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A Policy and Process for Requesting and Using Church Resources for

A Policy and Process for Requesting and Using Church Resources for

Pender United Methodist Church,

12401 Alder Woods Dr. Fairfax, VA 22033

Church Buildings, Equipment & Grounds Use Policy

Trustees Approval: February 1, 2011

i

Pender United Methodist Church Church Buildings, Equipment and Grounds Use Policy

Approval Page

Approved February 20, 2011

______________________ Norm Saunders Trustees Chair

_______________________ K. T. Tarro Church Council

Pender United Methodist Church Church Buildings, Equipment and Grounds Use Policy

Summary

Pender United Methodist Church is a church with a mission for outreach within its local neighborhood and around the world. It is a church that teaches and ministers to its members and guests through its worship services, classroom study, Youth Program, Music Ministry, and Bible studies. It is a church involved in the community with its Flea Market and Boutique, the Hypothermia Center, the Outreach Center, and many other activities. It is a church that supports community activities and events such as Christian- based counseling and community safety activities. Pender United Methodist Church also hosts and sponsors assorted scouting programs, and Virginian Methodist District activities.

The Ministerial Staff and the Trustees continually monitor and assure those activities held within the Church Building, its Grounds or use of property are within the scope of the Church mission. To ensure fairness to those requesting the use of the Church, and to ensure these activities are consistent with the Church mission, this Policy has been updated to reflect the growing demands and increased costs of Church usage. It is a Policy that provides the criteria for approved usage and compensation, it defines the process to request usage, and it defines the responsibilities of the Users of the Church, the Staff, Trustees and the Ministerial Staff.

This Policy and the process defined herein require some judgment and prudence in its execution – not every conceivable situation has been thought of for the use of the Church. Therefore careful oversight by the Ministerial Staff and Trustees will ensure thoughtful interpretation of this Policy. Additionally, because of the changes of this Policy from its previous version, it is understood that it will take some re-orientation of the congregation and community to the new Policy and procedures. Because of the scope of change, the Policy will be phased in. Compliance to this Policy will ensure the most suitable use of the Church facilities and enable maximum usage, while managing Church resources for the purpose of the Church mission. The Ministerial Staff and the Trustees can change the Policy and process as they deem necessary to ensure continued success of this mission at Pender United Methodist Church. This Policy will be amended as necessary to

Pender United Methodist Church Church Buildings, Equipment and Grounds Use Policy

ensure the continued success of the mission of Pender United Methodist Church. Proposed amendments will be reviewed by the Trustees before approval and subsequently approved by the Church Council.

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Pender United Methodist Church Church Buildings, Equipment and Grounds Use Policy

Table of Contents

 

ii

Approval Page Summary ...................................................................................................................

iii

1.0.Introduction

 

v

 

Terms and Definitions

vi

Background and Purpose

 

viii

Policy

 

viii

 

Pender Building Use Groups (See Appendix B)

 

ix

Submitting a Resource Request Form

x

 

xi

 

Fee Types Financial Accountability

xi

Phase In Period of This Policy

 

xi

Process

 

xiii

General Rules for Behavior, Conduct, Security and Cleanliness

 

xvii

 

General Conduct

xvii

 

xviii

 

Security Cleanliness and Order

xix

Damage and Liabilities

 

xx

Building Use Fees and Room/Resource Availability

 

xxi

Appendix A – RESOURCE Request Form .................................................................

xxiii

Appendix D - RECORD OF CHANGES AND REVIEW

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.................................................................Introduction 1.0

This document provides the background and context of the Church Buildings, Equipment & Grounds Use Policy (henceforth referred to as ‘The Policy’ unless otherwise stated). It defines basic terms and the purpose of The Policy. It defines the criteria for the types of requests and Users of the Church resources, the process to request the use of the resource, and the responsibilities of the Users and Church Staff within this process. A key attribute of The Policy is the definition of six Use Groups which guide the prioritization of uses and associated fees for use of the Church property. This Policy applies to all using User Organizations and its leaders

Pender United Methodist Church Church Buildings, Equipment and Grounds Use Policy

and participants, the Church administrative and Ministerial Staff, the Church leadership, and various committees.

The scope of this Policy includes the use of the Church Building and specific rooms, the outside areas including the parking lot, and the Equipment of the Church. It does not include the use of motor vehicles – which is included in a separate policy. This document is divided into the main body (Introduction, Policy, Process, General Rules, and Building Use Fees and Room/Resource Availability), and Appendixes that include Resource Request Form, User Groups, Building Use Fee Schedule, and Record of Changes and Review. The appendixes can easily be changed and approved by the Trustees without any changes to the body of the document thereby making an overall more dynamic and responsive Policy and procedure.

Terms and Definitions

The Church, Church, or PUMC – Pender United Methodist Church – the Church members, all Staff, and governing boards.

