Union United Methodist Church Guidelines for Use of Church Facilities or Equipment

Transcription

1 Union United Methodist Church Guidelines for Use of Church Facilities or Equipment The facilities of Union United Methodist Church (UUMC) are dedicated to the glory of God and for the use of the congregation in its ministries as defined by our mission statement. The building is available to the community for a variety of social, civic and educational events. Priority shall be given to the ongoing ministries and programs authorized by the Administrative Council. Some events will require Facility and Service fees that must be paid in advance. Facilities are defined as the Sanctuary, Fellowship Hall (includes Kitchen), Chapel, Office Meeting Room, any Classrooms, Rayhill Hall, and activities that require the use of the Showers. Equipment is defined as any church property that can be removed from the premises with approval of the Board of Trustees. Service fees are defined as Custodial, Sound System, Organist/Pianist, etc., required to support the approved events as specified herein. General Guidelines for all groups using the UUMC facilities: 1. Groups obtaining permission for use of specific rooms shall restrict their activities to those rooms and the nearest hallway and restrooms. Organizational leaders using any portion of the facilities shall not allow guests to roam freely outside of the immediate area. All children and youth organizations utilizing the church facilities shall be supervised by adults at all times. If children or youth are present, then at least one male and one female adult will be present for every ten children/youth. 2. All persons using the facilities shall adhere to our policy of no alcoholic beverages on the premises. Premises are defined as in the building or in any of the church parking lots. Smoking is permitted ONLY outside the facility and collection containers are available for disposal of residual materials. 3. Fees for use and any security deposits must be paid with application. The fee will be returned in full if the application is denied. See applicable covenant forms for fees. 4. Decorations or notices shall not be attached to the walls or ceilings in a manner that will leave any damage. They must be removed upon completion of the activity. If an item needs to be posted in the church anywhere other than on a bulletin board, it must be framed. If it is not important enough to warrant framing for permanent display then it should be posted on a bulletin board. This includes

2 notices that in the past have been taped to windows and doors. Exceptions can be made by approval of a pastor for a one time, one day or less posting. 5. It is expected that the building and grounds will be left in the same condition in which they were found, including replacement of any furnishings (tables, chairs, etc). Any damage must be immediately reported to the church representative present, the Church staff, Trustee, or notification made on the church answering service at Union United Methodist Church does not accept liability or responsibility for personal injury, disability, or property losses incurred during the use of church facilities. The signatory and/or organization agree to indemnify and hold harmless Union United Methodist Church, its Trustees and any representatives of the Church. In addition to the Building Use Application, an Indemnity Agreement will be required at the time of event scheduling and fee collection for all non UUMC groups. Guidelines for use of the Sanctuary and Chapel: The sanctuary and chapel are places of worship and shall be treated as such. Speech and personal actions shall reflect that you are in the Lord s House. Use of the sanctuary and chapel by outside groups for anything other than worship, funerals, and weddings will be permitted only after the approval of the Trustees in consultation with the designated point of contact person at the church. A separate wedding policy will be given to interested parties which outlines the fees associated with member or non-member status. See the Appendix for Covenant Fees and Services for Member and Non-Member use. Guidelines for use of the Fellowship Hall/Gym: Use of the fellowship hall will be scheduled through the Director of Outreach and Recreation. Priority will be given to regular church ministries. For the safety of all, a staff person, Trustee, or a duly appointed member by the staff or Trustees will be present for all athletic events. This will ensure proper care of the building and the recreation equipment. Use of gym equipment, set up and take down will be coordinated with the Director. Non-UUMC organizations will complete a Building Use Application and Indemnity Agreement certification when making their reservation through the Church office. See the Appendix for Covenant Fees and Services for Member and Non-Member use. Sunday afternoon events in Fellowship Hall will be completely promptly by 5:00 pm and the room vacated by 5:30 pm due to UUMC Youth activities. The stated additional custodial charge applies for events beyond this time. Guidelines for use of the Fellowship Hall kitchen: Use of the church kitchen will be restricted to functions of Union United Methodist Church and its organizations. For health and liability reasons, the kitchen will NOT be used by outside groups for dinners, fundraisers, etc. Union groups using the kitchen are

