: Date(s) of Reservation: 12 P a g e SAMISH ISLAND COMMUNITY CENTER, Inc. Community Center Rental Agreement Mailing address: P.O. Box 268, Bow, WA Community Center location: Blue Heron Rd. 1. The Samish Island Community Center may be reserved for the periodic and temporary use of local citizens and organizations. Under WAC , the property may not be used for pecuniary gain or to promote business activities except under limited circumstances. Restricted uses may include for-fee classes and other business activities. The property may not be used for pecuniary gain or to promote business activities unless the intention of renter to so use the property is specifically disclosed to the Community Center Representative and approval of the Community Center Representative for such disclosed use is specially granted. Premises will not be used for pecuniary gain or to promote business activities. Premises will be used for pecuniary gain or to promote business activities as disclosed by Renter. 2. Rental fees are as follows, payable in two checks to the Samish Island Community Center (one for deposit, one for the fee). If there is no damage, the deposit check will be torn up. Damage, Clean-up, & Noise Deposit $ Donations may be made to the Community Center for these events: Community Center Member Fee Daily rate Each additional day Non-Community Center Member Fee Daily rate Each additional day $ $ Island Family Memorial Service No charge for these events: Community Center meeting/potluck Community Center board meetings Five-hour special for islanders: If your meeting will last 3 hours - and you can pick up and return the key within the five hours (ex: pick up 10 am, return 3pm) - inquire about our 5-hour special. ($50) 3. The Damage Deposit. Payment, Damage Deposit, and all required paperwork is due before the key is obtained. Renters are responsible for leaving the Community Center as clean as they found it, and for hauling away all garbage (kitchen, bathroom, other indoor or outdoor trash). There is no garbage service at the Community Center. The renter agrees to pay for any clean up, and/or damage exceeding the amount of the Damage Deposit. 4. Liability Insurance: SICC does not provide liability insurance for benefit of the Renter or any host or guest for liability that may arise from the activities of such individual or organization. For Renters who are individuals and the event would normally be held in the individual s private home but for the size of the event, the Renter s own homeowner s or home renter s insurance policy may provide coverage for the Renter s potential liability. You should verify with your insurer, agent or broker whether you have such coverage. Renter shall provide with this Application a photocopy of the insurance coverage page of Renter s homeowner s or renter s insurance. If Renter or the host is not an individual (is a business, society or other organization) or otherwise has no homeowner s or renter s insurance that provides to Renter liability insurance for the event, Renter shall obtain appropriate liability insurance and shall provide with this Application a Certificate of Insurance for liability insurance for the host of the event showing the Samish Island Community Center as an Additional Insured with waiver of subrogation with respect to (description of the event) on (date). Special Event Liability insurance policies are available through many insurance

13 brokers. 5. The Renter will save and hold harmless the Samish Island Community Center, Inc. from any injury to any person or any loss or damage to any property caused by, or resulting from any act or omission of the user, or any officer, agent, employee, guest or visitor in, or about, the premises during the event to be held on the date specified. 6. The non-resident must have a Samish Island Contact or Sponsor. Our insurance allows us to rent to islanders and members of the Samish Island Community Club. If you are not an island resident, you may still rent, but should provide your island sponsor s name, phone and Alcoholic Beverages. If the event host is an organization or business entity and service and liquor will be served and consumed, the host must obtain a Banquet Permit issued by the Washington State Liquor Control Board. Banquet Permits may be obtained on line at If a Banquet Permit is required, the Renter shall obtain appropriate liability insurance and shall provide with this Application a Certificate of Insurance for liability insurance for the host of the event showing the Samish Island Community Center as an Additional Insured with waiver of subrogation with respect to (description of the event) on (date). Special Event Liability insurance policies are available through many insurance brokers. Banquet permits generally are not required if: (1) the host is an individual, (2) guests are not charged for admission or anything provided at the function, (3) the event would normally be held in the individual s private home, but is so large that a separate facility is needed to accommodate it, and (4) the facility where the event is held is closed to the general public during the event. 8. Noise Level. When a group or an individual is using the building a minimum level of noise is to be maintained at all times. Music must cease at 11:00 pm and all persons must vacate the premises by 12:00 midnight. If music does not cease at 11:00 pm and guests do not leave by midnight the Damage, Cleanup & Noise Deposit will be forfeit. No fireworks are allowed on hall property, even on the Fourth of July. 9. Set-up or Clean-up Time. If the Community Center is not scheduled the evening before your event, you may set up after 6 p.m. with no additional charge. If the Community Center is not scheduled the day after your event, you may clean up before noon, with no additional charge. Please keep in mind that the Community Center can be booked at any time by others, so if you need that guaranteed set up or clean up time; please book the day before or after your event at the lower additional day rate. 10. Agreement of Terms of Rental. By signing this Community Center Rental Agreement below, the Renter agrees to these terms of rental, and acknowledges the receipt of a copy of these regulations. The individual signing the rental agreement will be directly responsible for the adherence to these rules. Send this form to the P.O. Box listed above. Date(s) of use: Time of use: Island resident? YES NO Fee paid: Damage Deposit paid Insurance Certificate attached: Banquet permit #: (applicable only if liquor to be sold at the event) Renter Address: Phone: Renter name Signature: Your island sponsor (non-island renters only) Island contact information: Phone: Revised 11/9/ P a g e

14 Request Made: Date(s) of Reservation: SAMISH ISLAND COMMUNITY CENTER, Inc. Equipment Rental Agreement Mailing address: P.O. Box 268, Bow, WA Location address: Blue Heron Rd. 1. Use this form only if you are. a) renting SICC equipment for use off-site and the hall is not rented that day, or b) require the use of a computer projector or sound system for your event at the Center (or off-site for islander s only). 2. Equipment must be scheduled in advance. Tables, Chairs, Tablecloths are available only when the hall is not rented. 3. Note: If the total fee for tables, chairs, tablecloths is more than the rental of the community center, consider renting the community center for the day instead (this would require a certificate of insurance from your homeowner insurance, a refundable damage deposit and filling out the hall rental form). 4. Rental fees are as follows, payable in one check, unless otherwise noted, to the Samish Island Community Center. Tables (for use off-site) Chairs (use off-site) Tablecloths (use off-site) Epson EX3210 LCD Projector (use on-site) Bose L1 Compact Portable PA Sound System (use on-site) $10 per day each (included with hall rental) $2 per day each (included with hall rental) $3 per day each, plus laundered, folded, returned to rental agent within 7 days (included with hall rental) $35 rental fee per use; separate $250 deposit check. Note: has USB cable & port, VGA cable & port, HDMI port (user-supplied HDMI cable) $75 per use; separate $500 deposit check. Note: there are wired and wireless microphones. It has two channels for microphones, guitar, ipod, etc. It can be connected to another Bose L1 for more coverage. 5. All equipment will be returned to the hall by the date specified, or returned to the rental agent at the time specified in contract. 6. The Renter will save and hold harmless the Samish Island Community Center, Inc. from any injury to any person or any loss or damage to any property caused by, or resulting from any act or omission of the user, or any officer, agent, employee, guest or visitor in the use of SICC equipment. 7. Agreement of Terms of Rental: By signing this Center Equipment Rental Agreement below, the Renter agrees to these terms of rental, and acknowledges the receipt of a copy of these regulations. The individual signing the rental agreement will be directly responsible for the adherence to these rules. If items are returned damaged, the renter will be charged the replacement value of the item(s). 8. Send this completed form with your check to the P.O. Box listed above. Date(s) of use: Time of return: SICC Member? Requested # of items: Tables@$10ea Chairs@$2ea Tablecloths@$3ea Requested use: Epson EX3210 LCD (attach 2 checks: $35 and $250 refundable deposit) Bose L1 Compact Portable Sound $75 (attach 2 checks $75 and $500 refundable deposit) Fee paid for items requested: $ Using at the Center, or This Address (circle one), write address below: Renter Address: Phone: Renter Name: Signature Revised 11/9/ P a g e