Facility Use Guidelines Shady Grove United Methodist Church October 2018
Shady Grove United Methodist Church Facility Use Guidelines - Revised I. PURPOSE Shady Grove United Methodist Church (SGUMC) has been richly blessed with a wonderful facility. The hopes and prayers of our church family are that God will allow us to utilize this facility to live into our mission statement: to reach out and serve all people as we grow in relationship with Jesus Christ and each other. We are happy that God has blessed us with this facility to share. Thank you for treating it with respect. Any requests not represented in these guidelines must be presented to the Trustees for consideration. Scheduling conflicts regarding the use of the building or grounds will be governed according to the following hierarchy: 1. Church Ministries: Ministries of SGUMC 2. Church Members 3. Non-Profit Organizations: Hanover County groups recognized as 501(c) (3) by the IRS or similar organizations, including United Methodist connectional ministries. While the above hierarchy lists the general priority for resolving conflicts regarding requests for building use, it does not guarantee approval. All requests shall be considered on a case by case basis. The following considerations will also inform the decision for building use: 1. Does the activity fit with who we are, what we believe, and the spirit of our mission statement? 2. Is the space available? 3. How does the use impact our church programs/activities? 4. What are the safety and legal issues? 5. Does the group understand and respect the primary purpose of the space requested? II. GENERAL GUIDELINES 1. The conduct of all persons attending an event is expected to be respectful of the property and other groups in adjoining spaces. 2. Activities and programs are limited to the space that is assigned. 3. The use of alcoholic beverages or illegal substances is not permitted in the buildings or on church property. 4. Smoking is not permitted in the buildings and only in designated areas on church property. 5. Serving and/or consuming food is limited to pre-approved designated areas. Check with the Business Manager. 6. The use of candles and other open-flame devices may be used with prior approval of the Lead Pastor. Battery-operated candles are allowed. 7. Groups are expected to leave the building in the same condition in which it was found. 1 rev. Oct. 31, 2018
8. Furniture and equipment is not to be moved without approval and must be replaced upon completion of the event. 9. Decorations in the facility or on SGUMC property are limited and governed as indicated in Section VII Decorations. 10. A certificate of Liability Insurance Coverage in the amount of $1,000,000 is to be in force during the time of requested use (including set up and clean up) and must be presented at the time of the reservation request. 11. Events that require using our Sanctuary sound system are required to have one of our A/V technicians present. (Please see Fee Schedule, Addendum A). The church does not provide any other A/V or sound equipment. 12. When children are in attendance, they must be under the control of their parents or an adult at all times and are not permitted to roam freely on church property. 13. All children s and student activities must be supervised at all times by a minimum of two (2) adults. See SGUMC Child Protection Policy for greater detail. 14. Weapons are not permitted on church property. Sworn federal, state and local law enforcement agency officials are exempt from this guideline. 15. Furniture and equipment (i.e. tables, chairs, overhead/lcd projectors, microphones, etc.) owned by the church are to be used exclusively for ministry functions of SGUMC. 16. Activities inconsistent with our Mission Statement or UMC Book of Discipline are not allowed. 17. Storage of materials requires prior authorization by the Business Manager. 18. Advertising materials may not be displayed or distributed without authorization of the Communication Coordinator. 19. Loitering or soliciting donations is prohibited. 20. Selling merchandise or charging admission to an event must be approved in advance and must be consistent with the laws that establish the church as a non-profit organization. 21. There will be no construction inside the facilities without written authorization by the Board of Trustees. Any non-emergency repairs or improvements to any part of the SGUMC facilities must be coordinated with the Building and Ground Committee or Trustees. 22. Thermostats should not be adjusted without permission. Note: Willful violation of any of these guidelines could lead to the loss of eligibility for future facility use. III. APPLICATION PROCESS Groups requesting use of the building are required to fill out an application to schedule an event and submit it to the Business Manager for approval. Church ministry groups are required to complete an Events Scheduling Form found in the church office or online at shadygroveumc.org/forms. All requests must be approved by our Business Manager. Please allow a minimum of two weeks for your request to be processed. Note: All outside groups will be required to provide a certificate of liability insurance at the time of application. The Business Manager will notify the applicant upon approval or denial of the request. Keys will be issued one business day before the event and must be returned the first business day following the event. 2 rev. Oct. 31, 2018
