Board Room Usage Form

The Pennyrile Area Development District board room is available for public purpose meetings or functions, at the Board’s discretion. The board room is NOT available for private or social functions, without expressed permission.   Contact Melissa Thompson or Sherry Chambers at (270) 886-9484 for availability.

The following conditions apply to the usage of the Board Room:

  • If the meeting is cancelled, please notify the PeADD Office a minimum of 48 hours prior to the date of the event.  
  • Make arrangements to pick up Board Room door key if meeting starts or ends before or after regular business hours (8:00 am – 4:30 pm).
  • Chairs and smaller tables may be moved as needed to accommodate a meeting.  The three (3) large tables or the head table located at the front of the room may NOT be moved.  Upon the conclusion of the meeting, please move all furniture back to the original location. 
  • Do NOT attach anything to the walls, doors, ceiling, or any other part of the room without permission.  
  • During the meeting or event, please ensure that there are no sharp objects placed on the three (3) main Board tables or head tables and coasters are used for beverages.  Just a reminder that coasters are to remain in the room at all times (there are 46 coasters).  
  • After the meeting, please ensure that any extra meeting materials, trash and waste are removed from the room and deposited in the dumpster in the parking lot behind the building.
  • Ensure that the three (3) main Board Room tables are cleaned with pledge and round laminate top tables and counter tops are cleaned with disinfectant wipes; carpet is clean, kitchen floor is clean, and other parts of the room are clean and the room is in the same conditions as found.  A clean-up kit is located in the kitchen on top of the refrigerator for this purpose. 
  • Ensure that all equipment is turned off, placed back in chargers, or otherwise secured.  
  • If the room temperature controls have been adjusted, ensure that they are returned to a conservative temperature to save energy.  (For example:  75 degrees during spring/summer months and 70 degrees during winter months.) 
  • If after business hours, turn off lights in the board room, restrooms and kitchen.  Ensure that all kitchen appliances are off and outside entry doors are locked.  
  • The Board Room door key must be returned to the room coordinator or receptionist by 9:00 a.m. the next business day.  
  • For assistance during regular business hours (8:00 am – 4:30 pm), please dial 1110 to reach the receptionist.  A telephone is located in the board room kitchen for your convenience.  
  • For emergency assistance after regular business hours or on the weekends, please contact Alisha Sutton, Chief Financial Officer, via cell phone at 270-498-5634.
  • Please inform your guests to enter the building through the board room when possible.

**Please Note:  If entering the building between 12 Noon - 1 PM, meeting guests must use the Board Room entrance.  
PeADD Office doors will be locked with no re-entry during this time.

If the board room carpet, furniture, or equipment is found to need cleaning or repair after a meeting, a fee will be assessed.  In addition, the organization may be denied further use of the room.

A copy of this form and the post meeting checklist will be emailed after submission.