OVAC Rental Agreement (Revised 7-18-21).docx
OJAI VALLEY ALANO CLUB
Our mission is to serve as a gateway to recovery, providing a clean, safe and secure
meeting place,
a cohesive social network, and a reliable information source for the 12 Step Recovery
Community in the Ojai Valley.
MEETING RENTAL AGREEMENT
This rental agreement is between the Ojai Valley Alano Club and
NAME OF MEETING: ________________________________________
DAY OF WEEK: _____________TIME: __________ AM/PM
Secretary Name: ___________________ Phone: _______________ Email: ______________________
THE TERMS OF THIS RENTAL AGREEMENT ARE AS FOLLOWS:
Rent: Rent is to be paid on the day of the meeting. The Meeting Rent is 50% of any money collected
with a minimum rent of $18.00. (If you collect $10.00 the rent is still $18.00. If you collect $28.00, the
rent is $18.00. If you Collect $40.00 the rent is $20.00, etc.) Full payment of rent is required even if the
meetings 7th tradition collection is not enough to cover the rent. A new meeting may choose not to
pay full rent for the first 3 meetings to build a prudent reserve. After the first 3 meetings, if a meeting does
not pay the full rent for 3 meetings in a row, the club has a right to terminate this agreement. The club may
also terminate this agreement due to gross failure of the meeting to abide by this agreement or other club
guidelines or codes of conduct. Meetings may terminate this agreement upon notice to the club manager
or the board president. Terminating this agreement does not relieve the meeting from paying any
outstanding rental fees accrued.
SECRETARY RESPONSIBILITIES:
The meeting secretary is responsible that the requirements of this agreement are followed
whether the secretary does the functions or they are assigned to others, i.e. Treasurer, coffee
commitment person, or clean up person(s). The secretary should be the last person to leave the building
after the meeting.
Before the Meeting: Arrive in sufficient time (generally 30 minutes) before the meetings to open the
door, turn on the lights/heaters/fans as required, unlock the rear door, etc. In Summer the Air
Conditioning will run all day and cannot be regulated. Please close door to front room when
leaving the building.
After Meeting Accounting: Insure that the date, actual amount collected, rent, and optional donation to
the club are recorded on the manila envelope (see attached) and the rent is enclosed. Drop the envelope in
the slot behind the front counter. If a manila envelope is not available for your meeting, please use a small
white envelope and put meeting pertinent information on envelope: meeting name, date, and time,
amount collected, rent due, or club donation.
After Meeting Clean Up – Front Room: Ensure the coffee machine is turned off and coffee grounds
emptied from the machine. Wash coffee pots and stray cups. Clean counters, sink, and floor as needed.
Take out garbage if necessary.
After Meeting Clean Up – Meeting Room: Ensure room is ready for next meeting: turn off hot plate,
wipe tables, counters and floors (use only cool water/no chemical cleaners on floors). Insure reading
materials are returned to the closet. Pick up cups, trash and personal items left in room. Straighten tables,
chairs and pillows. Ensure both bathrooms are empty and doors closed. Close and lock back door. As you
exit the building, close meeting room door, turn off light switches and lock front door. Pick up any litter
around front door and bench. The secretary should be the last person to leave the building.
SEE BACKSIDE FOR MORE INFORMATION AND SIGNATURE
Keys: The keys to the front door and coffee cubbies are the property of the club. Each meeting will receive
one key for each lock at no charge. If the key is lost, the secretary/meeting will be charged a replacement
fee of $10 for a front door key and $5 for a coffee key. At the end of the secretary’s commitment the key is
to be passed to the new secretary or returned to the club manager.
New Secretary: All new secretaries are required to have minimum of six months clean and sober or
have been in another 12 Step Program for six months. The outgoing secretary is required to have the new
secretary read and sign a copy of this rental agreement (copies are in club managers mail slot). Put the
signed copy in the manager’s mail slot and give the new secretary an unsigned copy of the agreement. And,
lastly, replace your name with the name of the new secretary on the meeting secretary’s board. It is
suggested that the outgoing secretary spend the first few meetings opening and closing with the new
secretary to familiarize them duties of the secretary and club guidelines.
