Building Use Policy

BUILDING USE POLICY

It is the policy of the Board of Trustees of the Unitarian Universalist Congregation of Erie (UUErie) that the religious and social life of the congregation shall have priority in the use of the building. In the absence of interference with our needs, use of the building under the procedures described herein by members of the congregation and/or outside persons and organizations will be welcome. 

UUErie is a congregation strongly committed to promoting the inherent worth and dignity of all individuals UUErie prohibits the use of its property for any purpose which may reasonably be construed to promote oppression, discrimination, and/or violence in any form. Any lessee(s) who violates this clause will be considered in breach of contract and this lease may be terminated immediately. UUErie reserves the right to refuse entering into future lease agreements and to pursue any appropriate legal actions at its discretion.

GENERAL INFORMATION

Preserving Assets All persons or groups using the congregational facilities are expected to take an active interest in preserving the building and its equipment as a community asset. Renters are liable for damages. Organizations and individuals shall be required to pay reasonable charges for damage inflicted on the building and equipment beyond reasonable usage. The Administrator shall be responsible for assessing the amounts of such charges. Any damages that exceed the amount of the security deposit will be owed by the Group Representative.

Liability Covered by signed Indemnification Clause provided with Building Use Form. 

Fee Payment All users are required to pay the Reservation Fee (½), Security Deposit and Event Support Fees with the completed Building Use Form to secure the date. All remaining fees must be paid no later two (2) weeks prior to the event. 

• A prorated cancellation fee may be assessed as follows: 100% refund of the deposit within 1 month of the event and 50% within 1 week of the event.
• A $50 fee for any returned checks.

Event Manager A UUErie member must be present at all events to serve as the Event Manager to open, close, and inspect the facility after the event. An additional hourly fee will be charged to have an Event Manager present. If a UUErie Member is attending the event and is willing to serve as the Event Manager, then the fee will be waived. A compensated agent of the congregation ($25/hr, minimum 2 hours) will act as the Event Manager and be present for Public building use. Exceptions may be made for long term events and frequent organizational use. Two Event Managers are required to be present when alcohol is served. The Event Manager will inspect the premises at the end of the event with the Group Representative for the event to ensure all areas are clean and rooms are set-up as they were found. If this is not the case, additional fees will be incurred and subtracted from the Security Deposit.

Kitchen All kitchen equipment including appliances, dishes, etc. must be cleaned and restored to their original condition. General instructions for the use of the stove, microwave, coffee makers, etc., are posted near the machines. All kitchen generated laundry should be put in the hamper in the kitchen. Any stored food is unavailable for use.

Linens  Table linens are the responsibility of the user and are not provided by the congregation to non-congregational groups. Congregational groups must see to the cleaning and/or replacement of any congregation-owned table linens. 

Furnishings and Equipment All areas of the facility should be left in the way they were found at the time of the engagement.  All furniture, chairs, tables. should be put back as originally arranged.

Trash Removal Renters will either remove trash from the premises or pay a $100 fee for removal.  If refuse is left at our facility, the removal charge will be taken from the Security Deposit. There are containers located in the kitchen area for recycling material such as cans and plastic.

Smoking Users must agree to abide by the no-smoking policy established for the entire building and within twenty-five (25) feet of any door or window. An additional fee will be charged for grounds cleanup, including excessive litter from cigarettes. 

Alcohol  It is the responsibility of the party renting UUErie facilities to ensure that no alcohol is available to those under age 21. No permit is required for an open bar. A Special Occasion permit for selling alcohol is required from the PA Liquor Control Board. A copy of the permit is required to be provided to the Office Administrator. 

In addition: 

• UUErie shall not be held responsible for the safety or actions of anyone consuming alcohol on congregational property. 
• Licensed servers, if required, must be secured by the user. 
• User shall remove all containers of alcohol from the building upon departure. 
• Law enforcement shall be called should behavior become inappropriate due to excessive alcohol consumption. 

Decorations Nothing may be affixed to, or removed from, the walls or doors without permission from the Office Administrator. If approved, only painter’s tape is permitted for hanging decorations. The using group shall assume responsibility for any damage and/or personal liability resulting from decorations. Nothing may be placed on the piano or piano bench. No greenery or flowers may be placed on wooden surfaces. Candles must be dripless and supported by non-flammable candleholders and shall not be left unattended. No free-floating balloons or balloon release inside or outside the building. No confetti. Only bubbles or birdseed can be used outside.

Sanctuary There will be NO food or beverages in the sanctuary (with the exception of water). Also, no flower petals are allowed on the carpeting in the sanctuary as they will stain. 

Music and Audio-Visual (A/V) Equipment The built-in TVs, sound system and microphones of the congregation are available for use and must be approved by the Office Administrator. If approved, an A/V technician must be paid for. Bluetooth speaker system with cordless microphones is available for use at no charge.

• UUErie does not provide music or musicians for any group. Users must independently contract musicians.  The piano shall not be used or moved, without prior approval of the Office Administrator. Nothing shall be placed on the piano. The piano will not be tuned for a rental event.

Rites of Passage (Weddings, Child Dedication, Memorials) The UUErie Minister has the right of first refusal to serve as an officiant. 

Off-Site Promotion Once use has been confirmed, users may state the name and location of UUErie in their promotional materials. All promotional pieces must clearly show the sponsor of the event, whether the event is affiliated with UUErie, and who is the beneficiary of proceeds, if any.

Helpful Notes: (Please also see Building Use Policy and Procedures)

1. Nursery use is no charge with full donation for another room. (Requires clean-up and adult supervision at all times)
2. Our building (including bathrooms) is a smoke/vape free facility
3. Any alcohol must be consumed responsibly and in limited quantities and requires an additional Event Manager as listed above.
4. Any damage to the facility is the responsibility of the agent signing the form.
5. If the building is not returned to the state that it was found, an additional cleaning/setup fee will be charged (Min $100.00)
6. Set-up time prior to the scheduled use date may require additional fees.
7. See Building Use Form and Policy for additional information.

NOTE: If there are any troubles (restrooms, appliances, etc.) call one of the numbers listed on the front door.

Additional Information for Events with No Event Manager Present

1. Thermostat Adjustment: Please use the “warmer” up arrow button. For the conference room, the thermostat is in the office. Classrooms use thermostat in Classroom B. Sanctuary thermostat is in the hallway and Sanctuary; and for the Olympia Brown Room, the thermostat is at both ends of the room.
2. False Alarms
   1. Press the # key, then enter a correct access code.
      1. If you cannot remember your access code, please get everyone out of the building, except yourself (DO NOT WANDER AROUND).
   2. Call one of the numbers listed on the front door.

Directions to UUErie, 7180 Perry Highway: From I-90 take Interstate 90 to exit 27 (Rt 97), take 97 north; the congregation will be on your left. From the City of Erie, drive south on Glenwood Park Ave. (PA Rt 505) past the Zoo, or on Old French Rd (PA Rt 97). The congregation will be on the right, on New Perry Hwy (also PA Rt 97) as you approach I-90.

Adopted May 2021

Revision 1: November 2023

Revision 2: June 2024

Building Use Fees