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HomeMy WebLinkAboutAgr 2000-07-23 (CCC/PHHA) (2)CCC The Communitv ConorreQationl Church of Belvedere-Tiburon e3ruar~ Ann Lacey. President Pilgrim Heights Homeowners Association 148 Rock Hill Drive Tiburon. CA 94920 I uvvwiviM►vnuLI IV %J1 I TOWN OF TIBURON Dear Ann: Although we were surprised by the amount of detail in your January 18, 1999. letter, we are gratified by your recognition in your letter- of January 26 that there are many areas of agreement that we can build on. That is what we hope to do as our meetings progress. so that we will indeed work through this process together as the Town has requested us to do. Resulting from our meetings with you and our internal review of our practices, the following affirmative actions have been taken: 1) Our former wedding contracts allowed for as many as 250 attendees. Our current Wedding Policy (attached) and Wedding Contract (attached) allow a maximum of 150 people to attend a wedding without a reception; and 100 to attend a wedding with a reception. (2501150 to 1501100) Our current Building Rental Policy and Contract (attached) allow a maximum attendance at an event of 75 people, down from 300. These sharp reductions should go a long way toward alleviating parking congestion. 2) The closing time for rental activity has been cut back from 11:00 pm to 10:00 pm to 9:30 pm, with custodial clean-up and lock-up by 10 pm. 3) For those wedding or memorial services where there is a reasonable expectation of more than 100 people attending, ,,,an shuttle service is required. Carpooling is always recommended. 4) Within the limits of time and availability, an off-duty Tiburon police officer will be requested, and paid for, by the church or the event's sponsor for such weddings or memorials. A church member is responsible for each event. 5) Notification to the neighborhood of major outside rentals was instituted in January, 1999. 6) 1, Mary von Kaesborg, Moderator of CCC. have requested that neighbors complain immediately to me (435-017.1) upon the occasion of a situation that requires attention. Such immediacy will help to assure that our policies are both implemented and effective. 7) The installed outdoor amplifier has been disconnected. A small amplifier is used during outdoor weddings for speaking voices. Acoustic instrumental music is permitted inside the church. Doors to the outside (deck and front) are to remain closed when music is being played indoors. 145 Rock Hill Drive, Tiburon, California 94920* Phone (415) 435-9108 * FAX (415) 435-4658* Ann Lacey, President February 25, 1999 Pace Two 8) Since February, 1998, both in the church bulletin and newsletter, at the exit to the parking lot, in nursery school publications, and in announcements during services, reminders about parking courtesy and speed limit courtesy are continuously published. An example is attached from our January, 1999 Newsletter. 9) We have offered to support your petition to the Town for speed bumps if you decide you want them. We have also encouraged additional painting of parking spaces in the neighborhood and will support additional law enforcement on speeding. 10) Structurally we have resurfaced and striped the parking lot, accommodating as many as five more cars than the unstriped lot. Unfortunately, there seems to be no reasonable way to expand the lot. Exemplary of recent progress are the following: February 7 The piano tuner for the church had booked a musical review for Matrix (Down's Syndrome support services) in the summer of 1998 for this date. The original booking, under prior rules, was for 3 pm to 6 pm for up to 150 people. The time was changed to 1:30 pm to 3:00 pm, but the number of people remained the same. Carpooling had been requested, and they .also provided for a shuttle van which was not needed. At 2:15 pm there remained 8 spaces in the lot. The only complaint was that some neighborhood children were playing football in the cul-de-sac and parking lot, setting off three car alarms. February 15 A former member requested use of the facility for the memorial serivice for a relative. Our response was that unless the attendance would be limited to 100, CCC would not be available. The service was conducted at the Shepard of the Hills Lutheran Church. Februarv 20 The CCC Auction is a fund raising event for the church, as is the annual Banjo Concert. Discussion was had with the Tiburon Police Department about hiring an off-duty police officer for two hours from 6:30-8:30 pm. Unfortunately, their schedule did not allow them to do it. A church member had been assigned to this event and reported that no incidents occurred. As you can see, substantial changes have been ~ made, each of which should have a positive effect on the neighborhood. Problems are bound to