Guidelines for Use of Church Facilities or Equipment

Guidelines for Use of Church Facilities or Equipment The facilities of Mount Horeb United Methodist Church (MHUMC) are dedicated to the glory of God and for the use of the congregation in its ministries. The building is available to the community for a variety of social, civic and educational events, whose purposes are congruent with that of the church. The church council shall determine priority based on the ongoing ministries and programs. Some events will require facility and service fees that must be paid in advance. Facilities are defined as the sanctuary, fellowship hall (includes kitchen), meeting rooms, any classrooms. Equipment is defined as any church property that can be removed from the premises with approval of the Board of Trustees. Service fees specified within support the approved events and the ongoing ministry of MHUMC. General Guidelines for all groups using the MHUMC 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 must be supervised by two adults at all times. Each organization must review the MHUMC Safe Sanctuary policy provided to them when making arrangement for building use, and agree to adhere to the requirements. If the organization has an equivalent policy for safety of children and youth, that policy must be submitted to the church office for approval and kept on file. For large groups, a ratio of 1 adult per 8 youth for senior high age students and 1 adult per 5 youth for junior high students or younger is required. 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. 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 shall not be attached anywhere on the premises in a manner that will leave any damage. They must be removed upon completion of the activity. Further guidelines on posting information, as developed by the Communications Committee, are available from the church office and the pastor. Any items to be posted must be approved in the church office. 1

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, a trustee, or notification made on the church answering service at 608-437-3088. 6. Mount Horeb 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 Mount Horeb 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 MHUMC groups. 7. Keys to the church may be borrowed on an as-needed basis and shall be returned as soon as possible after completion of the building use. 8. There is no building-use fee for community events, non-profit group activities and family events of members, although a donation of some kind is appreciated. There is a $ building-use fee for fund-raising events, events charging admission or events of non-members. Make checks payable to the Mount Horeb United Methodist Church. Guidelines for use of the Sanctuary: The sanctuary is a place 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 by outside groups for anything other than worship, funerals, and weddings requires preapproval from the trustees and the church office. A separate wedding policy is available which outlines the fees associated with member or non-member status. Food and beverages are not to be consumed in the sanctuary, with exception to infants and nursery children. Craft projects are not to be done in the sanctuary. See the appendix for Covenant Fees and Services for Member and Non-Member use. Guidelines for use of the Fellowship Hall: Use of the fellowship hall will be scheduled through the church office. MHUMC church ministries will receive priority. Non-MHUMC 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. 2

Guidelines for use of the Fellowship Hall kitchen: The church kitchen may be used by MHUMC groups and community groups, but all groups using the kitchen are required to use the following procedures: All groups must complete the Building Use Application (Appendix D). Level of kitchen use must be indicated, and appropriate preparation for use determined. See Appendix A, Kitchen Use Policy for definitions of simple kitchen use and food preparation use. If the kitchen will be used for food preparation, office personnel will instruct the event s coordinator to contact the appropriate kitchen committee member for instruction. (List of kitchen committee to be maintained in church office.) A kitchen training session will be scheduled or confirmation given that the event s coordinator completed the training within the previous 6 months of the event date. During the event, the coordinator must remain on site for the duration of the event. The event s coordinator will contact the kitchen committee member after the event to discuss any issues that arise. Alternative: if a kitchen committee member agrees to attend the event and supervise kitchen use, no training session is required for kitchen use. The Board of Trustees, or the Kitchen Committee as a subcommittee of Trustees, will review and approve any requests to remove kitchen equipment from the church property. Equipment for Lending: Trays, Nescos, coffee pots, utensils, pans and pans, tables, chairs If the item is not on this approved list, it cannot be removed from church property. The request to use church property is found in the Appendix C. Items leaving the church must be checked out when removed and checked in when returned by a Trustee or kitchen committee member. If items are not returned in the same condition, the applicant will be required to pay for, replace or repair the item as determined by the Trustees. 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 office 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 member of the church. If the person(s) being honored or the event host is not a member of the church, follow the fees for rooms used as stated in the covenant for non-members. 3

Guidelines for Weddings: The MHUMC office administrator provides any interested MHUMC member or Non-member with the procedures, policies, fees for scheduling the use of the Sanctuary for weddings and receptions. All weddings at church, and receptions in fellowship hall, require a reservation for that facility is made through the church office and the pastor 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 $25 per hour custodial service fee. Appendix A. Kitchen Use Policy B. Sanctuary Use Policy Wedding Facility and Service Fees (Part A Member/Part B Non-Member) Sanctuary Use Assessment C. Request to Use Church Property D.1. Building Use Application for Member D.2. Building Use Application for Non-members E. Indemnity Agreement F. Covenant Fees and Services Member G. Covenant Fees and Services Non-Member 4