Individuals and organizations should make facility use requests at least 30 business days prior to the event date. Wedding requests must be made at least 60 days in advance, but not more than 360 days prior to the wedding date. The Events Scheduling Form can be found on the church website (shadygroveumc.org/forms) and can be obtained from the Church Office. Requests that extend beyond the approval of the Business Manager are as follows: 1. The Lead Pastor must approve all worship-related activities occurring in the Sanctuary. 2. The Lead Pastor must approve all weddings prior to entering dates on the church calendar. IV. DISCLAIMERS 1. Regularly occurring and other SGUMC events, activities, and programs will take precedence in scheduling use of the facilities. All other requests are considered on a first come, first served basis. 2. The applicant may cancel at least five (5) business days prior to the event during regular business hours (Monday-Friday from 8:30 am 5:00pm) to receive a refund. 3. The church may need to pre-empt an event in cases such as emergencies, safety, or funerals. In such cases, a full refund will be issued. Please be advised that the church is not responsible for tickets sold or sales done for an event. Notice of the preemption will be provided as soon as possible. 4. All requests must be listed on the original application form. If your request changes unexpectedly, please contact the Business Manager. SGUMC cannot guarantee that the additional request will be approved. 5. The applicant must attend the event and is responsible for observing rules applicable to the use of the building, grounds, and equipment. 6. Exterior doors must remain unobstructed. V. FEE SCHEDULE (See Addendum A) Fees are required for events not sponsored by Shady Grove United Methodist Church to help defray costs for routine facility maintenance, utilities, and other costs. All fees are due when the event has been approved and scheduled by the Business Manager. An additional security deposit of 50% will be required and due upon approval of the building use request. This deposit will be returned to the applicant after the area has been inspected. All church sponsored events are exempt from the fee(s) schedule. VI. EQUIPMENT 1. General use of our facilities does not include mechanical, office equipment, kitchen equipment, or kitchen supplies such as paper plates, cups, napkins, and plastic utensils. Specific permission must be granted for the use of the above items. 2. No one is allowed to enter the sound booth except our trained SGUMC A/V Team. 3 rev. Oct. 31, 2018
3. Church equipment may not be removed from rooms without approval. 4. Musical instruments (organ, piano, drums, bells, etc) may only be used with the permission of the Minister of Music. VII. DECORATIONS 1. All decorations must be put up and removed without marking any part of the fixtures or walls. Nails, thumbtacks, staples, or tape may not be used on ceilings, walls, doors, or carpets. Painters tape and gaffer s tape are good alternatives. 2. Items may not be hung from the ceilings unless approved by the Business Manager. If approval is received, only ceiling clips and nylon type string (fishing line) may be used. 3. Decorations deemed inappropriate for any reason may be removed by the Business Manager or any member of the Church Staff. 4. All decorations must be removed immediately following the event, including fasteners. VIII. FOOD AND DRINK 1. Food and drink are discouraged from being used in the Sanctuary as we seek to protect fabrics and carpet. We recognize that snacks for young children are sometimes necessary for nurture and security. Therefore, closed drink containers are recommended. 2. Food and/or drinks in any other space must be served under the direct supervision of the person responsible for the event. 3. Opened food or drink should not be left in any area of the facility. IX. RESTRICTIONS FOR SAFETY AND SECURITY SGUMC works hard to maintain a safe and secure environment within the facilities and on the church property. Maintaining the physical security of our facility and safety of our members, guests, and staff is the responsibility of all people who use the building. Please be vigilant to do your part in keeping the building secure. 1. Fire extinguishers are located throughout the building. 2. The maximum occupancy fire code specifications of the facility are posted and should not be exceeded at any time. 3. Any use of open flame or heating devices must be pre-approved by the Business Manager in consultation of the Lead Pastor. 4. If anyone not part of your group is in your space at any time, redirect that person to the appropriate area of the building. 5. All exterior doors must remain locked at all times, except during church-wide events. X. GYMNASIUM 1. Individuals or groups must request use of equipment in advance and will be responsible for its care. 4 rev. Oct. 31, 2018