occur in the future. Our solution for that is to let us know - pronto - what those problems are when they occur, and then we can work together to continue to discover accommodating reactions to them. We think the foregoing reflects changes that have mitigated the instances of impact on the neighborhood. Given this, let's start afresh and all be winners. We look forward to meeting with you on March 10th. Sincerely, U-0>t- Marv vo aesbor", Moderato 5q cc: Bob Kleinert. Town Manager Scott Anderson. Planning Director Ann Danforth, Town Attorney Gayle Madison, Pastor 46 DH/BY/GC/RC:rc From the Moderator: In this newsletter issue, our Secretary, Lois Riboli, has begun a monthly report of a condensed version of our Minutes (found in their entirety filed in the Minute Book in the Office) to better inform you of what is being done by your Governing Board for the benefit of the Church. Any questions? call me, Marv von Kaesborg, 435-0174 or anv member of the Governing Board. You will notice, on reading Lois' report, that we have changed our Church policies about renting our space to non-Church sponsored weddings and events. Heretofore, the number of people attending our weddings and events has been too many for the parking spaces on Rock Hill Drive and has caused real problems with the near-by residents. To control non-Church sponsored weddings and events has been difficult. In the past, we have allowed over 200 people to attend weddings and over 300 to attend events. The number of cars for that many people, even with mandated bussing, has been invasive to our neighbors. They are good people, who have been patient over many years, and they deserve greater consideration from us. It is also true that many more people using our space creates wear and tear as well as increased staff time. Gayle has spoken about the difference between renting our space for money making reasons and creating a congregation supported budget, thus allowing us to keep our space more sacred. To have the way we rent our space creating unease in our neighborhood, seems to contradict the idea of sacred. Therefore, with the approval of our Finance Commission and Building Use Committee, we have decreased the number of people possible for our non-Church sponsored weddings and events. Our new policies have diminished the number of people for weddings only to 150 or, with receptions to 100 people. Events can have 75 people in our Seminar Room or 30 in the back classroom. We do not plan to rent the Sanctuary for non-sponsored events. This is the first step toward a simpler, more peaceful way to live in our neighborhood. We ask you to show greater consideration to our neighbors by: * parking in our lot before you park on the street. * leaving a foot or 18 inches on either side of their driveways when you park on the street in front of their houses. Parking in front of their driveways, even overlapping a little, makes it difficult for them to see the roadway as they are backing out. * driving slowly on Rock Hill. is mph is the speed limit. * treating them with courtesy. Remember that they have been much tried over time by the number of people ive attract. * informing me or Ben Young, our Board liaison, of problems. More on this subject later.......... c~7 i I _'t -Y~ Churdv CaMMU4eU yCc4Vreg~w of 3 et,edzre/ - ranwanl 145 Rock Hill Drive. Tiburon. CA 94920 415435-9108 GUIDELINES FOR WEDDINGS AT CCC We are pleased that you wish to have your wedding ceremony at CCC. We know that you will want this important event in your life to unfold as smoothly, as beautifully and as meaningfully as possible. To that end we offer you a team of experienced Ministers and the help of a personal Wedding Coordinator. Your first contact will be with our Wedding Administrator, who will take care of the administrative details. Once your date has been reserved, your contact will be through your Wedding Coordinator and your Host Minister. To ensure smooth operation and to avoid surprises for you, our church and our neighbors, we have found that it is important that all parties have the same expectations. To this end we offer you the information on the following pages. Please read it carefully; if there are any questions, please feel free to contact our Wedding Administrator or your Wedding Coordinator. CAPACITY: To avoid overcrowding of our limited space and to avoid noise and parking conflicts in the neighborhood, we have set the following limits. Wedding only: Indoor Sanctuary: 150 people Outdoor Sanctuary: 150 people Seminar Room: 75 people Wedding with reception: 100 people only FEES SCHEDULE: All fees include the services of the Wedding Coordinator and Custodians. Minister's fees are separate. Wedding only - up to 25 people Exclusive use of the contracted space (outdoors, Seminar room or Sanctuary) No involvement of Wedding Coordinator 2 hours (including set-up and clean up). No kitchen use. Facilities fee $ 300.