The Buildings
The Society of New Concord [SNC] owns two connected buildings at 2689 County Route 9 in East Chatham in Columbia County, NY 12060. The larger, called the Meeting House, is a former Dutch Reform Church.
The Meeting House is a carpeted space with oak pews and a small raised stage. The room measures 39’ x 29’ x 12’ high; the windows are stained glass. Lighting is via tunable/dimmable LED strip lighting in 4 pendants and 2 long wall troffers. There is forced hot air heating; and an ultra-quiet, high-volume air extraction system.
The smaller structure is called the Community Hall, and it houses a meeting room, a coat closet, a refurbished food-staging kitchen (not appropriate for full meal preparation), and a new, handicap-accessible bathroom.
The Community Hall is a 23’ x 37.5’ x 9’ high room, with hardwood floor, sash windows and LED lighting that can be adjusted from a cozy warm glow to task lighting for workshops. There are 14 “Lifetime” plastic tables 72" long, 30" wide and 29" high; they fold in the middle and have a carrying handle. There are also 60 folding chairs. There is forced hot air heating; the buildings are not air-conditioned.
The kitchen (which has a refrigerator, double wall oven, electric cooktop, dishwasher and a small microwave oven) is available for food staging and preparation only; no cooking. The kitchen is also supplied with dishes, glasses, serving pieces and serving utensils for about 60 diners.
The spaces have been used for classes, chamber concerts, communal dinners, weddings, holiday parties, memorial services, yoga lessons, knitting sessions and lectures.
The buildings are generally rented by the day, but the Board welcomes inquiries from community organizations looking for a regular meeting place for weekly or monthly gatherings.
Plan of the SNC Buildings
rental rates
There are rates for:
Established SNC member (3+ years) of SNC;
Non-member family use or allied non-profit organization;
Commercial use (member or not)
This prices are subject to change and may be negotiated for certain circumstances: for local groups and for regular usage. Contact thesocietyofnewconcord@gmail.com with your specific requirements.
RULES AND CONTRACT
The Society of New Concord does require all renters to sign an agreement and pay in full to book the facility. Our contract requires renters to comply with our House Rules.
SNC Event Rental Agreement (sample)
This agreement is made [date] between The Society of New Concord (hereinafter SNC), a not-for-profit organization chartered in the State of New York, with an address of P.O.Box 3, East Chatham, NY 12060 and [Name] of [Address] (hereinafter “Renter”).
In consideration of the payment provided for in this document, SNC hereby grants to [Name] a lease for the use of the premises (as defined below) for the duration of the lease term set forth below, as described in this document under the following terms and conditions:
Society of New Concord Premises: The available premises to rent consist of the two buildings known as The Society of New Concord, 2689 County Route 9, East Chatham, NY 12060. Community Hall facilities include a Community Room, kitchen and a bathroom; the kitchen (which has a refrigerator, double wall oven, electric cooktop, dishwasher and a small microwave oven) is available for food staging and preparation only; cooking on the premises is strictly prohibited. The kitchen is also supplied with dishes, glasses, serving pieces and serving utensils. The Meeting House facilities include a former church sanctuary with pews and a small stage. The rental does not include provision of storage space.
Rental Price: Rent is $[XXX] per day.
Rental Term: The rental term for this rental agreement is:
a.Day 1
b.Day 2
c.Day 3
d.et cetera
Each rental term starts at 8 am and ends at midnight; no overnight rentals are allowed without prior written consent from SNC. In addition, the renter will have reasonable access to the premises on the day before each date, and the day after each date to allow preparation, setup and removal of materials/equipment/decorations. The number of occupants of each session shall not exceed 99 people.Suitability: The premises are rented “as is;” SNC does not make any representation of suitability for any given kind of event.
Security Deposit: $200 security deposit will be made upon signing. Refund of security deposit is based on compliance with this rental agreement as well as cleanup requirements, as set forth in the House Rules. Deposits are generally refunded within a week from the end date of the rental term.
Cancellation of Event/Refund: Rent is due 30 days prior to the event. If the event is cancelled more than 30 days from the rental commencement date, then a refund of 100% of the rental agreement (and security deposit) will be made. Cancellation 15 to 30 days before the rental commencement date will result in a 50% refund of the rental agreement (and security deposit). Cancellations after 15 days before the rental will result in no refund of rent, only refund of security deposit.
House Rules: A list of “House Rules” (attached and incorporated herein by reference) will govern renter's use of the premises. Any violation of the House Rules are acknowledged by renter to be a material breach of the rental agreement, which shall terminate immediately.
Insurance: Renter shall furnish a certificate of insurance to SNC for comprehensive general liability insurance coverage in an amount of not less than $1 million per occurrence, $2 million aggregate, which certificate shall name “The Society of New Concord” as an additional insured. If renter sells alcohol during its use of the premises, renter must additionally obtain “liquor liability” insurance in addition to general liability as set forth above.
Cleanup and Trash Recycling/Removal: Renter will be responsible for the cleanup and restoration of the rented area to its pre-leased state at the end of the rental. Trash mush be removed and disposed of, and rooms left clean as set forth in the House Rules. If the facility is not cleaned to its pre-leased state, the cost of cleaning will be deducted from the renter’s security deposit before the remainder of the security deposit is returned to the renter.