3 expected to clean the counter tops, stoves; put away all dishes/utensils; take out trash. NO use of the electrical equipment, stoves/ovens, dishwasher, pots, pans or food preparation equipment is permitted without specific instruction and (in cases of public food sales) the presence of a member of UUMC certified by the Illinois County Health Department. The UUMC Board of Trustees will review and approve any requests to remove kitchen equipment from the church property. Equipment is defined as serving trays, portable warmers, pots, pans, etc. If the item is not on the approved list by the Trustees, it s not cleared to leave the property. The request to use church property is found in the appendix. Guidelines for use of meeting rooms and class rooms, for meetings, bridal showers, gatherings, etc: Church and non-church groups must reserve space in advance through the church secretary using the appropriate covenant form. For baby/bridal showers, birthday parties and similar events, the facility is available at no building charge if the person(s) being honored or the event host is a confirmed member of the church. If the person(s) being honored are non-members or the event host is not a confirmed member of the church, follow the fees for rooms used as stated in the covenant for non-members. Saturday events must be completed promptly by 2:30 pm and the room vacated by 3:00 pm. Events lasting beyond that time will incur an additional fee of $15.00 per hour custodial charge. Sunday events in Education Building rooms, New Office Meeting Room, Rayhill Hall will be completed promptly by 8:00 pm to permit facility lock up by 8:30 pm. Sunday afternoon or evening events will incur a deposit of $50.00 for opening/closing the building. Guidelines for Weddings: The UUMC Secretary provides any interested UUMC member or Non-member with the procedures, policies, fees for scheduling the use of the Sanctuary or Chapel for weddings, to include reserving the adjacent meeting room next to the Chapel. If the wedding is to include a reception immediately following the ceremony in Fellowship Hall, then the reservation for that facility is made through the Director of Outreach and Recreation before final approval is granted. Weddings scheduled for Saturday afternoons, with or without a reception at the church, will have specified completion times to allow for custodial services. Events lasting beyond that time will incur an additional fee of $15 per hour custodial charge.

4 Appendix A. Kitchen Use Policy B. Wedding Facility and Service Fees (Part A Member/Part B Non-Member) C. Request to Use Church Property D. Building Use Application E. Indemnity Agreement F. Covenant Fees and Services Member G. Covenant Fees and Services Non-Member

5 Appendix A UNION UNITED METHODIST CHURCH Kitchen Policy The kitchen and its contents are not the property of any one person or group. The Kitchen Committee reports to the Board of Trustees, who has ultimate authority over the church property, as determined by the Administrative Council. 1.) All equipment and supplies are for use by all church sponsored groups and activities. Please familiarize your group with the operation of the kitchen a few days before your event. 2.) When planning to make use of the kitchen please check beforehand what supplies are already present for usage, and bring the supplies your group will need, thereby avoiding the purchase of duplicate items. Groups are encouraged to replenish those supplies (spices, napkins, foil, plastic wrap, carryout containers, etc). 3.) If spices are needed, please purchase the one pound containers from Sam s or somewhere similar. These larger containers are cost efficient and make the organization of the shelves and storage much easier. 4.) If you empty an item, please replenish as soon as possible for other groups, and notify the kitchen coordinator within 24 hours. 5.) Any item stored in the refrigerator or freezer must be labeled with the contents and date. These items will be considered available for use by any church group after the function date has passed. 6.) Please attempt to combine similar items into one container after an event.(for example in cleaning the refrigerator the other day there were 5 containers of mustard.) 7.) If you need to use an appliance and are not sure of the proper operation, or need a suggestion of the best way to prepare an food item, please check with the kitchen coordinator or a member of the kitchen committee beforehand. 8.) Coffee and tea should be made using the supplied equipment and coffee/tea the equipment is furnished under an agreement with Ronnoco that we use their supplies, it has been suggested a donation of approximately 20 cents per person served to the coffee fund to cover the cost of the coffee/tea and creamers/sweeteners. 9.) If groups own specialized equipment and have restricted use of them, they are not to be stored in the kitchen areas. All equipment/items/groceries left in the kitchen are available for use. 10.) Any individual requesting the use of kitchen equipment for events off church property will complete the form provided in the UUMC Guidelines for Church Facilities and Equipment Note: The kitchen and its contents are not the property of any one group or person and are here to be used by all. Below is a list of persons with Illinois Food Service Certifications (when help is needed contact them in advance): Bruce Simms, Chef Tom Wade, Chef Gaines Smith, David Donley, Joyce Dintelmann, Edna Schwagle

