Ensure that the Bain Center annual room rental agreement is renewed by December 31st of each year, and maintained throughout the year as Bain Center or Guild events may dictate.  Coordinate with all parties concerned as appropriate.

Reference: Annual room rental (File Manager View)

1. At the October BoD meeting, present the next calendar year meeting dates for consensus acceptance.
   1. If accepted, transcribe to the Presentations and Events calendar webpage.  
   2. If not accepted, revise and repeat acceptance until successful.
2. After the BoD meeting in early October, contact David Irwin, HoCo government to initiate the next calendar year’s Bain Center Room Rental.  Referring to the current year’s agreement, confirm or revise existing facts about the Guild’s use of the two large meeting rooms; such as number of anticipate occupants, hours of need including setup and restore, and the next calendar year’s accepted meeting dates.
3. David Irwin will prepare a draft agreement and return it with room rates.  Review for acceptance – room rates, dates, terms and conditions of use.
4. Notify the President of the proposed agreement.
5. Notify the Treasurer of the agreement’s total rental fee and request payment be issued per David Irwin instructions (hand delivered paper check to his office or a PNC Bank bill pay check to David’s office).
6. Once David receives the payment, he deposits it and when paid, begins processing the Rental Agreement for signature:
   1. A Docusign request is sent to the Guild President.  
   2. Upon the President’s signature David Irwin routes within HoCo Gov through remaining signers.
7. Upon completion, David Irwin will send by email the completed Rental Agreement.
8. Notify the board by email of said completion status.
9. File the digital document in the BoD Eyes Only HoCo Contracts folder:
   Annual room rental (File Manager View).