HomeMy WebLinkAboutVenue for JPD Awards Ceremony City of Jeffersonville
Government Contract Coversheet
Please note: All information MUST be completely filled out and submitted to Clerk's Office
within 48 hrs of execution.
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' • Date Submitted to Clerk: 6/26/2024
Department: Police •
Vendor Name: Eastside Christian Church
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• Sign Date: 6/26/2024
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Ending Date:
• T
Amount of Original Contract: $0.00 •
Is this an amendment or change order
. 4' • to original contract? Yes or No
Amended Contract Amount:
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Purpose: venue rental
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For Clerk's Office to fill out
• Date uploaded to Gateway:
3-18-21
ECC Facility Usage Agreement Application
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Contracting individual(s): - l . h [e V C.Q4+ M(V0 Anoic D icke rSo n
Ministry/Department or Organization: �e if? 'son v' 1''C t J)11 c f 0 t''P&i-l-mel R,l
Address: a.1a L. 10 lAn St City: Se 1 erson oll e zip: 41130
Phone: 5 Oa-l05 -ge t (Ain«hJa cell) Organization: J P D
Address:
Function:Number of persons attending: 15o`1- Number of adult supervisors: i � O101.kt,11
$
For what activities? 31 Q (kW( AS C f rf lYl(Jwi Date(s) of use: NI3V• 8 .?20 a4- From: AM(PIv To: '3 3 D AM/PM/)
Will the event be recurring? ❑ Yes ['No Weekly ❑ Yes [l No Multiple days ❑ Yes ❑ No
Monthly ❑ Yes 'No
Which day of the week: (circle one) -t
Monday Tuesday Wednesday Thursday ' Friday) Saturday Sunday
If the kitchen is requested, how will it be used? _ i-
INDEMNIFICATION/HOLD HARMLESS CLAUSE: The above contracting individual(s)does each personally contract to
indemnify and hold Eastside Christian Church harmless from and against any damages, claim, or demand arising out of
the use of Eastside Christian Church premises by any person participating in, or present because of, the scheduled
activity and agree to reimburse Eastside Christian Church for any expenses incurred defending such claim or demand.
Contracting individual(s) promises to;
1. Strictly enforce the Rules the Rules and Regulations within this agreement.
2. Contracting individual(s)will pay for all damage above the damage deposit, if necessary.
3. This form must be completed, signed by the contracting individual(s) and an Eastside Christian
Church representative, also the payment must be received before the event will be scheduled.
3. All Multi-Use permits expire automatically on December 31st. Any use after expiration requires a
new permit.
Cancellation Policy
If the event is canceled 30 days or more prior to the scheduled date, all deposit monies will be
refunded, otherwise Eastside Christian Church reserves the right to keep the deposit.
•
Agreed fees: $ Date deposit is received:
(Totals from ,:ge#5)
CONTRACTING INDI IDUoA •
Date Signed: /�G'/../0.2-4
Signature
For Office Use Only
Approved ❑ yes ❑ No
Eastside Christian Church (representative)
Date Signed
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3-18-21
Eastside Christian Church
Room Setup Request
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Contracting individual(s): _ Soo " 1�"�vo� 11 �lQn�a Date:
(Fill out a Room Setup Request for each room being used)
DIAGRAM OF ROOM SETUP
(Please draw diagram showing location and number of chairs, tables, other special equipment needs)
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OTHER SPECIAL EQUIPMENT NEEDS
❑ White Board ❑ DVD Player
❑ Easel (Quantity ) ❑ Speakers Podium
❑ Extension Cord (Quantity ) ❑ Other
❑ Other
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3-18-21
(1, CHRISTIAN CHURCH
Facility Reservation Procedure
1. Pick up a Facility Usage Agreement Packet.
2. Fill out the Facility Usage Agreement Application and Fee list
(pages 5 and 6) and turn them to the church office.
3. Fill out a Room Setup Request Form if applicable.
4. Turn in the application and deposit 2 weeks prior to the event or
sooner.
5. If the date requested is available we will "tentatively" schedule
your event pending review of the application.
6. You will receive notification if your application was approved or
rejected.
7. If approved the event will go from "tentatively" scheduled to a
"scheduled"event on the facilities calendar.
8. If a deposit is required, it must be paid within 1 week of the
approval notification, to the church office.
9. A Key Card Form must be signed when picking up your key card
for facility access for your event. The key card can be picked up
one day in advance of the event at the church office.
Key Card Return
1. Return the key card the next business day following your event.
2. If the kitchen is used a "Kitchen Clean-up Checklist" must be
filled out.
3. If kitchen equipment is used a "Kitchen Equipment Checklist"
must be filled out.
4. If everything is in good order the damage deposit is refunded.
Note: Church office hours are Monday through Friday from 8:00 a.m. to 4:00 p.m.
Eastside Christian Church has the right to cancel the rental agreement without cause up to 30 days
prior to the rental agreement date requested on the agreement.
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3-18-21
Rules and Regulations
STARTING AND ENDING TIMES
➢ Monday through Friday from 8:30 a.m. through 9:00 p.m.
➢ Saturdays from 9:00 a.m. through 9:00 p.m.
➢ Exceptions to these times must be approved in advance.
Room Clean Up
The room is to be cleaned and if the furniture is moved you are expected to arrange all furniture back to
the room's original set up.
EMERGENCY SCHEDULING CONFLICTS
The church reserves the right to pre-empt any facility use for its own in cases of emergencies, such as
funerals. Notice will be provided as early as possible to work toward an amicable solution.