Appendix A MOUNT HOREB 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 Church Council. 1.) Equipment and supplies are for use by all church sponsored groups and activities. A kitchen committee has been formed to provide guidance and instruction for kitchen use by groups planning to use the kitchen for food preparation. Use of the kitchen will be defined as: a. Simple kitchen use (refrigerator, freezer, sinks, microwave) b. Food preparation use (using stoves or ovens for preparing food for a group scheduled to use the building or the dishwasher for clean-up) 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.) Non-MHUMC organizations must provide their own food items, including coffee, spices and condiments, and take unused items home. 4.) 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. 5.) If you are unclear of use an appliance and are not sure of the proper operation after kitchen use training, 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. 6.) Any individual requesting the use of kitchen equipment for events off church property will complete the form provided in the MHUMC Guidelines for Church Facilities and Equipment. 5

Appendix B MOUNT HOREB UNITED METHODIST CHURCH Sanctuary Use Policy The sanctuary and its contents are not the property of any one person or group. The Worship Committee reports to the Church Council, who has ultimate authority over the church use. The following guidelines are designed to assist all groups using the sanctuary. 1. Any entity applying to use the sanctuary will complete a Sanctuary Use Assessment, which will determine whether or not the needs for any event can be meet by our facility and the church representatives involved. 2. Use of candles in the candelabras or other areas of the sanctuary other than those purchased through the church is not permitted. Candles may not be used in the pews without the use of wax protection devices. For weddings, you may use a unity candle on the altar, if you purchase one for the service from an outside resource. 3. Persons who serving as acolytes must complete the annual training session held for acolytes. 4. All weddings are to be scheduled with the pastor and the church office a minimum of 3 months ahead and placed on the church calendar. 5. The United Methodist Church considers the pastor appointed to the church responsible for services that are held in the church. Other clergy may be involved in services in the sanctuary if the appointed pastor invites them as guests. United Methodist pastors are authorized to perform acts of marriage and burial. The Book of Discipline states that pastors must perform the marriage ceremony after due counsel with the parties involved and in accordance with the laws of the state and the rules of The United Methodist Church. The decision to perform the ceremony shall be the right and responsibility of the pastor. The appointed pastor will provide information about counseling procedures and costs. 6. No rice or birdseed is allowed to be thrown in or outside the church. 7. Wedding bulletins are to be purchased by the wedding party. The church office administrator will produce the bulletins, after the wedding party verifies all the bulletin information and correct spelling of names five days before the wedding. 6

Appendix B Mount Horeb United Methodist Church Wedding Fees Listing Part A: MHUMC Member: Facility Use Fees: Sanctuary $ 0 Fellowship Hall Reception $ 0 Hall or Meeting Room $ 0 Facility Services Fees: Custodial Fee $75 If additional cleaning is required following the service, the party scheduling the wedding will be contacted for payment. Items above are to be paid with check made out to MHUMC. Items below are to be paid by checks made out to each individual, separate from the facility fees. Pastor s Honorarium Organist/Pianist fee Soloists Sound Technician 7

Mount Horeb United Methodist Church WEDDING FEES(non-member) Listing Part B Basic Wedding - Facility Use Package Package includes: Sanctuary Hall or Meeting Room Nursery use Custodial Fee Candle Holders Installed/Removed Candles Altar Candelabras Changing or décor Include use of white paraments Sound System removal or set up $500.00 for 1-3 hours If additional cleaning is required following the service, the party scheduling the wedding will be contacted for payment. Fellowship Hall Reception with Kitchen Use? Items above are to be paid with check made out to MHUMC. Items below are to be paid by checks made out to each individual, separate from the facility fees. Pastor s Honorarium Organist/Pianist fee Soloists Sound Technicians 8

Mount Horeb United Methodist Church Use of Church Equipment and Supplies (First DRAFT) Requester Name, Address, Phone Number: Items Requested: Date/Time to be checked out with church representative: Condition of Items Requested Before Use: (To be completed by Church Representative) Before: Date/Time to be checked in with church representative: Condition of Items After Use: (To be completed by Church Church Representative) After: Signature of Requestor/Person Responsible for Returning Items in the Condition in which the Items were Borrowed. Date Signature of Church Representative Responsible for Checking Out and Checking In the Borrowed Items. Date If items are damaged, the borrower is responsible for repairing or replacing the item within 14 days. 9