- Host Minister's fee $ 300.- Security deposit (refundable if all conditions are met) $ 250.- Wedding only - 26 to 50 people Exclusive use of the contracted space (outdoors, Seminar room or Sanctuary) 4 hours (including set-up and clean up). No kitchen use. Facilities fee $ 500.- Host Minister's fee $ 300.- Security deposit (refundable if all conditions are met) $ 250.- Wedding only - 51 to 100 people Exclusive use of the facility (outdoors and Sanctuary) 4 hours (including set-up and clean up). No kitchen use. Facilities fee $ 1000.- Host Minister's fee $ 300.- Security deposit (refundable if all conditions are met) $ 500.-- Wedding only - 101 to 150 participants Exclusive use of the facility (outdoors and Sanctuary) 4 hours (including set-up and clean up). No kitchen use. Facilities fee $ 1250.- Host Minister's fee $ 300.- Security deposit (refundable if all conditions are met) $ 500.-- Weddings with more than 150 participants are NOT PERMITTED. 1 2/24/1999 Wedding with Reception - up to 50 participants Exclusive use of the facility (outdoors, Sanctuary, kitchen) 8 hours (including set-up and clean up), includes kitchen use. Facilities fee $ 1000.- Minister's fee $ 300.- Security deposit (refundable if all conditions are met) $ 500.-- . Wedding with Reception - 51 to 100 participants Exclusive use of the facility (outdoors, Sanctuary, kitchen) 8 hours (including set-up and clean up), includes kitchen use. Facilities fee $ 1500.- Minister's fee _ $ 300.- Security deposit (refundable if all conditions are met) $ 500.-- Wedding Receptions with more than 100 participants are NOT PERMITTED. PARKING CAPACITY and SHUTTLE SERVICE: Our parking lot and nearby street parking can accommodate 60 cars. Please encourage carpooling. If you expect more than 100 participants, van shuttle service (to nearby parking areas) is required at your expense. Your Wedding Coordinator will be happy to suggest how this can best be handled. The church must receive written confirmation of the arrangements you have made. It is your responsibility to make all arrangements, to inform your guests and to provide someone to hold a sign at the bottom of the hill to direct guests to the van. A map and written directions to CCC are available for your use. You must include this information with your invitations. Please be aware that latecomers may. cause the worst parking violations, but that you are held responsible for any neighborhood complaints. If parking irregularities are observed (including those committed by latecomers) or if complaints are received from neighbors, the security deposit will be forfeited. RESERVATIONS: To definitively reserve the church, the security deposit must be submitted to the Wedding Administrator with the signed contract and applicant information form within two weeks of the date on your information package. This will guarantee your reservation; until these materials are received, your reservation is tentative. The facilities fee is due 30 days before the wedding date. After that date, the facilities fee will be increased by 10%. Please be advised that you will be held financially responsible for any damage to the buildings, grounds or contents. The security deposit will be returned if no damage is caused and if all other conditions are met. The minister's fee is payable to CCC at the same time as the security deposit. REFUND POLICY: If you cancel after the wedding date has been secured, but more than 30 days before the wedding date, one-half of the security deposit will be refunded. The non-refundable portion may be considered a tax- deductible donation to the church. If you cancel after the facilities fee is due (30 days before the wedding date), the facilities fee will be refunded, but the entire security deposit will be held. The non-refundable amount may be considered a tax-deductible donation to the church. The security deposit will be forfeited if more than the contracted number of guests show up, if parking irregularities are observed (including those committed by late comers), if complaints about undue noise or irregular parking are received from neighbors, or if clean up is not finished by 10 PM. HOURS OF USE: WEDDINGS ONLY are possible on Saturdays or Sundays. - The TIME LIMIT is four hours. Unless specifically arranged otherwise, we anticipate 2 hours for Wedding set-up, 1 hour for the Wedding Ceremony and 1 hour for clean-up. On Sundays, the building is available for set up no earlier than 1:00 PM. The ceremony may start no earlier than 2:00 PM and no later than 8:OOPM, so that clean-up can be finished by 10 PM. (Sunday evening ceremonies must be arranged to fit our Worship and special church activities schedule). 