Church Resources 1 – a generic description of the following;

o

Church Buildings –Main building that includes the classrooms, sanctuary, Fellowship Hall, and also includes the Outreach Center building. It does not include the parsonage.

o

Church Grounds – The external areas of the Church, to include the grassed area, playground, wooded areas, parking lot, sidewalks, and entry areas.

o Equipment, Resource – The furniture, electronic and administrative equipment, and musical instruments within the Church. The use of the term Equipment does not necessarily mean it is Church owned because some members of the Church use their own personal equipment to support Church activities.

Church Office – The administrative office of the Church.

The

Staff, Staff – The paid and unpaid administrative and ministerial

leadership of PUMC.

o

Office Staff – The paid professional and unpaid administrative and volunteer staff of PUMC. The Office Staff coordinates and maintains the room usage schedule in the Office.

  • 1 The Church’s motor vehicles are not considered part of The Policy unless specifically stated – another policy establishes the criteria for the use of the Church motor vehicles.

Pender United Methodist Church Church Buildings, Equipment and Grounds Use Policy

o

Office Administrator – The office staff supervisor who oversees the administrative staff and administrative functions of the Church.

o

Ministerial Staff – The Senior Pastor, Associate Pastor, Music Director, Assistant Music Director, Director of Discipleship, Youth Pastor, and other paid ministerial Staff as the Church may have at any time.

Trustees – An appointed group of nine Church members responsible for the maintenance and use of Church Resources, Church safety, and security. The Trustees are responsible for creating The Policy and resolving issues that are not addressed or defined within The Policy. The Trustees Chair will arbitrate any issues in conjunction with the Ministerial Staff and/or Office Personnel.

Building

Use Group – Six categories of Church

priority of use types and associated fees.

Users that dictate the

Requesting Organization, User Organization, User, User Group – Groups or individuals using (or requesting to use) the Church Building, Equipment and/or Grounds of PUMC.

Organization Coordinator – The individual in charge of the event, responsible for the Requesting Organization’s conduct while using Church property and complying with PUMC policies, and generally the individual making the use request. The name of the Coordinator shall be included on the Request Form, which will then bind the person as the one responsible for the terms of this Policy and the conduct of the User Organization.

Custodial

Contractor – The cleaning service

hired by PUMC for the

cleaning, setup, and reconfiguring PUMC resources.

Child Protection Policy – Separate Church policy used to ensure a safe and caring environment for the children of the Church, and to comply with state and local laws regarding the protection of children.

Maintenance – The costs and efforts required to clean, reorganize, repair, and maintain Church facilities in working order and ready to use for subsequent Users of the resource.

Church Mission, Mission – The objectives, goals, and purposes of PUMC.

UMC – The greater United Methodist Church organization.

Book of Discipline – Operating guide of the United Methodist Church.

Pender United Methodist Church Church Buildings, Equipment and Grounds Use Policy

Motor Vehicle Policy – Separate Church policy for the safe usage of motor vehicles of the Church that includes criteria for usage, reservation, and purchase of Church vehicles.

Resource Request Form – Appendix A – Form completed by the Requesting User to request use of the Building, Grounds or Church property, and is turned into the Office after completion. This form is used to reserve space in the facility, reserve equipment & to schedule events/activities on the Church calendar of events. It also gives information about event communication and fees.

Background and Purpose

PUMC is in the center of a major metropolitan area containing a culturally diverse society. This brings special opportunities and challenges to PUMC in which it may provide outreach and ministry to many who would otherwise not hear or know the Word of the Lord. PUMC, like its community, has evolved as a suburban church to a more urban church that requires closer oversight of its resources to ensure the fair use and an acceptable risk for the Church while achieving its mission. This Policy will assist in the continued transition.

Policy

Pender Building Use Groups were created and accepted by the Trustees on 6 April 2010. The criteria define six categories of Users of the Church based on the priorities and the mission of the Church. Those User Organizations closest to the core mission of the Church and PUMC have the highest priority and do not pay use fees. Those Users that are community based but consistent with the purpose of the Church have the lowest priority and will be required to pay use fees. Any Organization using the Church but not within the criteria will require special agreement with Trustees. No Organization or Users will be permitted to use the Church, its facilities, property and grounds if the Organization’s purpose is counter to the mission of PUMC. Only events suited for the requested resource will approved. For example, non-spiritual activities such as community meetings or professional development meetings will not be held in the Chapel or the Sanctuary but may be held in a classroom.

The general priorities for usage (as reflected in the criteria and Church mission) are PUMC Worship Services, Funerals, Weddings, Sunday School, Bible Study, PUMC Meetings, UMC Meetings, supporting Men’s and Women’s UMC Groups, and then external activities. Regular occurring Worship Services and Sunday School and Music Rehearsals do not require the submission of the Resource Request Form assuming they will use the regular resources specifically designated for their use – i.e. sanctuary, choir room. At the discretion of the Ministerial Staff and/or the Chair,

Pender United Methodist Church Church Buildings, Equipment and Grounds Use Policy

Trustees, these criteria may be changed on short notice. For example, a Memorial Service for a public figure (not a Church member) may require the postponement of a Bible Study.