6 Part A: UUMC Member: Appendix B Union United Methodist Church WEDDING FEES Listing Facility Use Fees: Sanctuary {*450 people max} $ 0 Fellowship Hall Reception $ 0 Facility Services Fees: Custodial Fee $90.00 Candle Holders Installed/Removed Rental $25.00 Candles $40.00 Organist $ Sound System $50.00 TOTAL $ OR -- Facility Fees: Chapel $ 0 FHall or Meeting Room off the Chapel $ 0 Custodial Fee $90.00 Pianist $ TOTAL $190.00

7 Union United Methodist Church WEDDING FEES Listing Part B: Both are Non-UUMC Members Facility Use Fees: Sanctuary {seats 450} $ Fellowship Hall Reception $ Facility Service Fees: Pastor $ Custodial Fee $ Sound System $ Organist $ TOTAL $ OR -- Facility Use Fees: Chapel {seats 100} $ Reception Room Next to Chapel $ Facility Service Fees: Pastor $ Custodial Fee $ Pianist $ TOTAL $590.00

8 To: UUMC Board of Trustees Subject: From: Appendix C Request to Use Church Property 1. The above individual or organization requests the use of UUMC equipment for the purpose of: 2. Inclusive Dates Requested: 3. Location of Event: 4. Primary Point of Contact/Person responsible for equipment while away from UUMC property: 5. Telephone Number: 6. Itemized Listing equipment requested: (Indicate condition) a. b. c. d. (list more if needed) 7. The below certify that an accurate accounting and inspection of condition has been made on all items to be removed from UUMC property. Borrower accepts the liability to replace any broken or missing items at fair market value when inspected upon its return. Name/Signature on Pick Up Date: Name: Signature: Name/Signature of UUMC Trustee: Name: Signature: 8. At the date/time indicated below, the below individuals certify that the returned items are fully accounted for and inspected, and are ready for church use. Date: Name/Signature on Return Date: Name: Signature: Name/Signature of UUMC Trustee: Name: Signature:

9 Appendix D BUILDING USE APPLICATION Union United Methodist Church 721 East Main, Belleville, IL (618) Name of Applicant: 2. Address and Phone Number: 3. Are you a member of UUMC? Regular attender of UUMC (6 Mos)? 4. If neither applies, what is your home church? 5. What is your intended use of the facility? 6. What is the date of your function/event? 7. What is the starting and closing time of your function/event? 8. How large of a group are you expecting? 9. What room(s) are you requesting use of? 10. Will you be having a food reception in the Fellowship Hall or Meeting Room? 11. Do you have a member of UUMC responsible for opening & closing the church, as well as overseeing the clean-up/care of the facilities being used? If yes, who? Name, Address & phone: 12. Have you read our Guidelines for Use of Church Facilities or Equipment, and agree to abide by the regulations contained therein? 13. Signature of Applicant: 14. Date of Application: 15. Is a signed Indemnity Agreement attached? For Official Church Use Only Date Received: Check Number: Amt: $ Check Designation: Date Approved by Trustees or Church Staff:

