SYDENSTRICKER UNITED METHODIST CHURCH FACILITIES USE POLICY

Transcription

1 Preface SYDENSTRICKER UNITED METHODIST CHURCH FACILITIES USE POLICY Sydenstricker United Methodist Church (SUMC) is a community of faith in God, empowered by the Holy Spirit for active fulfillment of Christ s command to love our neighbors as ourselves and to love one another as He loves us. SUMC is fortunate to have for its use a wide range of facilities, wide in function and historical significance. Use of these facilities by members of the congregation strengthens our Christian life through wholesome social fellowship. We are pleased to offer our facilities to community groups; this is an outreach ministry. All use of SUMC s facilities are guided by the church s mission as defined by Social Principles in the current edition of The Book of Discipline of the United Methodist Church. It is expected that all users recognize it is a privilege to use the church facilities and will conduct their activities in a manner that is respectful of the property. GENERAL USE/ACTIVITY AREAS The policies described herein are applicable for using the following church facilities or property: 1. Worship areas Sanctuary and Chapel 2. Administrative areas Narthex, Church Office, Youth Director s Office, and Pastor s Studies 3. Educational Areas classrooms, nurseries, Great Room, Agape House Youth Center, Library, Music Room, Fellowship Hall, and Hottle Hall 4. Social Areas Great Room, Agape House Youth Center, Fellowship Hall, and Hottle Hall 5. Grounds exterior areas of the church property, except the cemetery 6. Equipment kitchen equipment in the Fellowship Hall, Agape House Youth Center, and Hottle Hall, office equipment, furniture, cleaning equipment, audiovisual equipment. DEFINITION OF USERS 1. Sydenstricker Church programs worship services, Sunday School, children and youth activities, church committee meetings and programs approved by the Church Council 2. Member of the congregation a person on the official membership roll of SUMC for at least six months. 3. Member of any congregation endorsed by the church council and using SUMC facilities for regular scheduled services 4. Nonmember any person not an official member as defined in #2 and #3 above. 5. Community groups not-for-profit community oriented groups. Proof of nonprofit status and insurance must be submitted with the FACILITY USE APPLICATION and will be retained for future. 6. Mission groups such as Scouting and Alcoholic Anonymous as approved by the Pastor and Church Council. FACILITY USE REQUEST All requests to use any church facility must be submitted to the Business Manager by completing a FACILITY USE APPLICATION. The Church Office shall maintain a file of approved facility use requests and a calendar reflecting scheduled use of all facilities. The calendar shall include date, user, and facility.

2 1. Church sponsored programs have first priority for facility. The Business Manager shall resolve any scheduling conflicts. The Church has the right to cancel, relocate, or reschedule any event due to church activities. 2. The FACILITY USE APPLICATION for a non-church related activity will not be accepted more than 4 months in advance of the activity unless it is a recurring scheduled weekly/monthly meeting. Prospective users should allow 45 days for processing their request. The Business Manager will resolve any scheduling conflicts and will make any adjustments necessary for use of the facility. 3. Requests for one-time use for a church or non-church sponsored activity shall be submitted to the Business Manager for review and scheduling. 4. Requests for continuing use for a church or non-church sponsored activity shall be submitted to the Business Manager for review and scheduling. A usage fee must accompany the request. Request of continuing use by all groups must be renewed annually. 5. Except as an extension of the Church s ministry, commercial or profit-making activities are prohibited. 6. SUMC is not responsible for injuries or illness caused by food or drink served at rental events. CANCELLATION POLICY All cancellations must be in writing, addressed to the Business Manager. Telephone cancellations will not be accepted. In the event of cancellation, the rental fee will be refunded, less a 20% administration fee. Changes in reserved dates will be accommodated if possible. CONTROL AND MONITORING OF USERS The Trustees, in their role as custodians of the church property, shall monitor the use of the facilities. All users are required to exercise care, respect, and judgment to avoid damage or abuse of the property. It is the policy of the Trustees to perform nightly security checks and to monitor user s compliance with this policy. The Facility Use Coordinator will be responsible for assuring that the group adheres to the policy and is designated by the Trustee s as their appointed representative when groups are using the facility. When a user creates an unforeseen need for custodial services or damages any facility, the user shall reimburse SUMC for all costs incurred, as determined by the Trustees. Chronic abuses of the property or repeated violations of this policy may result in withdrawal of use privileges. USER RESPONSIBILITIES General This is our church home. Users must leave the premises in a clean and orderly state, equal to or better than when their activity started. Scout groups are encouraged to remember the Scout Law while on SUMC grounds. 1. All activities will be restricted to the assigned area, no exceptions without prior approval, and must be supervised, including interior and exterior stairs and hallways before, during, and after the activity. Adults shall supervise all children s or youth programs in accordance with the Safe Sanctuary Policy. 2. Running, noisy, or dangerous behavior will not be tolerated. Permission to use the facility is not permission to disturb others. 3. Furniture shall be restored to its original arrangement when the activity is completed 4. Only bulletin boards or tack strips shall be used for displaying approved notices, bulletins, announcements, art objects, etc. See Administrative Area paragraph. 5. Materials required by any user in conducting their activity shall be stored only in areas designated by the Trustees and removed from the property at the conclusion of the activity. No materials belonging to any other group will be used or removed. 6. No alcoholic beverages or illegal drugs are to be brought onto any church property 7. Smoking is not permitted in any church building or near entrances Unless otherwise approved, users shall vacate the building not later than 10 p.m. The Facility Use Checklist is to be completed and signed and given to the Wedding or Facility Coordinator.