Appendix D.1 Mount Horeb United Methodist Church Building Use Application for Members Mount Horeb United Methodist Church 1. Name of Applicant: 2. Address and Phone Number: 3.What is your intended use of the facility? Intended frequency of use: 4. What is the date of your function/event? What is the start and end time of your function/event? 5. How large of a group are you expecting? 6. What room(s) are you requesting use of? 7. Will you hold a reception involving food in the Fellowship Hall or Meeting Room? If yes, will the food be prepared here? If yes, you must complete our kitchen training session. If no, who will be preparing the food: 8. Will you, as a member of MHUMC, be responsible for opening & closing the church, as well as overseeing the clean-up/care of the facilities being used? 9. Have you read our Guidelines for Use of Church Facilities or Equipment, and agree to abide by the regulations contained therein? 10. If your event involves children and/or youth, have you read the copy of our Safe Sanctuary policy provided and agreed to follow those guidelines? 11. Do you understand that you will be responsible for repairing any damage to the building or replacing any equipment lost or broken during your use of the building? 12. Signature of Applicant: 13. Date of Application: 14. Is a signed Indemnity Agreement attached? For Official Church Use Only: Date Received: Check Number: Amt: $ Date Approved w/ initials: Check Designation: 10

Appendix D.2 Mount Horeb United Methodist Church Building Use Application for Non-Members 1. Name of Applicant: 2. Address and Phone Number: 3. What is your intended use of the facility? Intended frequency of use: 4. Please indicate the type of organization you are with: Private individual Non-profit organization Business Other: 5. What is the date of your function/event? Start and end time of your function/event? 6. How large of a group are you expecting? 7. What room(s) are you requesting use of? 8. Will you hold a reception involving food in the Fellowship Hall or Meeting Room? If yes, will the food be prepared here? if yes, you must complete our kitchen training session. If no, who will be preparing the food: 8. Do you have a member of MHUMC who will be responsible for opening & closing the church, as well as overseeing the clean-up/care of the facilities being used? If yes, who? Name, phone # and e-mail 9. Have you read our Guidelines for Use of Church Facilities or Equipment, and agree to abide by the regulations contained therein? 10. If your event involves children and/or youth, have you read the copy of our Safe Sanctuary policy provided and agreed to follow those guidelines? Of if your organization has its own child safety policy, have you submitted a copy of that policy for review by our office? 11. Do you understand that you will be responsible for repairing any damage to the building or replacing any equipment lost or broken during your use of the building? 14. Signature of Applicant: 15. Date of Application: 16. Is a signed Indemnity Agreement attached? For Official Church Use Only: Date Received: Check Number: Amt: $ Date Approved w/ initials: Check Designation: 11

Appendix E INDEMNITY AGREEMENT Agreement made this date between Mount Horeb United Methodist Church (hereinafter referred to as MHUMC ) and (hereinafter referred to as Indemnitor ) whereby Indemnitor shall indemnify and save harmless MHUMC against any and all claims, demand, causes of action, suits, or judgments, including attorney 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 MHUMC premises by Indemnitor, Indemnitor s agents, employees, or invitees, as described more particularly below. In the event of such claims made or suits filed, MHUMC shall give Indemnitor prompt written notice thereof, and Indemnitor shall resist or defend the action or processing with counsel satisfactory to MHUMC. Intended Use of MHUMC premises: Date and hours of intended use: Rooms to be used: Anticipated number of persons: Dated: MOUNT HOREB UNITED METHODIST CHURCH Indemnitor By: By: 12

Appendix F (All Use except Weddings) Covenant Fees and Services for Member between Mount Horeb United Methodist Church and, and. Date/time and type of event: Applicable Fees: Sanctuary Custodial Services $50 Fellowship Hall Custodial Services $50 If area of facility used is not returned to its original condition, costs of restoring the area to original condition must be paid by the user. 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. a. FEES WILL BE REFUNDED UP TO 3 DAYS PRIOR. b. SANCTUARY USE ASSESSMENT MUST BE COMPLETED BY ANYONE APPLYING TO USE THE SANCTUARY BEFORE THE EVENT CAN BE SCHEDULED. 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. 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, is my/our responsibility. Name Address Phone *** Receipt for fees: Check # Amount Date Church Representative: 13

Appendix G (All Use except Weddings) Covenant Fees and Services for Non-Member Between Mount Horeb United Methodist Church and, and. Date/time and type of event: Applicable Fees: Sanctuary Rental 300.00 for 1-3 hours use Custodial service fee 50.00 Fellowship Hall Custodial service fee 50.00 Sound System 50.00 (Sanctuary) Nursery use, custodial service fee 25.00 a. FULL AMOUNT IS DUE AT TIME OF DATE CONFIRMATION. b. CANCELLATIONS MUST BE PROMPT, AND NOT LATER THAN ONE WEEK PRIOR TO ALLOW FOR A RESCHEDULE BY OTHERS. c. FEES WILL BE REFUNDED UP TO 3 DAYS PRIOR. d. SANCTUARY USE ASSESSMENT MUST BE COMPLETED BY ANYONE APPLYING TO USE THE SANCTUARY BEFORE THE EVENT CAN BE SCHEDULED. 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. 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, is my/our responsibility. Name Address Phone *** Receipt for fees: Check # Amount Date Church Representative: 14