FACILITIES RENTAL LONG TERM AGREEMENT Agreement # LT

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1 FACILITIES RENTAL LONG TERM AGREEMENT Agreement # LT Facility to Rent: Boardroom: Upper Hall: Lower Hall (Lounge): Mo s: Name of Club or Organization: Renter: Primary Contact Name: Phone (Home): (Cell): (Other): Address: City: Province: Postal Code: Drivers License #: Address: *(Copy of Driver s License Required, if Renter is a Business, Copy of Business License is Required) * Consent to receive s from Millican Ogden Community Association This agreement signed the day of, 20 Between Millican Ogden Community Association, registered under the Societies Act of the Province of Alberta (Herein after called MOCA ) And (Herein called The Renter ) In Consideration of the rents reserved and the agreements herein, MOCA agrees to rent to the Renter, the Venue/Facility marked above all in accordance with the following terms: I. Length of Term (From): (To): II. Hall Rental Days and Times: Day of Week: Time In: Time Out: Day of Week: Time In: Time Out: Day of Week: Time In: Time Out: Day of Week: Time In: Time Out: Rental Rate: per hour Other (Explain): rentals@millicanogdencommunity.com Admin Office hours: 1PM - 4PM (Mon - Fri) Page 1 of 10

2 Booking of Days and Payments (Renter - Please Complete in Full): Payment for the Damage/Security deposit plus the first and last month of the contract period is due at the time of the booking. Payment for the intervening months must be provided in the form of post-dated cheques or credit card on file at the time of the booking. Your bookings and this contract are not valid until these payments are met. Please note that the first and last month s rents will act as a booking deposit and in the case of a cancellation the booking deposit will not be refunded. There will be no exceptions to the refund policy. Rental Dates: (Rental /Payment Schedule will be Provided) September: Chq# Authority: October: Chq# November: Chq# December: Chq# January: February: Chq# Chq# March: April: May: June: July: X (Renter Initial) Chq# Chq# Chq# Chq# Chq# August: Chq# Date: Damage/Security Deposit: $ Total # Days Booked: Total Fees: $ Paid by: Cash ( ) Chq# Debit ( ) Master Card ( ) Visa ( ) Name on Card: Card #: Expiry Date: / V-Code: MOCA has the authority to refuse or revoke an Agreement and/or if the person(s) are under the age of 25 years. MOCA will have the authority to cancel any event in the above facilities and have the authority to remove, or have removed, any persons from the facility if it is felt that any part(s) of this agreement were broken or the facility not used for the purpose for which this is intended or, that the renter is not complying with the Liquor Control Act, the regulations under that act, as well as the policies of the Alberta Gaming and Liquor Commission, the Calgary Police Department and the City of Calgary, whatever legal and binding conditions of the Community Association Facility Rental Agreement that are felt to be a necessity by the renter and MOCA shall appear as an attached. No illegal gaming activity permitted on the premises. Any person(s) engaging in or permitting gaming will have the Damage/Security deposit forfeited. An appropriate representative of the Association may enter the premises at any time to ensure that all bylaws and conditions are being met. The City of Calgary regulates noise through the community standards bylaw number 5M2004 sections The following information provides an overview of this section of the bylaw; original copies of the bylaw are available at the city clerk s office. X (Renter Initial) rentals@millicanogdencommunity.com Admin Office hours: 1PM - 4PM (Mon - Fri) Page 2 of 10

3 Cancellations: In the event that the renter cancels the booking prior to the end date of the rental agreement; Thirty (30) days notice is required in order for a full refund for the Damage/Security Deposit (See Booking of Days Section the First and Last Month Rent will act as a Booking Deposit and in case of Cancellation the Booking Deposit will not be Refunded). This will result in MOCA forfeiting your rental fee to accommodate revenue lost. If your rental time exceeds the allotted booking time you will be charged another booking fee. Please note the Set-up, Take-down including Clean-up is included in total time booked. X (Renter Initial) Damage/Security Deposit: The Damage/Security Deposit shall be applied in part or in whole to any expenses incurred by the renter as a result of damages or loss to the facility, equipment, and sound system during the period that the renter was responsible for same. The Damage/Security Deposit will be withheld in part or in whole if the association deems there is sufficient evidence to indicate that any of the following bylaws have been violated on the MOCA premises: underage consumption of alcohol, consumption of alcohol without a liquor license, or smoking (All Facilities are non-smoking as per City of Calgary Bylaws) including cigarettes, e-cigarettes, marijuana or any other illicit drugs. The renter understands that they are responsible for cleaning the hall, lounge and surrounding grounds after the rental. X (Renter Initial) ***If no Damages are incurred and Clean-up is Completed as Required the Renter s Damage/Security Deposit will be Refunded in Full by Renter s Original Payment Type. No Cash Refunds. Cheque (may take 15 days to process). Debit, Master Card or Visa Refund*** Liability Insurance: The Renter is responsible for their own liability insurance; there are no exceptions to this policy. A copy of the current policy must be on file at the MOCA prior to beginning of the contract. The Renter agrees to save, indemnify and hold the MOCA, representatives, employees and other related parties, be it at arm s length, harmless from legal liability for bodily injury or property damage arising by, or as a result of the use and occupancy by the Renter of the facilities. The Renter further agrees to waive any right of the recovery against the MOCA for any loss of damage incurred to the renters, participants, visitors or others attending the facility during the rental periods during the term of this agreement. Note: Renters providing liquor are responsible for any Liquor Liability. Special Events Insurance is recommended. X (Renter Initial) Page 3 of 10

4 Any Group or Persons using the Boardroom, Upper Hall, Lower Hall (Lounge) or Mo s Are Responsible for the Following Where Applicable: 1. Alarms The emergency exit door is alarmed. If the door is opened, the alarm will sound; you will be charged an alarm response fee. All windows are to be closed and locked after your event. If the windows are not secured, the alarm may be set off. Should this happen you will be charged the alarm response fee of $ (which will be automatically deducted from your Damage/Security deposit). There will be no exceptions to this policy. X (Renter Initial) 2. Clean-up Following the Event It is the Renter s Responsibility to clean up, recycle and restore the rented facility to it s original condition as prior to the rental (See Appendix #2 for Complete Requirements). ** Note: The City of Calgary has introduced a new Recycling Program that all Community Associations and renters using their facilities must adhere to commencing October 1 st, As well as an Organics Program commencing September 1 st, We are asking for your co-operation in our recycling & organics program (See Appendix #1 for Complete Requirements). X (Renter Initial) 3. Key - Long Term Key Holder Agreement must be completed before a key will be issued to the Renter (included in Rental Agreement Appendix #4). The renter may NOT make a duplicate or give the key to any other person (unless prior arrangements made with the MOCA Administrative Co-ordinator and only with approval and the new key holder has also been named with signature on the original Key Holder Agreement. The Key to be issued prior to commencement of Rental term and returned upon the completion of the rental agreement contract term to MOCA Office during Office Hours (1:00pm - 3:45pm) Monday to Friday. X (Renter Initial) ***Please return the KEY immediately following the event/events or completion of Rental Term Agreement in the Administration Office door mail slot. If the Key is not returned there will be a fee of $ deducted from the Damage/Security Deposit*** 4. Miscellaneous Upper Hall the thermostat control is inaccessible to change, Lower Hall please do not tamper/adjust the Thermostat (temperature control). Repairs if necessary will be charged. X (Renter Initial) Page 4 of 10

5 5. Video Surveillance Camera: The Millican Ogden Community Association has installed video surveillance systems on its facility, buildings and surrounding areas. The video surveillance systems are primarily used to record access at building entrances, inside facility open spaces and corridors. Video surveillance cameras are also used to provide surveillance of the exterior of the building and surrounding streets. Video surveillance cameras have been installed in areas where the security of either people, property or user/renter agreements can be at risk. The video surveillance cameras are not installed in areas where users/ renters would have an expectation of privacy, such as restrooms or locker rooms. Some exceptions apply such as liquor/equipment storage and cash handling areas. The primary purpose of the video surveillance system is to allow the after-the-fact investigation. *Video Surveillance full policy is located in the Appendix #3. I acknowledge that I have read and understood the MOCA Video Camera Surveillance Policy implemented on January 24, X (Renter Signature) *MOCA offers Free Wi-FI Services for our Guests. Shaw-Go-Wi-Fi. Renters need a SHAW ACCOUNT to log in.* MOCA/Millican Ogden Community Association has the authority to refuse or revoke an Agreement. MOCA and or representatives of MOCA shall have the authority to cancel any event in the facility if it is felt that the facility is not used for the purpose for which this agreement is intended. I/We hereby accept and agree to the terms in the Facility Rental Agreement Renter: MOCA Representative: Date: Date: Name (Please print): Signature: Name (Please print): Signature: Page 5 of 10

6 For Office Use: Rental Contract #: LT Today s Date: Facility: Time In: ( )m to Time Out: ( )m Rental Term (From): (To) Renter (Club/Organization) Name: Contact Name: Phone# (Home): Cell#: Business#: Address: Rental Term Total Balance $ Damage/Security Deposit $ Purchase Membership: (Couple $ 20, Family $ 25, Single $ 16 or Senior $ Free) $ Less Membership Discount # Valid: To May 31 st / $ Sub Total $ (If Paid) Less First Month Rental Payment $ (If Paid) Less Last Month Rental Payment $ Total Rental Balance Payable $ Monthly Payments for Term: $ x Months (First of Each Month) Date Balance Paid: Paid in Full: $ Paid (By): Cash ( ) Chq# Debit ( ) MC ( ) Visa ( ) Card No.: Expiry Date: / V-Code: Rental Agreement Signed Rental Agreement Copied Key Number Recorded o Accounting o Booking o Renter Entered Google Calendar Cheques or Credit Card Information Copy of Business License (if applicable) Copy of Driver s License Copy of Insurance (If applicable) Copy of Liquor License (if applicable) Damage/Security Deposit Provided Inspection Report Completed Damage/Security Deposit Refund Requested Total Damage/Security Deposit Refunded: $ Date: Chq#: Debit Master Card or Visa Partial Damage/Security Deposit Refunded: Date: $ (Explanation): Rental Agreement Cancelled (Date) Fee Retained Authorized (Name) Phone # rentals@millicanogdencommunity.com Admin office hours: 1PM - 4PM (Mon-Fri) Page 6 of 10

7 Appendix Millican Ogden CA s Recycling & Organics Program Thank you for participating in the MOCA Recycling & Organics Program. In cooperation with the City of Calgary, this will help to reduce the amounts of items going into the land fill. City of Calgary implemented the business recycling bylaw November 1, 2016 and the Organics bylaw implemented as of November 1, 2017 *although MOCA is starting it as of September 1, Note: in the event Renter s do not abide by this program, the Renter will be subject to a service charge. Especially if MOCA (Millican Ogden Community Association) is fined for not abiding by City of Calgary bylaws. If in doubt on what goes where please visit: #1. Recycling (Bins Located N.W. Corner of Facility) * Note: The City of Calgary has introduced a new Recycling Program that all Community Associations and renters using their facilities must adhere to commencing Oct 1 st, We are asking for your co-operation to Recycle as listed: Metal & Glass: Clean metal food cans, foil & glass jars. Mixed Paper: cardboard (flattened), magazines & paper. Plastic: Clean plastic bags, wrap, bubble wrap, plastic drink cups & clean plastic with the symbol 1-7. Individually bagged: shredded paper, plastic bags & glass (all three types in Clear Plastic Bags Only). All items must be clean & rinsed before putting in the correct garbage bags for disposal. Refundables Any beverage containers such as Bottles (Glass) - beer/juice/liquor/pop/wine/other, Cans - beer/juice/pop/, Plastic juice/liquor/milk jugs/water and Cartons - milk and tetra packs. Either remove and take with you upon leaving or leave as a Donation for the community. Organics (Bin Located Upper Hall Green LBR Bin Kitchenette, Lower Hall Lounge Entrance Landing) All food items All food soiled paper/cardboard Waste (Bin Located N.W. Corner of Facility) Anything that cannot be recycled or composted, i.e.: plastic cutlery, straws & stir stix. **Note: All bins excluding refundables MUST be emptied whether full or not and clean clear plastic bags replaced (extra bags located at the bottom of all bins or ask staff for more supplies). Styrofoam products will NO longer be accepted in the MOCA facility. Use only Paper or Plastic** Page 7 of 10

#2 Clean-up The renter is responsible for cleaning the Upper/Lower Hall and recycling after the event. Cleaning and Recycling expectations follow below.

8 #2 Clean-up The renter is responsible for cleaning the Upper/Lower Hall and recycling after the event. Cleaning and Recycling expectations follow below. Failure to comply with these expectations, the Damage/Security Deposit therefore will be forfeited. Decorations: Remove all decorations, Balloons, Streamers, Tape, etc. making sure any marks are removed. Equipment: Coffee Urn, Commercial Fridge and Micro Wave wiped clean removing any spills and left unplugged. Floors: Floors (Entranceway, Kitchenette, Hall Upper and Lower Hall areas and Washrooms) to be swept and damp mopped. Vacuum entrance. Furniture: Stack chairs 10 high on rollers. Stack large tables on trolley and return to original location (along the side wall near the back of the Upper Hall and smaller tables (10) under the stage in pull out drawer & (5) against the back wall. Lower Hall 4 chairs/stools per table and extra tables along the wall. Garbage (Regular): Bins MUST be emptied whether full or not and clean clear plastic bags replaced in all the bins (extra bags located at the bottom of all bins or ask staff for more supplies). Clean-up and dispose all regular garbage and event debris, including the Upper Hall & Lower Hall areas, Kitchenette, Washrooms, Entranceways and Ramps. A large Regular garbage bin and large Recycle bin (key is on the key paddle) is located behind the building on the Northwest corner. These are NON-Smoking Facilities (including cigarettes, e-cigarettes, marijuana or any other illicit drugs) and ashtrays are located outside the building. Please clean butts from the ashtrays provided. NO Cigarette Butts are to be left littering the grounds surrounding the facilities. Non-compliance will ensue in a $ fee. The Millican Ogden Community provides our renters with the supplies needed to restore the facility to the clean state it was in before their event. We supply the following materials included with your rental: 1. Garbage Bags (Green) & Recycle Bags (Clear) Brooms, Mops & Vacuum 2. Dish Soap & Sanitizing Cleaners 3. Recycle Bins Marked for your convenience. Cleaning supplies located on cleaning cart or marked storage cupboard in kitchenette in Upper Hall. 4. Lower Hall, Bartender will assist with supplies or in cupboard by the men s washroom. Page 8 of 10