BREAKAGE
All persons and/or groups using our facilities are expected to exercise reasonable care and judgment in
order to prevent defacement, damage, or breakage. The person(s) signing the application for use shall
be responsible for paying costs incurred by the church in cleaning, repairing, or replacing any part of the
building or its furnishings and equipment which in the judgment of the Facility Manager has been
subjected to more than normal wear and tear by the persons or group involved.
ROOM SETUPS
All rooms have a designated standard room setup. Any setup changes requested by the renter are
subject to approval by the Facility Manager and may result in additional Fees.
INSTRUMENT USE
Permission to use the key board or other instruments must be granted by the Worship Minister.
Rearranging or moving of instruments will be done by the Worship Minister.
GYM / AUDITORIUM SOUND SYSTEM
The sound system or recording systems are available upon request. The systems must be operated by
a church trained sound technician(s) or by technicians pre-approved by the Tech Ministry. Group(s)
providing sound, recording, or video equipment may not be attached to the church sound system
through cables or connectors without prior approval from the Tech Ministry.
SUPERVISION OF CHILDREN AND YOUTH
Eastside Christian Church is a safe sanctuary for children and youth. All users of the facility are
expected to follow these guidelines when dealing with youth no exceptions:
Y All workers are Eastside provided workers or Eastside approved through background checks.
Y No fewer than two adults must be present at all times during any program or event involving
children.
➢ There are to be at least 2 adults for every 10 youth.
➢ These adults must be 18 or older and must be at least 5 years older than the children with
whom they are working.
v For overnight functions, such as lock-ins with mixed groups (male and female), they must be
chaperoned by at least two adult males and two adult females. Eastside prefers that these are
married couples.
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3-18-21
Rules and Regulations (continued)
NURSERY U$E
The nursery facility is available. All workers are Eastside provided workers or Eastside approved
through background checks. Safety standards require that two nursery care providers must be present
to operate the nursery. At least one of these must be an adult or at a minimum the age of 18.
SMOKING POLCY
All groups and personnel using our facilities shall abide at all times by a "no smoking" rule in all parts of
the building or church property. Violation of this rule is sufficient grounds for a staff member to withdraw
immediately any group's use of the facilities and/or to deny use in the future.
ALCOHOL and DRUG POLICY
The use of alcohol is strictly prohibited anywhere on the campus, inside or outside the facilities.
DANCING
Dancing is allowed in our facility as long as it is in good taste and to that, the music is appropriate to a
positive moral context. Discretion should be used in choosing music so that it does not conflict with
Christian valves.
DECORATIONS
Decorations may be attached to the walls, and doors with masking tape or removable poster putty. No
decorating is permitted in the hallways or on light fixtures. All such decorations must be removed
immediately and completely following the event. Any wall(s) damage from decorations will come from
the damage deposit monies.
STORAGE
There is no excess storage available for outside organizations, as such all organizations using the
facility will be responsible for storing props and accessories offsite.
BICYCLES AND SKATEBOARDS
No bicycles or skateboards allowed inside the church facility.
NO GAMES OF CHANCE
Games of chance or gambling on the church premises is prohibited. This would include such activities
as raffles, lotteries, bingo or festival events (such as cake walks).
EQUIPMENT REMOVAL
No equipment or furnishings are to be removed from the building for personal use. If equipment or
furnishings are needed off-site for Church-related activities, approval must be obtained from the Facility
Manager and the items signed out.
PARKING
Parking is available on a first-come, first-served basis. Any damage to vehicles is at the owner's
expense; the church is not responsible for theft or damage to personal property.
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3-18-21
Rules and Regulations (continued)
SECURITY
The church works to maintain a safe and secure environment within the facility; however, we ask that all
users pay close attention to personal property and valuables, not leaving them unattended or in plain
sight. The church is not responsible for theft or damage to personal property.
FINAL DECISIONS
In case of doubt or uncertainty about the application, interpretation of these regulations or in Eastside
Christian Church's customary practices not specifically mentioned the applicant should contact the
Facility Manager. All individuals and groups shall abide by the Facility Manager's decision or forfeit
immediately the use of any part of the facility. The Facility Manager reserves the right to make
exceptions to any rules, regulations, and pricing at his discretion.
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3-18-21
Ca, CHRISTIAN CHURCH
Fees For Facility Usage
The following fees do not apply to any officially recognized ministry of Eastside Christian Church.
Room Fee for Fee for Non- Custodial Check each Total
Members Members Fee box that cost
applies
Damage deposit $250.00 $250.00
Please make this a separate check. If there is no damage, the check will be returned.
Auditorium $200.00 $250.00 $200.00
Auditorium stage curtains $75.00 $100.00 $75.00
Classroom A $50.00 $75.00 $50.00
Classroom B $50.00 $75.00 $50.00
Classroom C $50.00 $75.00 $ 50.00
The Warehouse $100.00 $250.00 $90.00
Kitchen $25.00 $50.00 $25.00
Café $50.00 $75.00 $50.00
Gym $100.00 $200.00 $90.00
Dumpster fee $75.00 $75.00
$75.00 Dumpster fee applies to all rentals-no exceptions
Additional Fees that may apply,
Round Table set up/tear down $5.00 (per table)quantity needed
Rectangular Table set up/tear down $5.00 (per table) quantity needed
Tables that are available 16 -60" round tables & 22 - 8' rectangular tables
Chair set up/tear down $1.00 (per chair) quantity needed
Tech personal needed (Auditorium audio) $25.00 per/hr.
Tech personal needed (Auditorium visual) $25.00 per/hr.
Tech personal needed (Gym) $25.00 per/hr.
If more tables are required, the applicant is responsibility to get them from another source.
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