10 Appendix E INDEMNITY AGREEMENT Agreement made this date between Union United Methodist Church (hereinafter referred to as UUMC ) and (hereinafter referred to as Indemnitor ) whereby Indemnitor shall indemnify and save harmless UUMC against any and all claims, demand, causes of action, suits, or judgements, including attorneys fees, costs, and expenses incurred in connection with such matters, for death or injuries to persons or for loss of or damage to property, however caused, arising out of or in connection with the use and occupancy of the UUMC premises by Indemnitor, Indemnitor s agents, employees, or invitees, as described more particularly below. In the event of such claims made or suits filed, UUMC shall give Indemnitor prompt written notice thereof, and Indemnitor shall resist or defend the action or processing with counsel satisfactory to UUMC. Intended Use of UUMC premises: Date and hours of intended use: Rooms to be used: Anticipated number of persons: Dated: UNION UNITED METHODIST CHURCH Indemnitor By: By:

11 Appendix F (All Use except Weddings) Covenant Fees and Services for Member between Union United Methodist Church and, and. Date/time and type of event: Applicable Fees: Sanctuary or Chapel No charge (1-3 hours) Sanctuary Custodial Services Fellowship Hall No charge (1-3 hours) Fellowship Hall Custodial Services Sound System (Sanctuary) Nursery Workers (first 2 hours) (With an extra $10.00 an hour after the first 2 hours) a. FULL AMOUNT IS DUE AT TIME OF DATE CONFIRMATION. b. NO DEPOSITS ARE REQUIRED FROM CHURCH MEMBERS. CANCELLATIONS SHOULD BE AS SOON AS THEY ARE KNOWN BUT NOT LATER THAN ONE WEEK PRIOR TO ALLOW FOR A RESCHEDULE BY OTHER MEMBERS. b. FEES FOR NURSERY WORKERS AND/OR SOUND TECHS ARE IN ADDITION TO CUSTODIAL FEES AND MUST BE PAID IN FULL 15 DAYS BEFORE THE EVENT. FEES WILL BE REFUNDED UP TO 3 DAYS PRIOR. Alcoholic beverages are not permitted anywhere on church property. Premises are defined as in the building or in any church parking lots. Smoking is allowed only outside the church building. No scotch tape or thumb tacks are allowed in the sanctuary or chapel. I/We have read the church polices on building usage and agree to abide by their guidelines. I/We are aware that compliance of these guidelines, especially regarding alcohol on the premises, are my/our responsibility. Name Address Phone Receipt for fees: *** Check # Amount Date Church Representative:

12 Appendix G (All Use except Weddings) Covenant Fees and Services for Non-Member between Union United Methodist Church and, and. Date/time and type of event: Applicable Fees: Sanctuary Rental for 1-3 hours use Custodial Services Rayhill Hall for 1-3 hours use SS/Meeting Room per hour Chapel Rental for 1-3 hours use Fellowship Hall Rental for 1-3 hours use Custodial Services Sound System (Sanctuary) Nursery Workers (first 2 hours) (With an extra $10.00 an hour after the first 2 hours) a. FULL AMOUNT IS DUE AT TIME OF DATE CONFIRMATION. b. $100 OF THE BUILDING RENTAL FEE IS A NON-REFUNDABLE DEPOSIT. c. FEES FOR NURSERY WORKERS AND/OR SOUND TECHS ARE IN ADDITION TO NORMAL FEES AND MUST BE PAID IN FULL 15 DAYS BEFORE THE EVENT. d. ALL FEES COLLECTED, EXCEPT FOR THE DEPOSIT, WILL BE REFUNDED IF THE EVENT IS CANCELLED AT LEAST SEVEN DAYS IN ADVANCE. Alcoholic beverages are not permitted anywhere on church property. Premises are defined as in the building or in any church parking lots. Smoking is allowed only outside the church building. No scotch tape or thumb tacks are allowed in the sanctuary or chapel. I/We have read the church polices on building usage and agree to abide by their guidelines. I/We are aware that compliance of these guidelines, especially regarding alcohol on the premises, are my/our responsibility. Name Address Phone Receipt for building/fees: *** Check # Amount Date Church Representative: