RENTAL CONTRACT
COMMERCIAL PROPERTY RENTAL Revised 03/10/2018
State of Oregon, County of Marion www.maplewoodgrange.org
Rental and Hold Harmless Agreement
Maplewood Grange No. 662 at www.maplewoodgrange.org
Maplewood Grange #662, hereinafter referred to as “Owner” agrees to rent access and usage of the building, property and utilities at 25480 S. Hwy 99E, Aurora, OR 97002 to ____________________________________, hereinafter known as “Renter” according to the following terms:
Contract shall commence on ___________________ at ______ and terminate on __________________ at _____.
Property and Building are described as the graveled parking area and lot and items checked below:
( ) Upper level (meeting room/dance floor stage and foyer)
Original wood dance floor, 60’ x 30’, stage with curtain 20’ x 13’, raised 29”
( ) Lower level (Dining room, Foyer and Kitchen)
Bench style seating for approx. 100 with kitchen and appliances
( ) Full Building, 6000 sq. ft.
Reservation Deposit of $100 reserves requested Date and applies toward the rental. Deposit shall become a non-refundable fee for cancellations 30 days or less prior to commencement date. Cancellations by Renter within 30 days of the commencement date will receive a refund of payments minus the reservation deposit. Reservation deposit will, however, be returned in the case of severe weather making the rental unreasonable in the Owners opinion.
Scheduling Conflicts or other Owner Cancellations: In the event of Owner error causing a scheduling conflict or other conditions requiring cancellation of Renters contract, Renter shall be only entitled to a full refund of payments and an equivalent rental at no charge. Owner assumes no secondary liability for cancellations.
Security Deposit of $150 is required. Deposit will be refunded after a satisfactory post rental inspection by Owner. The refund shall be sent to Renter at the address listed no later than 30 days from the contract end date with an accounting for any deductions taken for unsatisfactory cleaning or building damage. A deduction of $50 will be made if there is evidence food was taken into the dance hall, regardless of damages.
Commencement Building Condition: Renter relies solely upon their personal examination to evaluate condition of the premises. Renter shall notify the Owner immediately if there is an unsatisfactory condition present upon their arrival. Renter will not be responsible for correcting any such pre-existing conditions. Note that due to age and condition of the hall the handicap ramps cannot be brought up to current code. The ramp to basement has low overhead clearance (approx. 5’-7”). Anyone using the back ramp should use caution.
Insurance is required from the Renter. Renter shall provide a “Certificate of Additional Insured” which lists the Grange as a covered address for property damage (minimum of $500,000) and personal injury for the date and time of this contract. Renter is liable and responsible for the rental property and all actions and activities of their guests during the contract period. Renter shall defend, indemnify and hold Owner harmless with respect to any and all claims and demands which may arise. Renter is also responsible to secure all personal property. Owner assumes no liability for loss or damage to Renter or their guests personal property.
Full Payment is required by cash or check at least two weeks in advance of the rental. Contract is not valid until all fees and deposits are paid in full and Owner is in receipt of Renters Certificate of Insurance.
Care of Premises: Renter shall commit no acts of waste and shall take good care of the premises. Applicable Laws and regulations of competent jurisdictions shall be complied with at all times.
Clean up: Renter will complete all items on the clean up check list after the event. The checklist shall be signed by Renter signifying completion and left in the suggestion box in the foyer.
Damages: Renter agrees to pay Owner for all damage and expenses related to Renters or their guests use of the premises, even those that exceed the Security Deposit. A make whole demand will in this case be sent providing evidence of expenses for restoration of the premises. In house cleaning by Grange members will be charged at $35/man hour.
Access: Renter shall provide access for Owners representative at any time during the contract period.
Licenses or permits required by renters use of the premises shall be secured by and paid for by Renter.
Trespassing: Owner may regard anyone in the building outside of the agreed upon contract period as trespassing.
Alcoholic beverages are not allowed on Grange Property. Renters shall not bring alcohol onto the premises.