3 Worship Area The pulpit and furniture shall not be moved without prior approval of the Pastor, Wedding or Facility Coordinator. An arrangement consistent with upcoming worship services will be satisfactory. Except for communion elements or other special services, no food or drink is permitted in the Sanctuary or Chapel. Administrative Areas Pastors Studies is at the discretion of the Pastor. The offices of the staff are reserved for their exclusive use. Narthex - The Narthex shall not be used for storage, accumulation, or collection except as approved by Business Manager. Lost and found items (including clothing, cookware, etc.) will be placed in the container in the hallway of Hottle Hall. Hottle Hall - Hottle Hall may be used for short-term (up to 10 days) for collection of items. Containers will be placed in the hallway leading to Hottle Hall for collection of items for church sponsored agencies. Any continuous use of Hottle Hall for such purposes shall be submitted to the Trustees for approval. The Business Manager must approve all items posted on any bulletin board. All items posted on the bulletin boards shall be no larger than 11x17 inches and shall be dated. The Business Manager will remove all outdated material. Educational Area Users shall return furniture to its original configuration at the end of their use. No object of any kind shall be attached to any wall or ceiling, by any means, without the expressed consent of the Trustees. Bulletin boards or tack strips are provided for displays; no other surface shall be used. All administrative supplies will be furnished by the user. Usage of other equipment only if requested and approved on Facility Application. Only dry erase markers will be used on boards. A fee will be charged for damage to boards by improper markers being used. Social Area Food and drink are permitted only in the Agape House Youth Center, Fellowship Hall, Hottle Hall, and Grounds. Light refreshments may be served in the Great Room, in connection with a scheduled church activity, TOT preschool activity, Boy Scout Court of Honor ceremony, and in Sunday school rooms during the Sunday school hour. Hottle Hall is intended to serve groups of 50 or more. Smaller groups are encouraged to request Fellowship Hall, which may be assigned by the Business Manager. Kitchen Use of all kitchens shall be controlled by the Wedding or Facility Coordinator. This equipment is not similar to that found in home kitchens. Therefore, for safety reasons, kitchens may be used only after receiving training and approval of the Kitchen Committee. Workspace and Floors in kitchens shall be left clean. The user shall dispose of leftover food; it shall not be stored in refrigerators or freezers except by prior approval of the Kitchen Committee. 1. Use by church groups Major appliances may be used only by those who have been briefed on their operation by the Kitchen Committee. 2. Use by non-church groups The responsible person shall receive a briefing by the Facility Coordinator on the proper use of equipment in the Hottle Hall Kitchen. 3. Leftover food shall be removed from the premises. When approved by the Kitchen Committee, any item being stored in the refrigerator, freezer, or pantry shall be dated and labeled by the user. 4. Any item for a reception may be brought in the day before the function only. 5. Food preparation using kitchen equipment cannot begin prior to 24 hours before the function. 6. For SUMC members, all linens and towels will be laundered and returned within four days by church members. Non-members are responsible to provide and remove their own linens and kitchen towels. 7. All trash will be removed from the property or disposed of in dumpster located next to the Agape House.

4 Agape House Youth Center All users, including overnight stays, must have adult supervision at all times in accordance with the Safe Sanctuary Policy. No food or drink will be left in the refrigerator or cabinets, unless it belongs to the youth Sunday school (grades 7-12) or Youth Program. Parking on the grass is not permitted. Activities and conduct of users shall not result in any damage or abuse of the property. Grounds Must be approved on Facility Use application on a case by case basis. No advertisements or signs will be posted on church grounds without approval from the Trustees. Upon completion of an activity, users will pick up all trash and litter from their use areas and carry it away or dispose of it in the dumpster. Activities shall be monitored to prevent damage or destruction of any plant or memorial. Church Owned Equipment Pianos and organs may be used by Organist and Choir Directors for church activities. Other use is by one time permit with prior review and recommendation by the Director of Music. Audio/visual equipment must be requested and approved by the IT Department. Office Equipment Office equipment, including copiers, printers, fax machines, and computers are for the sole use of conducting SUMC business. All requests for church-related copies must be submitted to the Business Manager on a Copy Request form at least 48 hours prior to the date needed. Phones are for emergency local calls ONLY. It is the Trustees policy that church owed equipment will not be used off the church property except in the case of Church staff. EXCEPTIONS Any exception to this policy must receive specific approval by the TRUSTEES or the Business Manager as appropriate.

