Approved November 14, 2010
This policy replaces earlier policies on the same subject. It is intended to clarify how our common spaces may be used and to establish guidelines for reserving and using those spaces.
The common spaces (Dining Room, Living Room, Kitchen, Playroom, Library, Recreation Room and Music Room) were created primarily for community use. Both planned and spontaneous impromptu gatherings bring cohousers together and enrich our social and cultural lives. However, when the spaces are not in use for community activities we wish to allow compatible use of these spaces for private events, for use by our larger community and for outside and business activities sponsored by cohousers. These events benefit our community in several ways. They increase our contacts with people who are not residents of Cambridge Cohousing, thus increasing the diversity of the people with whom we interact as a community.
Inclusive Events: Events to which all cohousers are invited. This includes community meals, meetings and celebrations. Also included are events to which all cohousers and individuals other than cohousers are invited, including events such as neighborhood association meetings, poetry readings, house concerts, movies, art exhibits, and fund-raisers that may benefit organizations or individuals.
Exclusive Events: Events to which all cohousers are not invited. Examples include family gatherings and private celebrations and parties, as well as gatherings of outside organizations that the sponsoring cohouser belongs to and meetings of other cohousing groups. Included are such things as music lessons and classes in yoga, art, and tai chi, as well as summer camps, workshops and business meetings. Such events must be sponsored by a resident who will take responsibility for returning the spaces to an acceptable condition.
Income-Producing Activities: An activity that produces income or is a part of an entity that produces income, and which may be either an Inclusive or Non-Inclusive event.
Sponsors of an Income-Producing Activity will be asked to make a financial donation to the Community Life Committee to cover supplies, energy use and wear and tear and to compensate for loss of access by residents. The expected donation ranges from $10 to $100 per day (or part of a day). Donations should be paid to the Treasurer of the Community Life Committee.
If a majority of participants are residents, no donation will be expected. Events that involve a lot of people, take more time, use more space, or generate substantial income are expected to make larger donations.
The amount of the proposed donation will be entered on the Calendar at the time the event is scheduled. The sponsor may propose that the donation be waived. Requests for waivers should be posted on the decision board or brought to a general meeting.
Community events will always take precedence. The Dining Room, Kitchen, Playroom, Library and Recreation Room may be made available for Exclusive Events when they are not in use for Inclusive Events. The Living Room is a special case because it cannot be closed off from the entrance and hallway. Cohousers should always feel welcome in the living room and it should not be reserved for more than a few hours for Exclusive events. Activities that include confidential or sensitive conversations should not be scheduled for the living room.
The lobby cannot be reserved for Exclusive use, and must be kept as free and clear as reasonable, i.e. guest books and registration should be located elsewhere. In no case should use of the lobby for greeting, etc. interfere with the normal activities of the residents. The sponsor must arrange to have non-residents greeted at the door and escorted to the event. The front door must not be left propped open and unattended.
Inclusive Events: Common spaces may be reserved for Inclusive Events by filling out a Reservation Request form (found on the bulletin board) and giving it to the Coordinator. The Coordinator will determine whether there are conflicts with other scheduled events and if not, write the event on the Master Calendar.
Reservation forms DO NOT need to be filled out for regular weekly meals, small committee and task force meetings, or spontaneous cohousing events. Such events can simply be written on the Master Calendar by one of the cohousers involved.
The Music Room can be reserved by writing the date and the event on a calendar outside the room.
Exclusive Events: Individual members may request use of one or more rooms for an Exclusive Event by filling out a Reservation Request form (found on the bulletin board) and giving it to the Coordinator. If there is need for a lead time longer than four weeks for an event this should be noted on the request form. If there is no conflict with times or policy, the Coordinator will “pencil in” such requests on the Master Calendar. If the request conflicts with an Inclusive Event, the Coordinator should notify the sponsor of the Exclusive Event promptly.
Four weeks prior to the requested date, if no conflict has arisen, the request will automatically become a reservation.
Income-Producing Activities: In addition to the above procedures, members seeking to use space for income-producing activities should include additional information on the Reservation Request explaining the proposed uses, numbers involved, etc. as well as the proposed donation. If the Coordinator believes the use is new to the community, or poses unusual issues, the request should be posted on the decision board for comment by the community.
The sponsors of an event are responsible for ensuring compliance with the rules for use of the space and for cleaning up after themselves and their guests as described in the Common House Care Guidelines checklist (found on the bulletin board) which includes specific instruction for each common room. Repair or replacement of any item damaged during the event is the responsibility of the sponsors.
If an event (other than informal dances) involves significant physical activities, such as any exercise class, the Coordinator will ask the sponsor: 1) In the case of an Income-Producing Event to show evidence of liability insurance; and 2) In all cases to provide signed Waivers of Liability from the participants. (A simple Waiver form will be made available.) These forms must be filed with the Coordinator on or before the date of the event, or on the occasion of the first of a series of classes.
Events may not start before 8 am and must end by 10 pm on Sundays and weeknights and 11 pm on Fridays and Saturdays.
When nighttime events involve a lot of people, music, or other types of noise the sponsor should inform residents ahead of time, particularly residents in Unit 210. If a noisy event will include use of the recreation room the sponsor should notify the residents of the X15 stack units.
I, ____________________________________, acknowledge that I have voluntarily applied to participate in the following activities to take place on the premises of Cambridge Cohousing Association at 175 Richdale Avenue, Cambridge MA 02140.
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I am aware that these activities may be potentially dangerous and that I may be injured, or that personal property may be lost or damaged as a result of participating in these activities. I hereby assume any and all risks of bodily injury, death, or property loss or damage arising from or related to these activities, whether these risks are known or unknown.
In consideration of being permitted to participate in these activities, I forever release Cambridge Cohousing Association, its residents, contractors and agents from any and all liability whatsoever for any and all damages, loss or injuries (including death), including any causes of action, judgments, expenses and costs arising from or related to participation in the above activities.
By signing this document I indicate that I have read this informed consent and assumption of risk form, acknowledge that I understand it, and that my signature is freely given.
Date:__________________________ _______________________________
(Signature of Participant)
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(Printed Name of Participant)
Received By:
Date:__________________ ________________________________
(Signature of Activity Leader)
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(Printed Name of Activity Leader)