Smoking is not allowed in the building.
Trash generated by Renter shall be placed in trash bin behind building.
Violations: Any violation by Renter of any requirement of this contract regarding care of or damage to the building authorizes Owner to take any action Owner believes necessary to immediately terminate the event and take back complete physical control of the property. In this event, Renter forfeits all rights to all fees and deposits, as well as agrees to fully reimburse Owner for any and all costs incurred due to the breach of contract, loss and/or damage to building or property not covered by deposits.
Rental Fees:
Reservation Deposit $100 Date Received ______________
Security Deposit $150 Date Received ______________
Rental Balance $___________________ Date Received ______________
Make checks out to “Maplewood Grange”
Renter certifies understanding of above terms and conditions and agrees to abide by all terms of this contract, and so certifies with his or her signature below:
Renter
________________________ ____________________________
Name signature
________________________________________________________
Address
_________________________ ____________________________
Phone email
Owner Entry Code
__________________________ ___________________________
Dan Keeley, Rental Chair
5975 Buyserie Rd. NE
St. Paul, OR 97137
Phone 503-508-7807 Email djkeeley@stpaultel.com
WARNINGS
1. PLEASE:
Do not use regular tape on the walls. Poster or body shop tape works and won’t peel off the paint.
Do not take food into dance hall. Dance floor is unsealed and stains easily.
Do not use glitter in decorations. It is very difficult to clean up.
2. Due to age and condition of the hall the handicap ramps cannot be brought up to current code. The ramp to basement has low overhead clearance (approx. 5’-7”). Anyone using the back ramp should use caution to avoid hitting their head.
3. Windows are old fashioned counter balanced sashes. Use caution opening and closing the windows as they are prone to falling quickly. Also, two of the storm window catches are broken and storm windows must be propped up to stay open. Avoid opening those windows.
4. The sinks in the basement drain via a sump pump. If sinks back up the pump needs to be turned on. Switch is on the left of the SS three compartment sink. Leaving the pump run for more than a few minutes after water is removed will burn up the pump! Please don’t!
5. Grass lot in the rear of the building is rough. Be careful if walking over it.
6. Alcohol and smoking are not allowed in the building! This is a violation of the contract and will result in immediate revocation of the rental!
General Information
Bathroom lights – Left entry wall, as you face the Main Hall doorway.
Ceiling Fans – Main Hall – center swith immediately to the right as you enter the Mail Hall doorway.
Crystal Ball – Main Hall maintenance closet. On the back wall turn switch to “on”. Light control panel on the stage needs to be plugged in with all rocker switches in neutral position. Channel 1 and 2 controls spot lights on the ball.
Entry Lights – Left entry wall, looking at the Main Hall doorway.
Exterior courtesy lights – Outside front wall as you look at the main door.
Dining Hall Lights – Base of front stairwell, far facing wall.
Kitchen Lights- Switch on southerly wall of dining room and pull chains over sinks.
Main Hall Lights – Immediately to the right as you enter the Main Hall. Rotary dimmer switch.
Stage Lights – Through northerly door from Main Hall up the stage steps to the right.
Stairway Lights (front) – Left entry wall as you face the Main Hall doorway from the foyer.
Stairway Lights (rear) – Sensor light, no switch.
Exhaust Fan for Main Hall – Through northerly door from Main Hall up stage steps on the right.
Sump Pump (kitchen sinks) – Left end of the stainless steel counter along the south wall. Basement sinks are below ground level and a pump is used for draining the sinks. Turn the pump on when water starts backing up into the bottoms of the sinks. Turn it off a couple minutes after water is removed.
Thermostat – Immediately on your right as you enter the Main Hall from the foyer. Lightly tap the temperature arrows on the screen to increase or decrease temp. Tap cancel to return the thermostat to the default setting. Please do not run the furnace or air conditioner with the windows and doors open, it wastes fuel. There are also valves behind the doors to the right and left of the stage which direct air upstairs or downstairs. These are generally left in the blend position but can be shifted to direct all heating or cooling to one floor if needed.