2. The cost for equipment that is damaged, lost, or destroyed will be the responsibility of the group using the equipment. Equipment must be returned to the same place from which it was obtained. 3. SGUMC does not assume liability for any participant. 4. Raising or lowering the basketball backboards, or setting up the volleyball standards and apparatus may be done by authorized persons only. The Business Manager can advise. 5. Climbing or swinging from basketball backboards or volleyball standards is not allowed. 6. Basketballs or volleyballs should not be kicked. 7. Skateboarding, roller or inline skating, and cycling are prohibited in any part of the building. 8. The stage is not to be used during sporting events. XI. PARKING LOT AND OUTDOOR AREAS 1. Use of the parking lot area and grounds are subject to the same rules and guidelines as the interior of the building in regard to permission granted and personal conduct. 2. Parking is permitted only in designated church parking areas. 3. Parking in front of doors is not permitted. 4. Cars without handicap identification should not be parked in areas designated for handicap parking. 5. Do not leave cars in the parking lot overnight unless the owner is participating in a church overnight event or has been given prior approval by a church representative. Cars left in the parking lot overnight are subject to being towed at the expense of the owner. 6. Drive slowly and safely and watch for pedestrians. 7. Sport cycling, skating, and skateboarding are not allowed on church property unless permission has been granted for the activity by the Business Manager or Ministerial Staff. 8. SGUMC is not responsible for theft or damage to personal property. Owners are responsible for all damages. 9. The children s playground will remain locked and may be used only by permission. When used, it is to be cleaned up before departure. XII. CEMETERY GUIDELINES 1. The church cemetery will be used only by church members and their family (only human remains). 2. The church does not sell cemetery plots. Donations may be made, however. A donation of $500 is customary for a 10 x 20 plot. Yearly donations per plot are appreciated to help defray maintenance costs. There is a limit of one 10 x 20 plot per family. 3. In the event that a member moves from the area and wishes to dispose of an unused plot, it may be given back to the church or transferred by sale or gift to another church member by notifying the Cemetery Committee or church office. No money will be refunded by the church. 4. The Cemetery Committee Chairperson is responsible for assigning plots and handling other cemetery matters such as maintenance. This committee answers directly to the Trustees of Shady Grove United Methodist Church. 5. A plot plan with plots and assignments, indicating plot numbers, boundaries, driveways, and fence lines must be kept up to date by the Cemetery Committee. A copy must be kept in the church office. 5 rev. Oct. 31, 2018
6. Plot assignments must be duly recorded on a form filed in the church office. A copy of the form and a copy of the cemetery guidelines will be given to each family with an assigned plot. 7. A concrete container or waterproof burial vault is required to help reduce maintenance costs by controlling the settling of graves. The use of wooden burial vaults in the cemetery is prohibited. 8. Grave markers or monuments are required on all graves to identify the deceased. These markers or monuments may be made of bronze, marble, or granite and must be set on a concrete foundation to prevent settling. In order to facilitate ease of grass mowing duties, ground markers or monuments must be limited to one to mark the family plot with each individual grave marked with ground level markers or monuments. All markers or monuments must have a 3 mowing apron. 9. The use of glass, ceramic, or other breakable flower vases is prohibited. Flowers that have died, faded, or discolored will be discarded by members of the family or the Cemetery Committee. 10. Shady Grove United Methodist Church will not be responsible for damage to markers or monuments or graves due to vandalism, automobile accidents, lawn mowers, vault installers, etc., or neglect by the families assigned the plots. 6 rev. Oct. 31, 2018
CHECKLISTS Check List for Closing Building 1. Leave the facilities in as good or better shape than you found them. 2. Sweep and/or mop the floor and wipe surfaces clean. Only water is to be used on the gym floor. 3. Remove all items you brought into the facility. 4. Carry trash out and place it inside the dumpster. Never leave items outside the dumpster container. 5. Be sure coffee makers and heating units are turned off or are unplugged. 6. Toilets should be flushed and not left running. 7. Close and lock all windows and doors before leaving. 8. Make sure all lights are off, including bathrooms. 9. Ensure that the parking lot and church grounds are clean. 10. All breakage or malfunction of equipment should be reported to the Business Manager on the next business day. Kitchen Use Checklist (See Addendum B for more detail) 1. The kitchen has no garbage disposal. Any plate, utensil, or container must be scraped clean before rinsing or washing. 2. All food must be removed from the facility at the end of the event. 3. Trash should be placed in the dumpster located just outside the gym. Replace all trash bags in the trash receptacles. 4. Wash, dry, and return dishes and utensils to their proper place. Do not leave dishes in drainer or on the countertops. 5. Clean all counters, appliances, and sinks that are used. 6. Sweep and wipe up any food or drink spills. 7. Ovens, griddles, and cooktop are not available for use by outside groups. 8. Mark or label all food containers brought to the kitchen. 9. Food should remain in designated eating or preparation areas. 10. Be sure tea/coffee makers, carafes, and heating units are clean and turned off or unplugged. 11. Do not remove SGUMC equipment, supplies, utensils, etc., from the kitchen. 12. Turn lights off and lock the door. 13. Report all breakage or equipment malfunction to the Business Manager on the next business day. 7 rev. Oct. 31, 2018