2 2/24/1999 WEDDINGS WITH RECEPTION are possible only on Saturdays. - The TIME LIMIT is eight hours. Unless specifically arranged otherwise, we anticipate 2 hours for Wedding set-up, 1 hour for the Wedding Ceremony, 4 hours for the Reception and 1 hour for clean-up. Wedding ceremonies must begin no later than 4:00 PM. Music and food and drink service must stop by 9.00 PM. Guests must leave by 9:00 PM. Guests who wish to continue partying after the Reception should be advised in advance of an alternate location. Clean up by the custodian starts no later than 9:00 PM. Please respect our neighbors who have been promised that things will be quiet by 10:00 PM. The WEDDING REHEARSAL, if needed, will generally take place on a separate day. There is no additional fee. We will reserve 1 hours for the rehearsal. MINISTER: CCC provides the services of an experienced team of Host Ministers. Their services include three hours of required pre-marital counseling, the wedding rehearsal one hour, if needed), and the wedding ceremony (up to two hours). If you so desire, you may have other participants in your wedding ceremony, including a guest minister. All guest ministers are to be invited to participate by the Host Minister. The Host Minister and guest minister will discuss their respective parts in the celebration and preparation. The Host Minister may withdraw from the wedding process if problems arise during the premarital counseling process. The Minister reserves the right not to perform the ceremony on the day of the wedding, if any member of the wedding party is under the influence of drugs or alcohol The Wedding Administrator will give you the name of your Host Minister, as soon as your booking is finalized. ATTENDANCE AT CCC SERVICES: To create a bond between the Couple and the CCC community, we ask that the Couple attends two CCC services. The Couple may choose any two Sundays prior to the wedding to attend either our 7:30 a.m. or our 10:00 a.m. worship services. The Couple will be greeted at these services and there will be Congregational prayer for them during the worship service. WEDDING COORDINATOR: Your personal Wedding Coordinator represents CCC in all arrangements between the wedding party and the Church. The Coordinator's purpose is to lovingly assist you in arriving at a clear understanding and implementation of the Church's rules and regulations If any questions arise during the planning of the Event, the Couple or their representatives are invited to call their Wedding Coordinator for answers. The Coordinator will attend the Rehearsal, and will be at the Church one hour before the ceremony. The Coordinator serves as the Church's function manager through the ceremony and in the transition between the ceremony and the reception (if the reception is held at CCC), assisting the Minister, the church Custodian, the Couple, their Manager-of-the-Day and the Wedding Party Any additional special needs the Couple may have should be handled by a professional wedding consultant. MANAGER-0F-THE-DAY: The bride and groom are expected to provide a person other than the bride, groom, their parents or members of the wedding party who will make sure that the couple's plans are carried out, to handle any special situations that arise, and to consult with the Wedding Coordinator. The Manager-of-the Day needs to arrive at least one hour before the wedding ceremony and be the last person to leave, assuring that all guests, musicians and caterers are gone. The Custodians will then clean up and lock up the Church. CHURCH CUSTODIAN: The Church Custodian is responsible for the care of the building, gardens, parking lot and street. This includes lighting, heating, sound system, chairs, the restrooms and the kitchen. Building and ground preparation routinely carried out before the wedding include stocking and cleaning the bathrooms, 2/24/1999 mowing the lawns and overall supervision of the building and the grounds. The Church Custodian will be there to help you with bar rules, the garbage, dishwashing and coffee systems, and will help you with the sound and lighting systems. He/she will be responsible for the routine setup and takedown of the chairs for the wedding and/or the reception. (Please do not expect the ceremony or reception area to be fully set up earlier than 1 hour before the ceremony.) The Church Custodian will enforce the church rules on smoking areas, music sound levels, and time limits on building use. He/she will also look over the building and grounds for a final clean-up inspection and recommend return (or not return) of the security deposit. The Church Custodian's services are included in the Facilities fees and he/she will be paid by CCC. The clean-up during the final hour is under the authority and responsibility of the Church Custodian. If additional