Preparation Check List – You will need:
___ Entry code shown on completed contract, call rental chairperson at 503-508-7807 if lost or missed.
Enter code firmly on keypad on front door and turn the knob clockwise to unlock. No code needed to lock the door.
___ Phone for emergency purposes. There is no land line in the building.
___ Any desired cleaning supplies. Grange provides a vacuum cleaner, mops and brooms.
Clean-up Checklist
Please complete the form by initialing each step and leaving the form in the box in the foyer .
Full Building – Ensure That:
1. ___ All garbage is removed from the building. If garbage can in the rear of the building is full please call the rental chairman at 503-508-7807 or 503-633-2838.
2. ___ All lights (except rear stairs) and appliances turned off (downstairs lights cannot be seen from the upper level and rear entry stairs are on a motion sensor)
3. ___ The thermostat is reset to the default values. Simply hit “cancel” button on thermostat. If no cancel button is showing on the screen then thermostat has already reverted to default.
4. ___ No water is left running. Even a drip downstairs is a problem as sump pump is manual.
5. ___ All doors are locked.
6. ___ Personal items removed from building. Grange will not be responsible for items left onsite.
Upper level – Main Hall
1. ___ Dry mop main hall wood floor with dust mop located in maintenance closet by piano. If anything is spilled on the wood floor or perimeter seats call rental chairperson for assistance.
2. ___ Vacuum entry foyer, stairs and bathrooms. Mop foyer if food was spilled in foyer.
3. ___ Close and lock windows and close curtains.
4. ___ Sweep stage if used.
5. ___ Check that furnace duct valves are in blend position.
Lower Level (Kitchen and Dining Hall)
1. ___ Clean up any spills. A small spill may be wiped up and the floor swept. If spills are extensive, mop the floor. Food crumbs on bench seats may be vacuumed up and wiped with a damp rag. If liquid or greasy or sticky food was spilled on the upholstery call the rental chairman for assistance.
2. ___ Wipe down appliances and areas used such as tables, counters, stoves, sinks, microwaves etc.
3. ___ Wash and put away any grange dishes or utensils used. If you don’t remember where you got them, wash and leave on the drainboard.
4. ___ Check refrigerator and make sure all personal food is removed.
Completed by _________________________________
Renter signature
State of Oregon, County of Marion www.maplewoodgrange.org
Rental and Hold Harmless Agreement
Maplewood Grange No. 662 at www.maplewoodgrange.org
Maplewood Grange #662, hereinafter referred to as “Owner” agrees to rent access and usage of the building, property and utilities at 25480 S. Hwy 99E, Aurora, OR 97002 to ____________________________________, hereinafter known as “Renter” according to the following terms:
Contract shall commence on ___________________ at ______ and terminate on __________________ at _____.
Property and Building are described as the graveled parking area and lot and items checked below:
( ) Upper level (meeting room/dance floor stage and foyer)
Original wood dance floor, 60’ x 30’, stage with curtain 20’ x 13’, raised 29”
( ) Lower level (Dining room, Foyer and Kitchen)
Bench style seating for approx. 100 with kitchen and appliances
( ) Full Building, 6000 sq. ft.
Reservation Deposit of $100 reserves requested Date and applies toward the rental. Deposit shall become a non-refundable fee for cancellations 30 days or less prior to commencement date. Cancellations by Renter within 30 days of the commencement date will receive a refund of payments minus the reservation deposit. Reservation deposit will, however, be returned in the case of severe weather making the rental unreasonable in the Owners opinion.
Scheduling Conflicts or other Owner Cancellations: In the event of Owner error causing a scheduling conflict or other conditions requiring cancellation of Renters contract, Renter shall be only entitled to a full refund of payments and an equivalent rental at no charge. Owner assumes no secondary liability for cancellations.
