Westport Friends Meeting

Property Use Guidelines

(Approved at Meeting for Business, November, 2001)

General Policy

The buildings and grounds of Westport Monthly Meeting of the Religious Society of Friends are maintained primarily for the use of the Westport Meeting, but are made available for use by other Quaker organizations and committees affiliated with The Religious Society of Friends.

With the understanding that our facilities are reserved first for the use of Quaker organizations, the Meeting is pleased to make its facilities available to other community organizations that conform to the standards established by the Meeting and are so approved by the Westport Monthly Meeting of Friends.

Appropriate use of the Meetinghouse is limited primarily for such use as worship, weddings, funerals, memorial services and other gatherings for spiritual services.

Appropriate uses of the Community House would include social gatherings, exercise groups, charity meetings, youth organizations such as Scouts, public forums and meetings, educational groups and other personal improvement organization meetings.

FRIENDS IN RESIDENCE

The Westport Monthly Meeting maintains a residence across the road from the Meetinghouse in which reside the Friends in Residence. All inquiries, scheduling and coordinating should be made through the Friends In Residence.
Contact them at:
Mark and Eliza Miley
937 Main Road
Westport, MA 02790
Phone: (508) 636-4963

The Friends in Residence may be contacted to procure a Facilities Use Request Form, and they will arrange for the necessary approval of requests. They will be able to suggest appropriate space or rooms for various sized meetings and will be able to quote the prices suggested for each use. (See Price List)

For approved uses, the Friends in Residence will ensure that the space requested is in order and made available at the requested time. They will see that heat, light, and power are in place, and will be glad to meet with users on any special need that might be required. They will also inspect the premises after each use to ensure that it is returned in a clean and orderly condition. Charges for cleaning after use, if necessary will be billed to the user.

Schematic drawings of the rooms in the Community House are available with capacity suggestions included. A detailed list of rules and guidelines for the use of the Community House Hall facilities will be supplied for each user. We request that these guidelines be followed carefully in order that the Meeting can continue to make its facilities available to the community.

MEETINGHOUSE

We are pleased to consider requests for the use of our Meetinghouse by outside groups. It should be recognized that it may not be appropriate or suitable for certain functions. Because the meetinghouse is the regular place of worship for Friends and because of the antiquity of the building itself, prior approval for its use will be required.

RULES AND GUIDELINES FOR USE OF
THE MEETINGHOUSE

§ Smoking or the consumption of food or beverages is not allowed.
§ Nothing may be taped, tacked or nailed to the walls, nor should anything be removed from the walls.
§ The balcony area is not to be used and it is closed to the public.
§ Parking is to be on our property in established parking areas only.
§ There are no restrooms in the Meetinghouse. Restrooms are available in the adjacent Community House.
§ Please see that all windows that are opened during use are closed upon leaving.
§ The Meetinghouse will be cleaned and in proper order prior to use. It should be left in a clean condition after use. Cleaning supplies and a vacuum are located in the foyer closet.
§ The furnace thermostat will be set at a comfortable level prior to using the Meetinghouse. Please consult the Friends in Residence for adjustments that might be required.
§ Benches and hymnals should be replaced if they are moved during use, and all flowers and the like should be removed after use.
§ Upon leaving (during season) please lower thermostat to 55 degrees.

COMMUNITY HOUSE

The Community House is a multi-use facility consisting of several rooms of varying sizes including a fully equipped kitchen, two accessible restrooms and a smaller bathroom on the east side of the building. The Community House Hall includes a small stage, and an attached outdoor deck. (A schematic drawing including room sizes is available from the Friends in Residence.) The Friends In Residence maintain the schedule of groups currently using the Community House. Advance scheduling is required. A reminder: Quaker organizations receive priority in the use of the facilities. Quaker organizations are expected to make their needs known well in advance of the date needed.

Listed below are general guidelines for use of the Community House facilities. These guidelines are further supplemented with additional instructions on the care and use of the various sections of the facility that will be used.