Please check the boxes below and sign to indicate that you have read and understood the provisions of
this agreement and have received a key. Please keep a copy of this agreement for your records.
Thank you for your service!
☐ I have read this agreement and agree to its terms.
☐ I have received a key from the previous secretary.
Signature: ______________________________________________________________________________ Date: ______________________
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OVAC CODE OF CONDUCT
1) NO FIREARMS OR WEAPONS ARE ALLOWED WITHIN THE OVAC FACILITY, EXCEPT FOR LAW ENFORCEMENT
OFFICERS IN THE PERFORMANCE OF THEIR DUTIES UNDER COLOR OF AUTHORITY.
2) NO ILLEGAL DRUGS OR ALCOHOL ARE ALLOWED WITHIN THE FACILITY.
3) NO PHYSICAL ALTERCATIONS BETWEEN ATTENDEES OF THE OVAC FACILITY WILL BE TOLERATED.
4) NO SMOKING, VAPING, OR CHEWING OF TOBACCO PRODUCTS IS ALLOWED WITHIN THE FACILITY OR ON THE
SIDEWALK IN FRONT OF THE OVAC AND NEIGHBORING BUSINESSES. (AS SPECIFIED IN THE OVAC LEASE.)
NOTE: VIOLATION OF ANY PART OF THE OVAC CODE OF CONDUCT, BY ANY INDIVIDUAL OR GROUP, CAN BE GROUNDS FOR
SUSPENSION OF PRIVLEGES TO USE THE OVAC FACILITY. ANY INDIVIDUAL OR GROUP REPORTED TO BE IN VIOLATION OF THE
CODE OF CONDUCT IS ENTITLED TO A HEARING BEFORE ITS BOARD OF DIRECTORS.
IT IS ALSO REQUESTED THAT ATTENDEES OF THE OVAC OBSERVE THE FOLLOWING RULES AND COURTESIES:
1. NO PETS ARE ALLOWED IN THE OVAC FACILITY EXCEPT SERVICE ANIMALS AS DEFINED BY THE AMERICANS WITH DISABILITIES ACT. (ADA)
2. BICYCLES ARE NOT ALLOWED WITHIN THE FACILITY OR ON THE REAR PATIO.
3. PARENTS OR GUARDIANS ARE RESPONSIBLE FOR THE CONDUCT AND SAFETY OF THEIR CHILDREN AT ALL TIMES
4. ALL ATTENDEES OF THE OVAC ARE ASKED TO BE COURTEOUS AND RESPECTFUL OF OUR NEIGHBORS. PLEASE REFRAIN FROM LOUD TALK
OR OFFENSIVE LANGUAGE AND RESPECT THE ACCESS TO THEIR PROPERTY AND PARKING.
5. THE OVAC IS NOT RESPONSIBLE FOR THEFT OR DAMAGES TO PERSONAL PROPERTY OF ANY INDIVIDUAL OR GROUP USING THE FACILITY.
NOTE: IT IS THE PREFERENCE AND THE HOPE OF THE OVAC AND ITS BOARD OF DIRECTORS THAT ALL GROUPS USING THE OVAC FACILITY, IN THE
SPIRIT OF AUTONOMY, MAKE EVERY ATTEMPT TO RESOLVE PROBLEMS OCCURRING WITHIN THEIR MEETINGS AT THE GROUP LEVEL. PLEASE
REFER ANY INDIVIDUAL CONCERNS TO YOUR GROUP SECRETARY.
For further understanding of the relationship of Alano Clubs and 12 Step Groups, please refer to:
“A.A. Guidelines: Relationship Between A.A. and Clubs” and “Safety and AA: Our Common Welfare”
on front bulletin board or at http://www.aa.org.
Ojai Valley Alano Club 