custodial help is needed beyond what is routinely provided, special additional arrangements should be made at the couple's expense. Such arrangements need the explicit approval of the your Wedding Coordinator. CATERER: The caterer may arrive to begin food preparation 2 hours before the wedding ceremony. (Please do not expect the reception or ceremony area to be set up earlier than 1 hour before the ceremony.) Food may not be cooked on the premises, but must be cooked ahead of time and, if necessary, can be warmed in the church kitchen. No later than 9 PM, the food and liquor areas are closed and the reception is ended. The last hour is designated as clean-up time. The caterer is responsible for cleaning all surfaces and leaving the kitchen clean. Trash is removed to the outside trash area, floors swept and mopped. All activities are to be completed no later than 10 PM. A list of caterers, photographers, florists and musicians (and their phone numbers) who have served at CCC is available upon request. Please help in our recycling efforts. Please put waste in proper containers. Consider avoiding plastic utensils and plates and styrofoam cups. We suggest using plastic-wrap and waxed paper instead of aluminum foil. ALCOHOL, SMOKING AND DRUGS: Wine, champagne and bottled beer are permitted. Hard liquor is not permitted anywhere on the grounds, in the building, or within 300 yards of the facility. It is illegal to serve alcohol to minors and to people who are obviously intoxicated. The church requires the use of a designated bar tender who must pour all beverages into a glass at the bar. Bottles are not to be taken to tables. No smoking in the building. Smoking is permitted only in areas designated by the large sign reading "Smoke Here'. Illegal drugs are not permitted anywhere on the grounds, in the building, or within 300 yards of the facility. BIRDSEED: Only the throwing of birdseed or rose petals is permitted, and pnly in the parking area or on the street. Confetti and rice are not permitted. PHONE EMERGENCIES: No one is in the office on weekends to answer the phones. We suggest that someone in your party bring a cell phone if you need to be reacheable for last minute emergencies. DECORATIONS: Please consult your Wedding Coordinator for floral arrangements and decoration recommendations. For ecological reasons, the church requests no releasing of balloons. Please ask whoever is decorating for you to bring to the church their own supplies, i.e. scissors, tacks, staplers, etc. for decorating. (Please use tacks rather than tape for decorations on the walls.) At most times, art will be exhibited on the walls of the sanctuary and possibly elsewhere in the facility. Please respect our exhibitors. The displayed items are formal art exhibits and should not be moved or touched in any way. 2/24/1999 MUSIC: Music for the ceremony is to be arranged in advance with the musicians of your choice. For receptions, music is permitted inside the building onl . A guideline for the selection of music is that it should promote conversation and dancing for all ages. Lively dance music is fine, but loud rock music is not permitted, and the volume of any music must be low enough to talk over. A built-in cassette tape deck and a compact disk system are available for use during the ceremony and/or the reception. To prevent damage to the equipment, the person who operates it must be instructed in its use prior to the day of the wedding. If the wedding ceremony is held in the outdoor sanctuary, piano, harp, flute and/or guitar accompaniment is acceptable. The church's portable sound system may be requested for the . ceremony. All music is to be turned off by 9:00 PM, since the church is located in a residential area. Please be sensitive to our neighbors with regard to the sound level of music and of other wedding activities. PROVISIONS The following items are provided by the church for your use: • 200 folding chairs and 120 padded stacking chairs (40 with arms, 80 without) • Three 55-cup percolating coffee pots and one 30-cup percolating pot for tea • Five 3' x 8' buffet tables and one 3' x 5' table • Sixteen 5' round tables • Wall cabinet 12' long, 30" high, 30" wide • Stainless flatware to serve 100 • Dishes to serve 100 and dish washer • 4-bumer gas range with one oven • Refrigeratorffreezer and tub for icing beverages HOW TO PROCEED Having read this information package, please complete the enclosed Applicant Information Form and sign the enclosed Contract and submit it with your security deposit and the Host Minister's fee to our Wedding Administrator Jessica Lord, Community Congregational Church, 145 Rock Hill Drive, Tiburon, CA 94920 Your tentative date will not be secured until your security deposit has been received. As soon as your booking is finalized, the Wedding Administrator will give you the name and phone number of your Wedding Coordinator. Your Wedding Coordinator will give you the name of your Host Minister, who will contact you later. From this point on, all details should be discussed with your personal Wedding Coordinator and with your Host Minister. We wish you a beautiful wedding day and blessings on your future together. 