Security Deposit of $150 is required. Deposit will be refunded after a satisfactory post rental inspection by Owner. The refund shall be sent to Renter at the address listed no later than 30 days from the contract end date with an accounting for any deductions taken for unsatisfactory cleaning or building damage. A deduction of $50 will be made if there is evidence food was taken into the dance hall, regardless of damages.
Commencement Building Condition: Renter relies solely upon their personal examination to evaluate condition of the premises. Renter shall notify the Owner immediately if there is an unsatisfactory condition present upon their arrival. Renter will not be responsible for correcting any such pre-existing conditions. Note that due to age and condition of the hall the handicap ramps cannot be brought up to current code. The ramp to basement has low overhead clearance (approx. 5’-7”). Anyone using the back ramp should use caution.
Insurance is required from the Renter. Renter shall provide a “Certificate of Additional Insured” which lists the Grange as a covered address for property damage (minimum of $500,000) and personal injury for the date and time of this contract. Renter is liable and responsible for the rental property and all actions and activities of their guests during the contract period. Renter shall defend, indemnify and hold Owner harmless with respect to any and all claims and demands which may arise. Renter is also responsible to secure all personal property. Owner assumes no liability for loss or damage to Renter or their guests personal property.
Full Payment is required by cash or check at least two weeks in advance of the rental. Contract is not valid until all fees and deposits are paid in full and Owner is in receipt of Renters Certificate of Insurance.
Care of Premises: Renter shall commit no acts of waste and shall take good care of the premises. Applicable Laws and regulations of competent jurisdictions shall be complied with at all times.
Clean up: Renter will complete all items on the clean up check list after the event. The checklist shall be signed by Renter signifying completion and left in the suggestion box in the foyer.
Damages: Renter agrees to pay Owner for all damage and expenses related to Renters or their guests use of the premises, even those that exceed the Security Deposit. A make whole demand will in this case be sent providing evidence of expenses for restoration of the premises. In house cleaning by Grange members will be charged at $35/man hour.
Access: Renter shall provide access for Owners representative at any time during the contract period.
Licenses or permits required by renters use of the premises shall be secured by and paid for by Renter.
Trespassing: Owner may regard anyone in the building outside of the agreed upon contract period as trespassing.
Alcoholic beverages are not allowed on Grange Property. Renters shall not bring alcohol onto the premises.
Smoking is not allowed in the building.
Trash generated by Renter shall be placed in trash bin behind building.
Violations: Any violation by Renter of any requirement of this contract regarding care of or damage to the building authorizes Owner to take any action Owner believes necessary to immediately terminate the event and take back complete physical control of the property. In this event, Renter forfeits all rights to all fees and deposits, as well as agrees to fully reimburse Owner for any and all costs incurred due to the breach of contract, loss and/or damage to building or property not covered by deposits.
Rental Fees:
Reservation Deposit $100 Date Received ______________
Security Deposit $150 Date Received ______________
Rental Balance $___________________ Date Received ______________
Make checks out to “Maplewood Grange”
Renter certifies understanding of above terms and conditions and agrees to abide by all terms of this contract, and so certifies with his or her signature below:
Renter
________________________ ____________________________
Name signature
________________________________________________________
Address
_________________________ ____________________________
Phone email
Owner Entry Code
__________________________ ___________________________
Dan Keeley, Rental Chair
5975 Buyserie Rd. NE
St. Paul, OR 97137
Phone 503-508-7807 Email djkeeley@stpaultel.com
WARNINGS
1. PLEASE:
Do not use regular tape on the walls. Poster or body shop tape works and won’t peel off the paint.
Do not take food into dance hall. Dance floor is unsealed and stains easily.
Do not use glitter in decorations. It is very difficult to clean up.
2. Due to age and condition of the hall the handicap ramps cannot be brought up to current code. The ramp to basement has low overhead clearance (approx. 5’-7”). Anyone using the back ramp should use caution to avoid hitting their head.
