YMCA of Central Ohio
Facility Use Agreement and Contract Standards
(Please read carefully and all required templates are linked at the bottom of this page)
The following standards have been put in place by the YMCA of Central Ohio regarding all contracts and agreements. This includes branch facility use agreements (and when the YMCA is renting a facility), MOU's, and anything that legally binds the YMCA of Central Ohio to another entity. branch rentals and contracts.
General Guidelines:
1. Every time we are working with an outside entity, we should prepare an agreement to outline the relationship, liability, and responsibilities of each party. Samples are attached below for rentals, but please see Elissa James should you need a unique agreement that is not outlined below.
2. Every agreement that includes payment should outline the payment itself, how it was calculated, when it is due to the organization, and how it should be paid.
3. Agreements that speak to after hours rentals should include the information at the bottom of this page in the actual agreement itself.
4. Every agreement is with the YMCA of Central Ohio and the other entity. It is helpful to add the branch or location in the top of the agreement but the actual agreement should list YCO as our legal name. For rentals, this is inserted in the beginning paragraph and in the footer of each page.
5. Before any agreement is sent to Elissa and Brad, it must first have the approval of the Executive Director of the branch or program area.
6. If you have any questions at all in how to put the agreement together, please do not hesitate to reach out to Elissa or Brad. We are here to help you.
Contract Process:
1. Obtain legal name of the other party/renter and that of their legal signer. For the YMCA of Central Ohio, our signers are Tony Collins, and Brad McCain. Please include titles below their name and YMCA of Central Ohio.
Example:
Brad McCain
Chief Financial Officer
YMCA of Central Ohio
2. Download the appropriate template below and insert all necessary information. For agreements that arrive from another entity, submit directly once they add in our signer's information. Once you have a draft, please submit to Elissa James and Brad McCain for review. This review process will happen BEFORE it goes to the other party for approval.
3. Make sure to allow time for review and negotiation for many contracts - Most agreements submitted by Friday of one week will return by the following Friday at the very latest. As a general rule of thumb, though, it is best to submit an agreement giving one month setup time in case there are questions and negotiations that must go back and forth.
4. Certificates of Insurance
- If you are asked for a certificate of insurance, please send the request along with the agreement that speaks to the request to Elissa James. It will be important to know if the other party requires just proof of insurance, a certificate holder status, or additional insured on our policy.
- For all YMCA rentals outside of family rentals, the other party will be asked to add the YMCA as an additional insured on their policy. Once you have this certificate of insurance, please send directly to Elissa James, who will review that the appropriate status is added for the agreement.
- COI's must be submitted with signed contracts prior to the rental. For partnerships and MOU's, please work with Elissa James to determine liability, insurance, and indemnity requirements.
5. Once you receive the agreement back with Brad's signature, it would then go to the other party for signature.
6. Of the other entity requires any changes to be made to the agreement, these must be submitted to Elissa and Brad before making the changes in the document. A new agreement will then need to be made and sent to Brad for signature.
7. Once the other party signs the agreement, the agreement and the COI should be returned to Elissa and Brad for filing. A copy of the agreement should also be sent to the other party in a PDF form.
Additional information for rentals - That should be considered for all rentals and added to agreements as applicable. These items are required for all after hours agreements:
Supervision:
1. Prior to any rental, the building supervisor in charge at the time of the rental should be given all information pertinent to the rental including times, locations used, which staff are working the event, and any specific program expectations. (i.e. ALL youth under the age of 18 using the swimming pool should all be swim tested.)
2. Rentals involving the swimming pool should adhere to the following supervisory standards:
a. A salaried Aquatics professional should be on site for any rentals involving high school youth after hours events, and events where the rental group is larger than 40 participants utilizing the pool. Exceptions will be made for HS swim teams who rent the pool early mornings or weekend hours we are open.
b. For all other rental groups, a building supervisor can be in charge of supervising the lifeguards and ensuring the safety of the swimming pool during the rental.
3. Supervision Ratios:
a. Rentals with 40 participants or less should have at least one building supervisor on site who is trained and currently certified in CPR/AED, O2, and First Aid.
b. Rentals with over 40 participants should have two staff devoted to the rental who are currently certified in CPR/AED, O2, and First Aid. Both staff must be over 18, and one of them should be an acting building supervisor.
c. For every 40 participants added to the rental, another staff person should also be in attendance during that time.
d. Aquatics Professionals count in this ratio during the pool time, but not if they are actively lifeguarding the pool. Lifeguards also cannot serve as the additional staff person on duty since they are not able to leave the lifeguard chair to assist with the rental.
Chaperones during rentals:
1. During any YMCA rental, the rental group must provide at least one adult over the age of 21 who is responsible for the conduct of the group.
2. Additional chaperone requirements are as followed:
a. Groups with children under the age of 12 should have one adult for every 10 youth.
b. Groups with children between 13-18 should have one adult for every 15 youth.
3. Chaperones should be easily identifiable to YMCA staff through name tags, shirts, or some other means easily noticeable to staff. Chaperones must be positioned evenly throughout the building during the rental.
Swimming Pool:
1. During all rentals, our YMCA of Central Ohio swimming pool rules are applicable.
2. All participants in a special event rental under the age of 18 must be swim tested to be in the deep end of the pool, regardless of swimming ability. If they have already taken the test, and are in Daxko, they do not have to retake the test. All deep end swimmers should wear a wristband throughout the duration of the rental.
General Rules:
1. All late night rentals must either end by 12am or participants should stay till 6 or 7am.
2. For after-proms, lock-ins, etc. with teens, they should not be permitted to come and go from the building. Once all participants have entered the building, they should only be allowed to leave and return in case of an emergency.
3. Once all participants and chaperones have entered our building at the start of the rental, they should all come together with the YMCA staff to discuss house rules, expectations, where certain activities will be held, and any safety considerations. All staff should also introduce themselves and field any questions the participants may have.
4. Any groups that come to the YMCA for the event and do not have a completed COI, contract, chaperones, or fees should be turned away at the time of the event until they meet these requirements.
Required Templates:
(Please make sure that you make a copy before trying to edit as these are the master copes of each one. Please send to Brad McCain and Elissa James after you have you drat completed and PRIOR to giving it to the other part. Brad will sign and return the agreement to you.)
Basic Facility Rental Agreement for an entity renting from the YMCA (Required any time an entity is renting from the YMCA)
Facility Rental Rental Agreement for High School Swim Teams Only
Facility Use Agreement for when the YMCA is renting a Facility (Usually used if the host doesn't have their own template)
Vendor Contract - Used for all vendors that do not already have their own agreement.