5 SYDENSTRICKER UNITED METHODIST CHURCH 8508 Hooes Road, Springfield, VA (703) FACILITY USE CHECKLIST Today s Date: Area: Chairs BRUSHED off & tables WIPED CLEAN HH tables & chairs arranged as found or STORED PER DIAGRAM ON DOOR Away From Electrical Panels All spills, dirt, and marks CLEANED from the floor, carpet, and walls All windows CLOSED & LOCKED All lights OFF All doors CLOSED All doors LOCKED that you unlocked All trash PLACED in dumpster Rest Rooms: CLEAN no trash on floor, in sinks, or on the counter tops Heater OFF Toilets FLUSHED Faucets turned OFF Lights OFF Doors CLOSED Kitchen: Pots & pans, dishes, glasses & utensils WASHED & PUT AWAY Range burners, ovens, microwave OFF & CLEANED Refrigerators CLOSED Excess food REMOVED Trash REMOVED from premises & PLACED IN DUMPSTER Floors CLEAN Counter tops & appliance surfaces CLEANED Dish rags and towels to taken to be cleaned # Must be returned within 5 days (Members Only) GROUP NAME I HAVE CHECKED ALL APPLICABLE ITEMS ABOVE: Signature of Wedding or Facility Coordinator Date Time COMMENTS/ ISSUES FOUND OR PROBLEMS:

6 Facility Use Application Sydenstricker United Methodist Church 8508 Hooes Road, Springfield, VA (703) Today s Date: Applicant: Full Name Address: Street City State Zip address: Phone Numbers: Home Cell Work Organization/Group: Name of Group Leader: (if not applicant) Phone: Home/Office/Cell Member Non-Member Purpose: Number of Participants: Adults (including chaperones) Youths (13-20 years old) Children (12 years and younger) TOTAL Facilities Requested: Hottle Hall: Hottle Hall Library Nursery Classroom: Kitchen: Cooking Non-Cooking Sanctuary Building: Sanctuary Narthex Great Room Classroom: Chapel Building: Sanctuary Fellowship Hall Classroom: Kitchen: Cooking Non-Cooking Agape House: House Kitchen: Cooking Non-Cooking Grounds: Grove Parking Lot Playground Outside Chapel Equipment: Kitchen A/V Setup (additional Fee): Yes No Type of Request: One Time Request Multiple/Recurring Frequency of Use Date/Time Requested: Start Date End time Day (s) of Week The applicant has received a copy of the Sydenstricker United Methodist Church Facility Use Policy, Facility Checklist, and Fee Schedule and has completed the Safe Sanctuary Policy. Applicable fees are required ten (10) days prior to the event. Signature of Applicant Date Signature of Chair of Trustees Date This application has been approved by Sydenstricker United Methodist Church Trustee s

7 Fee Schedule for Facilities/Custodial Services All fees must be paid ten (10) days prior to use. Checks for facility use made out to Sydenstricker United Methodist Church Campus Building SUMC Member (No custodial fee for Members) Non SUMC Member (All include custodial fees & the Facility Use Coordinator) Sanctuary/Narthex* (Non-wedding up to 2 hrs.)* $100 $300 Chapel* (Non-wedding up to 2 hrs.)* $100 $300 Hottle Hall* (Up to 4 hrs.)* $400 $800 (Kitchen usage included) Fellowship Hall (Non-wedding up to 2 hrs.)* $200 $300 (Kitchen usage included) Agape House (Up to 4 Hrs.) $200 $300 Classrooms/Great room NC $25 per room Use of Sydenstricker s Audio/Visual equipment NC $50 *Each additional hour $100 Setup and take down of chairs: 150 or less $100 More than 150 $200 Nursery needs must be coordinated with the Director of Children & Family Ministries cost: $50 + cost of nursery workers Weddings A $200 non-refundable deposit Sanctuary/Narthex + 2 dressing rooms $500 $1000 Chapel + 2 dressing rooms $350 $800 Musician are directly paid by the Bride or Groom It is the responsibility of the Bride or Groom to pay the Customary Minister Honorarium