3. Windows are old fashioned counter balanced sashes. Use caution opening and closing the windows as they are prone to falling quickly. Also, two of the storm window catches are broken and storm windows must be propped up to stay open. Avoid opening those windows.
4. The sinks in the basement drain via a sump pump. If sinks back up the pump needs to be turned on. Switch is on the left of the SS three compartment sink. Leaving the pump run for more than a few minutes after water is removed will burn up the pump! Please don’t!
5. Grass lot in the rear of the building is rough. Be careful if walking over it.
6. Alcohol and smoking are not allowed in the building! This is a violation of the contract and will result in immediate revocation of the rental!
General Information
Bathroom lights – Left entry wall, as you face the Main Hall doorway.
Ceiling Fans – Main Hall – center swith immediately to the right as you enter the Mail Hall doorway.
Crystal Ball – Main Hall maintenance closet. On the back wall turn switch to “on”. Light control panel on the stage needs to be plugged in with all rocker switches in neutral position. Channel 1 and 2 controls spot lights on the ball.
Entry Lights – Left entry wall, looking at the Main Hall doorway.
Exterior courtesy lights – Outside front wall as you look at the main door.
Dining Hall Lights – Base of front stairwell, far facing wall.
Kitchen Lights- Switch on southerly wall of dining room and pull chains over sinks.
Main Hall Lights – Immediately to the right as you enter the Main Hall. Rotary dimmer switch.
Stage Lights – Through northerly door from Main Hall up the stage steps to the right.
Stairway Lights (front) – Left entry wall as you face the Main Hall doorway from the foyer.
Stairway Lights (rear) – Sensor light, no switch.
Exhaust Fan for Main Hall – Through northerly door from Main Hall up stage steps on the right.
Sump Pump (kitchen sinks) – Left end of the stainless steel counter along the south wall. Basement sinks are below ground level and a pump is used for draining the sinks. Turn the pump on when water starts backing up into the bottoms of the sinks. Turn it off a couple minutes after water is removed.
Thermostat – Immediately on your right as you enter the Main Hall from the foyer. Lightly tap the temperature arrows on the screen to increase or decrease temp. Tap cancel to return the thermostat to the default setting. Please do not run the furnace or air conditioner with the windows and doors open, it wastes fuel. There are also valves behind the doors to the right and left of the stage which direct air upstairs or downstairs. These are generally left in the blend position but can be shifted to direct all heating or cooling to one floor if needed.
Preparation Check List – You will need:
___ Entry code shown on completed contract, call rental chairperson at 503-508-7807 if lost or missed.
Enter code firmly on keypad on front door and turn the knob clockwise to unlock. No code needed to lock the door.
___ Phone for emergency purposes. There is no land line in the building.
___ Any desired cleaning supplies. Grange provides a vacuum cleaner, mops and brooms.
Clean-up Checklist
Please complete the form by initialing each step and leaving the form in the box in the foyer .
Full Building – Ensure That:
1. ___ All garbage is removed from the building. If garbage can in the rear of the building is full please call the rental chairman at 503-508-7807 or 503-633-2838.
2. ___ All lights (except rear stairs) and appliances turned off (downstairs lights cannot be seen from the upper level and rear entry stairs are on a motion sensor)
3. ___ The thermostat is reset to the default values. Simply hit “cancel” button on thermostat. If no cancel button is showing on the screen then thermostat has already reverted to default.
4. ___ No water is left running. Even a drip downstairs is a problem as sump pump is manual.
5. ___ All doors are locked.
6. ___ Personal items removed from building. Grange will not be responsible for items left onsite.
Upper level – Main Hall
1. ___ Dry mop main hall wood floor with dust mop located in maintenance closet by piano. If anything is spilled on the wood floor or perimeter seats call rental chairperson for assistance.
2. ___ Vacuum entry foyer, stairs and bathrooms. Mop foyer if food was spilled in foyer.
3. ___ Close and lock windows and close curtains.
4. ___ Sweep stage if used.
5. ___ Check that furnace duct valves are in blend position.
Lower Level (Kitchen and Dining Hall)
1. ___ Clean up any spills. A small spill may be wiped up and the floor swept. If spills are extensive, mop the floor. Food crumbs on bench seats may be vacuumed up and wiped with a damp rag. If liquid or greasy or sticky food was spilled on the upholstery call the rental chairman for assistance.
2. ___ Wipe down appliances and areas used such as tables, counters, stoves, sinks, microwaves etc.
3. ___ Wash and put away any grange dishes or utensils used. If you don’t remember where you got them, wash and leave on the drainboard.
4. ___ Check refrigerator and make sure all personal food is removed.
Completed by _________________________________
Renter signature
Rental Proceedures
Revision 9/24/2018
Rental Procedures for Maplewood Grange
A $100 deposit is required to hold a date. The deposit is refundable up to 30 days before the rental after which it is forfeit if the rental is canceled, unless the grange is at fault. Changes in dates will be accommodated where possible. Make checks payable to Maplewood Grange.
To rent the grange I will need to have the following 2 weeks before the rental date:
1. The entire rental fee agreed upon.
2. Cleaning deposit (usually $150).
3. Certificate of Insurance listing Grange as additional insured with at least $500,000 coverage.
4. Signed contract – I will generally give you a copy of the contract to sign at the initial walk through. Sign it and return to me at the address below. I will counter sign and send you a copy when I receive the fees and certificate of additional insured. The contract will have the entry code and cleanup checklist included.
Upon completion of the rental:
Complete the cleanup checklist and leave in “The Box” in the foyer. Be sure faucets are turned off, lights are off, trash is removed and doors are locked. Call 503-508-7807 and let me know you are complete or if there are problems to discuss. I will inspect the building and assuming cleanup is properly completed, mail your cleaning deposit back by check to you at the address on the contract. If you want it back in cash you will have to pick it up personally.
Thanks for renting the grange and we hope you have a great time at your function. If we can assist you in any way please call 503-508-7807 (cell) or 503-633-2838 (land line).
Sincerely
Dan Keeley, Rental Chair
5975 Buyserie Rd. NE
St. Paul, OR 97137
djkeeley@stpaultel.com or www.maplewoodgrange.org
Please address all correspondence to me at the address above. Grange mailbox is not checked regularly.
Rental Procedures for Maplewood Grange
A $100 deposit is required to hold a date. The deposit is refundable up to 30 days before the rental after which it is forfeit if the rental is canceled, unless the grange is at fault. Changes in dates will be accommodated where possible. Make checks payable to Maplewood Grange.
To rent the grange I will need to have the following 2 weeks before the rental date:
1. The entire rental fee agreed upon.
2. Cleaning deposit (usually $150).
3. Certificate of Insurance listing Grange as additional insured with at least $500,000 coverage.
4. Signed contract – I will generally give you a copy of the contract to sign at the initial walk through. Sign it and return to me at the address below. I will counter sign and send you a copy when I receive the fees and certificate of additional insured. The contract will have the entry code and cleanup checklist included.
Upon completion of the rental:
Complete the cleanup checklist and leave in “The Box” in the foyer. Be sure faucets are turned off, lights are off, trash is removed and doors are locked. Call 503-508-7807 and let me know you are complete or if there are problems to discuss. I will inspect the building and assuming cleanup is properly completed, mail your cleaning deposit back by check to you at the address on the contract. If you want it back in cash you will have to pick it up personally.
Thanks for renting the grange and we hope you have a great time at your function. If we can assist you in any way please call 503-508-7807 (cell) or 503-633-2838 (land line).
Sincerely
Dan Keeley, Rental Chair
5975 Buyserie Rd. NE
St. Paul, OR 97137
djkeeley@stpaultel.com or www.maplewoodgrange.org
Please address all correspondence to me at the address above. Grange mailbox is not checked regularly.