9 #3 Video Surveillance Camera Management of Video Surveillance Systems The Millican Ogden Community Association is responsible for the management of the video surveillance systems used at the MOCA facilities. Only authorized personnel, as determined by this policy and the MOCA Board of Directors will be involved in, or have access to, surveillance camera data. The MOCA General Manager will have access to all the cameras at all facility locations including interior and exterior at: MOCA Upper & Lower Halls, Jack Setters Arena, SE Calgary Community Resource Centre. The Jack Setter Arena Manager will have access to cell phone app to view live feed. A MOCA Director, Facilities Committee, will act as backup for the General Manager and the Jack Setters Arena Manager, giving him access to a cell phone app to view live feed. When an incident is suspected to have occurred, designated personnel as authorized by the MOCA Board of Directors, may review the images from surveillance camera data. Examples of this would be Facilities Staff, Administrative Coordinator. Whenever any incident occurs that is substantiated with surveillance data and a facility user (adult or child) is involved, either as victim, suspect or volunteer, the MOCA Chairperson will be notified. Video recordings of the cameras will be kept for a period of twenty-eight (28) days. The cameras are motion sensory, so they record only when motion in the immediate area is detected. Surveillance cameras will not record or monitor sound. Requests to release information obtained through surveillance cameras must be submitted to the MOCA General Manager. Video Surveillance Monitoring The video surveillance systems are capable of being monitored from the MOCA General Manager s computer located in the MOCA Main Office. Authorized personnel generally view video surveillance cameras on a periodic basis or in response to a specific incident. Because of the many responsibilities of the MOCA General Manager, the video surveillance system is not monitored on a continuous basis. Limitations of Video Surveillance Systems Users/ Renters should not have an expectation that they are under continuous surveillance when they are in the range of a camera. Users/ Renters should also be aware that the video surveillance system has cameras that cover only a small fraction of the MOCA facilities, and even when camera coverage exists, it may not provide the level of detail necessary to spot suspicious activity or identify criminals. Tampering with the Video Surveillance System Video Surveillance System includes: DVR, cameras, online apps and reports. Personnel includes: Staff, Board of Directors, User groups, Renters, Volunteers. Any Personnel tampering with the Video Surveillance System will be subject to disciplinary action, up to and including termination. Page 9 of 10

10 #4 Key Holder Agreement KEY HOLDER AGREEMENT Date Key(s) Issued: Time: Rental Agreement #: Key Holder Name: Title Department: Phone (Home): (Cell): (Business): Address: Please Circle one: Admin Office, Arena, Hall, Lounge - Key # Admin Office, Arena, Hall, Lounge - Key # Admin Office, Arena, Hall, Lounge - Key # Admin Office, Arena, Hall, Lounge - Key # Admin Office, Arena, Hall, Lounge - Key # Admin Office, Arena, Hall, Lounge - Key # Key(s)s are to be Returned on Completion of Rental Agreement Term/Work Concluded Date Key(s) Returned: Time: Location of Key(s) Returned: Key Number(s) Returned: I hereby understand and agree that: All keys issued to me by the Millican Ogden Community Association remain the property of the Millican Ogden Community Association and are to be returned to the issuing authority immediately on completion of the work/term for which the keys were issued. I will not loan, duplicate or use the keys issued to me in any unauthorized manner. I will ensure the keys are either in my possession or appropriately secured at all times. At end of term or employment I agree to return all keys to Millican Ogden Community Association, to Accounting Business Manager I accept responsibility for the cost of replacement keys, rekeying locks and any associated damage of losses should I lose the keys or should the keys be lost, stolen or misused while in my possession. Replacement key cost $500.00/ per department key. I understand that my failure to adhere to the terms of this hey holder agreement could result in my being denied access to Millican Ogden Community Association property in the future. (Print) Name of Key Holder Signature of Key Holder Signature Accounting/Business Manager Position (Board or Staff, Volunteer) Date Date Page 10 of 10

TEMPLE COMMUNITY ASSOCIATION (TCA) Rental Agreement - Terms & Conditions Effective January 2017

TEMPLE COMMUNITY ASSOCIATION (TCA) Rental Agreement - Terms & Conditions Effective January 2017 General & Booking Information 1. The renter agrees to abide by all terms and conditions of this rental agreement.