2/24/1999 Commuetity Canqregartc~ Chtwdv of BeLvederel - ra)-&waril 145 Rock Hill Drive, Ziburon, CA 94920 415-435-9108 WEDDING APPLICANT INFORMATION FORM (this form becomes part of the Wedding Contract) BRIDE: Name: Occupation: Address: Phone, day: evening: City, State, Zip Fax: Religious affiliation: CCC member: [ ] yes [ ] no GROOM: (Bride and Groom are jointly and separately liable, even if not primarily liable) Name: Occupation: Address: Phone, day: evening: City, State, Zip Fax: Religious affiliation: CCC member: [ ] yes [ J no Person primarily liable for financial arrangements: [ ] Bride, [ J Groom, [ ] other Name: Occupation: Address: Phone, day: evening: City, State, Zip Fax: Religious affiliation: E-mail: REQUESTED LOCATION and TIME: (See the Information Package for guidelines) Wedding Rehearsal: place: date: 1 hour Wedding Ceremony: place: date: 1 hour Wedding Reception: place: date: 4 hours: Anticipated number of people: (see the Information Packet for strict limitations) SPECIAL REQUESTS: (continue on reverse, if needed) Submitted by: Date: For Church use only., Security deposit: Ministers fee: Facilities fee: Received: by on by on by on Host Minister. Wedding Coordinator. 2/24/1999 cammut*, 00, I Ca'qreqarW'--'1aV Charav of B dveadrel - ranwo-n/ 145 Rock Hill Drive, Tiburon, CA 94920 415435-9108 CONTRACT for WEDDING at CCC ' This contract is between: and (hereafter "the Couple" and the Community Congregational Church of Belvedere-Tiburon (hereafter, "CCC"). CCC will make available to the Couple the following facilities (including 2 hrs set-up and 9 hr clean-up). Wedding Rehearsal: place: date: hours: Wedding Ceremony: place: date: hours: Wedding Reception: place: date: hours: Anticipated number of people: Security deposit: Minister's fee: Facilities fee: due on: Your Host Minister and Wedding Coordinator will be assigned later. The Couple agrees to abide by all rules in the information package Information about Weddings at CCC", and confirms the information provided on its Applicant Information Form; all of which information is made part of this contract by reference. The Couple will pay the Security deposit and Minister's fee when the reservation is made, and the Facilities fee no later than 30 days before the scheduled date of the ceremony. The Couple agrees to assume all liability for loss, damage, injury, accident, cost or expense that may occur in any way related to their use or occupancy of any area of or adjacent to the CCC facilities, including actual or imputed negligence resulting from the service of alcoholic beverages. The Couple assumes all responsibility for the security of personal property, valuables or gifts and for the presence of uninvited guests, and will hold CCC harmless for any claims in relation thereto. The Couple agrees to refrain from touching, shifting moving or substituting any piece of art hung on the wall, or otherwise displayed or exhibited on the CCC premises. The Couple confirms its responsibility for all actions of their agents, guests and personnel and of all others present at the event. r ♦ V We understand that this contract gives us access to the specked CCC facilities for no more than 4 hours for weddings or 8 hours for weddings with reception. We have read and understand this contract and all information provided to us in the Information package "Information about Weddings at CCC". We agree to abide by these rules and this contract and will be jointly and separately liable under this contract. We will discuss with our Wedding Coordinator any issues we feel are ambiguous. The "responsible party" below ff not Bride or Groom) expressly assumes primary financial responsibility. Signatures: Bride date Responsible party (,f not Bride or Groom) Groom date CCC - Wedding Administrator date 2/24/1999 C&mma,i,Wy C&",ragarw-n~ Chtwdv of B elved4earel " ranwan, 145 Rock Hill Drive, Tiburon, CA 94920 415-135-9108 INFORMATION ABOUT RENTALS AT CC C We are pleased that you wish to rent space at CCC. To ensure smooth operation and to avoid surprises for you, our church and our neighbors, we have found that it is important that all parties have the same expectations. To this end we offer you the information on the following pages. Please read it carefully; if there are any questions, please feel free to contact our Administrator. CAPACITY: To avoid overcrowding of our limited space and to avoid noise and parking conflicts in the neighborhood, we have set a limit of 75 participants for any event other than Weddings, Memorial services and church-sponsored activities. SPACE AND FEE SCHEDULE: The spaces available for outside rental are: • The Seminar Room. This room provides the most intimate setting. It can accommodate up to 50 persons in a circular arrangement or more in a theater arrangement. No food or drinks are allowed in this room. ` The rental fee is $ 200.