Property Damage: Renter shall be responsible for any damage to the SNC premises arising out of the use of the premises or property, and liable for the full cost of repair of any such damage. Damage to any property of SNC will result in the forfeiture of the renter's security deposit, and renter expressly agrees that should such liquidated damages be insufficient to repair the damage done, renter shall reimburse SNC for the cost of any additional repairs and and hereby waives any set-offs excepting money received by SNC. Renter expressly agrees that nothing herein contained shall limit or prejudice the right of SNC to prove for and obtain as additional damages the amount required to repair the damage done to the SNC premises.
Illegal Activities: Renter agrees that it shall not conduct or permit to be conducted any illegal activities on the premises. Any violation of this clause is acknowledged by renter to be a material breach of the rental agreement, which shall terminate immediately.
Hold Harmless: Renter indemnifies and holds harmless SNC from any and all claims, actions, damages, and/or liability (including reasonable attorneys fees) arising out of the use of the rented premises by renter, its agents, employees, event participants and guests.
Prohibition Against Assignment: This rental agreement may not be assigned by renter without express written consent of SNC.
In Case of Emergency: Should an emergency (fire, pipe burst, etc.) occur during the rental term, renter agrees to immediately contact SNC at the Emergency Contact listed in the House Rules. Any violation of this clause is acknowledged by renter to be a material breach of the rental agreement, which shall terminate immediately.
Material Terms: Should Renter violate any of the material terms of this Agreement, the rental period shall be terminated immediately, and renter shall vacate the premises and grounds forthwith.
Miscellaneous:
a. Counterpart: This agreement may be executed in counterpart, with each counterpart to be considered an original.
b. Facsimile Signature: Facsimile signatures shall be considered originals.
In WITNESS THEREOF the parties have executed this agreement on the date set forth above.
The Society of New Concord by:
Kelly Mackerer/Richard H.S. Karpinski President/Vice-President
[Name], Renter
by:
───────────────── [Name]
SNC Building Rental House Rules
Smoking: The Society of New Concord is smoke-free; there is no smoking at any time in the buildings or on the grounds.
Animals: With the exception of registered service animals, animals are not permitted for non-SNC-sponsored events.
Personnel: SNC does not supply security services, parking agents, cleaners, servers or other personnel.
Piano: Use of the piano is only by special prior arrangement. The piano may not be opened and must not be moved.
Kitchen: In a rental that includes use of the kitchen, that use is for food staging only—not cooking. The ovens, cooktop and microwave can be used for warming of dishes prepared off-site, and potentially assembled on-site. It goes without saying that in wooden buildings there is a need to be extremely careful about fire risk from use of cooktop and ovens.
The Corian countertops are attractive but not robust: they are susceptible to scratches and stains; a large wooden cutting board and a granite counter segment are provided as alternative work surfaces. Spills should be cleaned up promptly.
Flames and Flammables: Candles and open flames of any kind (including bonfires) are completely forbidden. Fireworks, firearms, flammable liquids may not be brought onto the premises.
Alcohol: Serving alcohol on our premises needs to be done responsibly. Liability for serving alcohol at an event rests entirely with the renter. Sale of alcohol (as opposed to serving of alcohol) requires separate insurance coverage for “liquor liability” in addition to general liability coverage.
Children: Underage children are the responsibility of their parents/guardians, and must be attended to at all times. Our buildings are not especially child safe, and there are potential hazards in, for example, steps, ramps, door hinges, ovens, and electrical outlets.
Decorations: Decorations and equipment must be removed after event, and deployment of decorations must not damage the buildings in any way (e.g no nails or tape).
Belongings and Furniture: At the end of a rental, all belongings and equipment must be removed from the buildings. Premises furniture must be returned to its original location and arrangement.
Trash and Recycling Disposal: It is the renter's responsibility to remove and properly dispose of trash and recyclables.
Cleaning: At the end of rental, buildings will be left in clean and tidy condition (carpeted floor vacuumed, smooth floors swept and mopped, bathroom cleaned). For the kitchen, in particular:
Kitchen space shall be cleaned after each use: spills cleaned up, counter tops sponged and dried, appliances wiped clean.
All dishes and utensils used shall be washed, dried and returned to the cabinet space designated.
If used, dishwasher should be emptied.
In case of breakage, please note item broken.
Emergency Contacts: In event of an emergency, renter should contact one of our Building Use representatives:
• Richard Karpinski [212-977-9797]
• Karla Kavanaugh [518-428-2674]
• Barry McWilliams [518-392-0541]
• Kevin Weldon [518-755-3478]
Food: Food scraps, leftovers and opened bottles must not be left on the premises overnight—this includes the refrigerator; we don't want to instigate a vermin problem. Packaged/boxed/canned foods/unopened bottles may be removed with the general post-event cleanup.
Heating: Thermostats may be locked during a rental, and should not be tampered with by the renter. The settings may be unlocked by SNC with prior arrangement.
Covid Precautions: Because we want to keep events in our buildings as safe as possible, our policies strongly recommend that guests be fully vaccinated and boosted. We also strongly recommend use of high efficiency (N-95 or KN95 masks) face coverings. Any Covid-related outbreak or tracing is the responsibility of the renter—and not The Society of New Concord.
Noise/Nuisance: We owe courtesy to our neighbors in New Concord. It is the responsibility of the renter to ensure that noise from a rental is kept to a reasonable level. The renter should ensure the person in charge of an event monitors the volume of music inside the building, directly outside and at a distance from the building. Consider what a reasonable person would find acceptable—especially after 10 p.m.
In addition, Town of Chatham administrative code §180-34 addresses noise: “A maximum of 90 decibels at the property line shall not be exceeded.”
Safeguard Buildings: Upon leaving the premises each night, renter will insure that lights are turned off, water is not running, heating and fans are off, windows are secured and doors are locked.