APPENDIX A Fee Schedule Fees are required for events not sponsored by Shady Grove United Methodist Church to help defray costs for routine facility maintenance, utilities, and other costs. All fees listed below are due when the event has been approved and scheduled by the Business Manager. An additional security deposit of 50% will be required and due upon approval of the building use request. This deposit will be returned to the applicant after the area has been inspected. All church sponsored events are exempt from the fee(s) schedule. Fees (Except as noted, fees are for an 8-hour rental period.) Area of Church Church Member Non-member Sanctuary Available upon request $250 Gym kitchen Available upon request $50 Gym Available upon request $50 per hour (4-hour minimum) G111 & G113 Available upon request $100 Chapel Available upon request $120 Classroom Available upon request $50 Rooms upstairs in the G wing are not available for rental. Personnel Support Fees (For Church Members and Non-members) Personnel Event Rehearsal Wedding Coordinator $150 Included A/V Technician (Weddings, Funerals, Special Events) Custodial Service - Sanctuary, Parlor, Chapel, Restrooms Custodial Service Gym, Welcome Center, Restrooms Organist/Pianist/Musician (Weddings, Funerals, Special Events) $100 $50 $75 Included $150 Included $150 $50 8 rev. Oct. 31, 2018
APPENDIX B Steps for Members Use and Cleanup of Church Kitchen and Adjacent Areas: 1. Request for use: is to be made to the Church Business Manager or designee. Information about food preparation, supplies used, and storage will be established and addressed at the time of the request. The usage request will not be granted to anyone under the age of 21. While using the gym kitchen, an adult age 21 or over is to supervise activities and is considered the Kitchen Supervisor during the event. A copy of all required cleaning standards and use, including the proper checking/cleaning of the restrooms and adjacent areas used to serve and consume food, is posted on the kitchen bulletin board. The person requesting use is responsible for ensuring the space is properly cleaned after event according to the Facility Use Guidelines. This person is also responsible for reporting damage that occurs during use. Report all damage to the Business Manager by the end of next Business Day. Note: In case of emergency call 911 and notify the church office at 804-746-9073. Follow the emergency prompts if the office is closed. 2. Use: When using the griddle, the ventilation hood is to be turned on. The switch for the hood is on the wall closest to the door beside the cooking area. Items needing refrigeration and brought in prior to the event, must be labeled with event/group name and date when placed in kitchen refrigerator, freezer, or on counter tops 3. Clean Up: No food of any type shall be allowed to go down the sink. The kitchen does not have a garbage disposal. All food containers, serving dishes, dishware, and silverware are to be completely cleared of all food before being washed in the sink. All kitchen items used shall be washed with hot soapy water, rinsed with clean water, completely dried, and returned to their proper location (including cutting boards, sinks, dishes, utensils, counter tops, beverage serving containers, coffee pots, carafes and coffee machines). All spills in refrigerator, freezer, floor, pantry counters, cabinets, convection oven, and other cooking surfaces are to be wiped clean with hot soapy water, rinsed with clear water and dried before leaving kitchen after the event. All used aprons, dish cloths, and hand towels are to be taken home, laundered, and returned within 24 hours. The kitchen floor is to be swept clean of all food and debris. The broom is kept in kitchen pantry. No liquid reside should be visible or apparent after use. The areas used for serving and consuming food and drink must be clean of all food and beverages. All trash is to be placed in proper receptacles. Remove all trash from kitchen and gym. Place in dumpster behind church gym. Replace all gym kitchen and gym trash can liners. Liners are available in the kitchen under the steam table. Floors are to be clear of all spills of liquid and food. No food or other debris should be left on the gym floor. Clean gym floor with water only. 4. Remove all items brought in for use when the event is complete. 5. Check: both hallway bathrooms to ensure all toilets are flushed, all trash is placed in proper receptacles, and no personal items are left behind. See that all appliances turned on for your use are turned off before you leave. Turn off all kitchen lights and lock kitchen doors. 6. Report: any items that are damaged or are not in proper working order to the Business Manager or designee on the next business day. 7. Specified group storage items: Cabinets labeled with individual/group labels are not for church wide use. 8. Pantry items and refrigerators are for church member use in conjunction with church based events. 9 rev. Oct. 31, 2018