- per 4-hour period or part thereof. • The Fireside Room. This room is adjacent to the kitchen and to the Sanctuary. Food and drink are allowed. • The Kitchen. The kitchen area is available for preparation of snacks and drinks during breaks. Food may be served in the Fireside Room, but not in the Seminar Room. Use of the Kitchen and Fireside room requires an additional $ 100.- fee per 4-hour period or part thereof. The Sanctuary is not available, other than for Weddings, Memorial Services and Church services. PARKING CAPACITY and SHUTTLE SERVICE: Our parking lot and nearby street parking can accommodate 60 cars. Please encourage carpooling. If attendance at a Wedding or Memorial service is expected to exceed 75 participants, van shuttle service (to nearby parking areas) is required at your expense. The church must receive written confirmation of the arrangements you have made. The church can suggest names to be contacted about van shuttle service and traffic control. However, it is your responsibility to make all arrangements, to inform your participants and to provide someone to hold a sign at the bottom of the hill to direct guests to the van. A map and written directions to CCC are available for your use. You must include this information with your invitations. Please be aware that latecomers may cause the worst parking violations, but that you are held responsible for any neighborhood complaints. If parking irregularities are observed (including those committed by latecomers) or if complaints are received from neighbors, the security deposit will be forfeited. RESERVATIONS: To definitively reserve the space, the security deposit must be submitted to the CCC Administrator with the signed contract and applicant information form. This will guarantee your reservation; until these materials are received, your reservation is tentative. The rental fee is due 30 days before the scheduled date of the event. After that date, the rental fee will be increased by 10%. Please be advised that you will be held financially responsible for any damage to the buildings, grounds or Draft 2-24-99 contents. The security deposit will be returned if no damage is caused and if all other conditions are met. The security deposit is one half of the rental fee. For repeat rentals, the security deposit is refunded after the last rental. REFUND POLICY: If you cancel after the rental date has been secured, but more than 30 days before the scheduled date, one-half of the security deposit will be refunded. The non-refundable portion may be considered a tax- deductible donation to the church. If you cancel after the rental fee is due (30 days before the date of the event), the rental fee will be refunded, but the entire security deposit will be held. The non-refundable amount may be considered a tax-deductible donation to the church. The security deposit will be forfeited if more than the contracted number of guests show up, if parking irregularities are observed (including those committed by late comers), if complaints about undue noise or irregular parking are received from neighbors, or if clean up is not finished by 10 PM. PHONE EMERGENCIES: The CCC office phone are not meant for use by renters and are not always answered directly. We suggest that someone in your party bring a cell phone if you need to be reacheable during your event. HOURS OF USE: The hours of use for which you will be billed include time for set-up and cleanup. If chairs are moved, they must be returned to the original arrangement after your meeting. If the kitchen is used, it must be cleaned after your meeting. Evening meetings should end by 9:30 PM, so that cleanup can be finished by 10:00 PM. At that time the building should be clean and secured. Attendees who wish to get together after the meeting should be advised in advance of an alternate location. Please respect our neighbors who have been promised that things will be quiet by 10:00 PM. ALCOHOL, SMOKING AND DRUGS: Wine and bottled beer are permitted, if permission is asked in advance. Hard liquor is not permitted anywhere on the grounds, in the building, or within 300 yards of the facility. It is illegal to serve alcohol to minors and to people who are obviously intoxicated. Bottles are not to be taken to tables. No smoking is permitted in the building. Smoking is permitted only in areas designated