GENERAL GUIDELINES FOR USE OF THE
COMMUNITY HOUSE FACILITIES

· Upon departure please turn off all lights and be certain all doors are closed.
· If the entrance door was unlocked upon your arrival please lock it when departing.
· The Friends in Residence will supply you with a key to the Community House door.
· The cellar of the Community House is off limits and should not be used for any purpose.
· Additional paper products may be found near each toilet and on the top shelves of the kitchen.
· If arrangements have been made to store supplies or equipment for your continuous use, please label such material with the groups name and see that it is placed in the agreed space. Please alert the Friends in Residence if your property appears to have been disturbed and they will attempt to secure it in the future.
· Unless you have received prior approval from the Friends in Residence please do not leave posters up or equipment in common areas.
· If you find something out of order, malfunctioning or unsuitable for use, please notify the Friends in Residence so that corrective action may be taken
· The Community House is a no smoking area. Containers are provided on the front porch and deck for outdoor smoking.
· Please park in the front and surrounding parking areas only.
· Please return key upon leaving.

IF FIRE ALARM GOES OFF ACCIDENTALLY, FOLLOW INSTRUCTIONS AT RED FIRE ALARM PANEL LOCATED INSIDE THE FRONT DOOR. IN CASE OF FIRE, CALL 911 AND EVACUATE.

SUPPLEMENTAL GUIDELINES FOR USE OF
THE COMMUNITY HOUSE

USE OF FELLOWSHIP HALL
· If using chairs and tables, please wipe down tables and return chairs and table to their storage areas.
· Do not use tape, nails, or tacks on the walls.
· Close all windows and doors that you may have opened during use.
· Please sweep floors. Dustpans, brooms and vacuum are stored in the cleaning closet beside main entrance.
· Please respect material and supplies belonging to others who also use the facility.
· The hall and kitchen use forced hot air that rises quickly. Increase thermostat as needed and press “reset” to return to original setting. The Friends in Residence will turn up the heat prior to your arrival if you request it in advance.
· Local phone calls are acceptable. Both phones, located in the bathroom hallway and in the Living Room, are (508) 636-3793.
· The fireplace is not to be used except if set by the Friends in Residence with advanced arrangement. Please do not deposit paper or cardboard in the fireplace.

CARE OF KITCHEN
· Empty trash in the trash bags provided and replace trash bag in the can. (Additional bags and kitchen cleansers are located in the cabinet directly across from stove.) Full bags should be left adjacent to the back door to the deck.
· Remove all refrigerated food items when you leave. If prior arrangements have been made for the storage of food or beverages, they should be labeled and dated.
· All glasses and dishes used should be washed in the dishwasher, Please follow instructions for dishwasher use located near unit.
· Before leaving, make sure all stove settings are “off”.

CARE OF LIVING ROOM
· Snacks and beverages may be served, but regular meals are to be served only in the Fellowship Hall.
· Do not use tape, nails, or tacks on the walls.
· Return cushions, vacuum carpet and shut off all lights when leaving. (Some cleaning equipment can be found in the entranceway to the cellar, across from “kitchenette” area. Vac is located in the cleaning closet beside the main entrance.)
· The thermostat in the Living Room controls heat for the back of the building. Increase setting as needed and press “reset” when leaving.

USE OF GROUNDS·

. Use caution around headstones and grave markers in the cemetery
· Please to not allow children to play on the outside wooden stairs leading to the second floor. These stairs are intended for emergency exit only.
· Outside playground equipment is there for use by young guests.
· Please pick up and discard any litter before departing.

*FEES

Our facilities are provided at little or no expense to Quaker groups and committees affiliated with the New England Yearly Meeting of Friends. All other organizations, individuals or groups are requested to contribute towards the expenses associated with the facilities maintenance and use. Listed below are suggested contributions that we feel are appropriate:

Use of the Meeting House: Wedding, $100. With setup and cleanup, $150.

Use of the Meetinghouse and Community House: Same as above for
Meetinghouse, plus $15 per hr./$25 with kitchen to max of $100 for hall.

Use of the Community House (Fellowship Hall only): $15 per hr. to $100 max

Use of the Community House and kitchen: $25 per hr.

Use of the Living Room and small Meeting rooms: $15 per hr./$25 for evening meeting total.

Use of the entire Community House (all areas): $250 (total)

Contributions should be made by check payable to Westport Monthly Meeting of Friends and given to the Friends in Residence for deposit. Payment may also be mailed to: Westport Friends Meeting, 937 Main Road, Westport, MA 02790.

* Fee schedule approved by Monthly Meeting, 4/02

Posted by Kevin Lee at June 13, 2004 09:20 PM