by the large sign reading "Smoke Here". Illegal drugs are not permitted anywhere on the grounds, in the building, or within 300 yards of the facility. DECORATIONS: If you are planning floral arrangements and/or decorations, advance -permission should be obtained. For ecological reasons, the church requests no releasing of balloons. Only the throwing of birdseed or rose petals is permitted, and only in the parking area or on the street. Confetti and rice are not permitted. At most times, art will be exhibited on the walls of the sanctuary and possibly elsewhere in the facility. Please respect our exhibitors. The displayed items are formal art exhibits and should not be moved or touched in any way. MUSIC: Music is permitted inside the building only. A guideline for the selection of music is that it should promote conversation. Loud rock music is not permitted. The volume of any music must be low enough to talk over. A built-in cassette tape deck and a compact disk system are available for use. HOW TO PROCEED Having read this information package, please complete the enclosed Applicant Information Form and sign the enclosed Contract and submit it with your security deposit to the CCC Administrator. Draft 2-24-99 Camou~'- y CcqW"ja;r"xa1 Chuwchl - of 3 e vede+,-e/ ranwo I v 145 Rock Hill Drive. Tiburon. CA 94920 415-435-9108 RENTAL APPLICANT INFORMATION FORM Organization: (if applicable) Name: Address: Phone, day: evening: City, State, Zip Fax: Religious affiliation: E-mail: Person primarily liable for all arrangements: One person must assume all responsibilities regarding the event and agree to be personally liable for all financial arrangements. Name: Occupation: Address: Phone, day: evening: City, State, Zip Fax: Religious affiliation: E-mail: REQUESTED LOCATION and TIME: (include time for set-up and clean-up) Seminar Room: date: hours: Fee: Fireside Room: date: hours: Fee: Kitchen use: date: hours: Fee: Sanctuary: date: hours: Fee: Maximum Attendance: (see the Information Packet for strict limitations) Repeat this rental on: SPECIAL REQUESTS: (continue on reverse, if needed) Submitted by: Date: For Church use only. Security deposit: Rental fee: Received: by on by on Draft 2/24/1999 Ccm,,n~~~y Co,,Wagarw-nat Cllzwc;v of 3 eivedere/ - rO)rtwo-n/ 145 Rock Hill Drive. Tiburon. CA 94920 415435-9108 CONTRACT for RENTAL at CCC This contract is between: Representing: (hereafter "the Renter") (organization, if applicable) and the Community Congregational Church of Belvedere-Tiburon (hereafter, "CCC"). CCC will make available to the Renter the following facilities (include time for set-up and clean-up). Seminar Room: date: Fireside Room: date: Kitchen: date: Sanctuary: date: Anticipated number of people: Fee: Fee: Fee: Fee: (see the Information Packet for strict limitations) The same rental arrangement will be repeated on: Security deposit: Rental fee: due on: The Renter agrees to abide by all rules in the information package "Information about Rentals at CCC", and confirms the information provided on its Rental Applicant Information Form; all of which information is made part of this contract by reference. The Renter will pay the Security deposit when the reservation is made, and the Rental fee no later than 30 days before the scheduled date of the event. The Renter agrees to assume all liability for loss, damage, injury, accident, cost or expense that may occur in any way related to their use or occupancy of any area of or adjacent to the CCC facilities, including actual or imputed negligence resulting from the service of alcoholic beverages. The Renter assumes all responsibility for the security of personal property, valuables or gifts and for the presence of uninvited guests, and will hold CCC harmless for any claims in relation thereto. The Renter agrees to refrain from touching, shifting moving or substituting any piece of art hung on the wall, or otherwise displayed or exhibited on the CCC premises. The Renter confirms his/her responsibility for all actions of agents, guests and personnel and of all others present at the event. r r r I confirm that I am the responsible party for this event. I understand that this contract gives us access to the specified CCC facilities for no more than the specified number of hours. I have read and understand this contract and all information provided to us in the Information package "Information about Rentals at CCC". I agree to abide by these rules and this contract and will make all others associated with the event aware of these rules. I understand that I will be responsible for all actions of agents, guests and personnel and of all others present at the event. I expressly assume all financial responsibility. Signatures: Responsible party CCC-Administrator Draft 2/24/1999 hours: hours: hours: hours: date