The six Use Groups are based on the purpose of the User Organization, and not the PUMC member status of any of its members. Even though a User Organization may have one or more PUMC members, or the Organization Coordinator may be a PUMC member, it does not affect the classification of the User Organization. For example, a homeowners’ association group may be led by a PUMC member; however, the homeowner’s association remains a Community Support/Outreach Group (Group 5).

In lieu of paying fees, a User Organization may request to exchange a service to the Church or community. The proposed services to be provided must be specified on the Resource Request Form (with any applicable supporting documentation) defined and specific, and must be approved by the Trustees and/or the Ministerial Staff before the event occurs. If approved, all other portions of the Policy and Procure still apply. An example of providing a service and not paying a fee is if/when the Boy Scout Troop who volunteer to support a Flea Market set up and clean up for a specified number of dates and hours, and not pay a fee for their monthly meeting.

Pender Building Use Groups (See Appendix B)

Six Building Use Groups have been developed to categorize various User activities to facilitate prioritization of scheduling, uses, and associated fees. Core activities take precedent over outreach activities as identified in Appendix

B.

GROUP 1 -PUMC

Regular

Programs

and

Activities

-

PUMC

led,

frequency at least monthly, typically in the same room:

These are activities core to the mission of PUMC and are the regular

operations of the Church. These activities exist for the sole purpose of spiritual feeding, growth, worship, and the direct support of the activities for PUMC.

GROUP 2 -PUMC Special Events and Programs - PUMC led, frequency less than monthly: These activities are often on an ad hoc basis, but are still scheduled and planned. These activities have a core purpose supporting the worship, fellowship and outreach of PUMC.

GROUP 3 -District, Conference and UMC Activities - UMC-related groups outside of PUMC: These activities include meetings and worship services conducted by the Arlington District, Emmaus Gatherings, Wesley Foundation College Students Mission Accommodations, and the greater UMC Church.

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Pender United Methodist Church Church Buildings, Equipment and Grounds Use Policy

GROUP 4 -PUMC Sponsored Groups - Non-religious/community groups chartered or directly sponsored by PUMC, but not

run by PUMC: These Groups include the various scouting groups and their related activities. The User Organization must have a PUMC sponsoring group to represent their needs and to ensure understanding of The Policy. For example, the Pender Men’s Groups sponsors the Boy Scout Troop to ensure the troop’s interest and needs are met, and to ensure they understand and comply with The Policy.

GROUP 5 -Community Support/Outreach - Activities/evangelism to bring people in contact with PUMC: These activities include community group meetings and others that PUMC opens its doors to that hopefully leads to individuals of these groups developing an interest in becoming associated with, or becoming a members of, PUMC.

GROUP 6 -Outside Organizations & PUMC Member Use - Activities and groups unrelated to PUMC Outreach: These are organizations that are not community-based with no relationship to PUMC or PUMC outreach that contact PUMC for the sole purpose of obtaining meeting space. PUMC Member Use: PUMC member use of Church facilities for private functions such as birthday parties, wedding/baby showers, anniversary parties, child playgroups, etc.

Submitting a Resource Request Form

Before the start of the calendar year (about September), User Organizations with recurring activities (weekly/monthly) should submit a Resource Request Form for the activity (weekly/monthly meeting). The Office Staff will assign the User Organization to the applicable Use Group. Criteria will not normally change from one type of meeting to another, or from one year to another; however, a separate request is required for each different meeting type, and when different resources are needed. For example, a choir rehearsal is considered PUMC Regular Programs and Activities, but for an event such as the Candlelight Dessert Concert, the event falls into the PUMC Special Events and Programs Group.

The Resource Request Form is used by the Church Office Staff to: 1) Reserve the requested resource, and 2) Update the Church Calendar 3) provide information on communicating/publicizing the event.

Pender United Methodist Church Church Buildings, Equipment and Grounds Use Policy

Fee Types

The Church

has established three types of

fees that apply

to certain

User

Groups:

Security Deposit – To secure reservation of the room(s) requested, and to cover the repair or damage to the facility and/or extraordinary cleaning.

Room Fee – For wear and tear on the facility or property, and to offset utility costs.

Usage Fee – For the set-up, clean up, and resetting of the facility, and to compensate the Custodial Contractor. The Usage Fee does not include courtesy self set up and clean up required of the User.

These fees are used to compensate the Church for the cost of using the Building, Equipment and Grounds, and for the fair wear and tear, and utility expenses. It is not intended to be a dollar-for-dollar compensation but instead, is an estimate of fair reimbursement for the Church usage.

Some rooms and resources of the Church are not available to Users that are outside of the core ministerial use of the room/resource. In rare circumstances a special request may be made which may be approved by the ministry responsible for the room(s)/resource(s). Requests for the use of such

rooms/resources shall be made via the Resource Request Form.

If approved,

fees for these rooms/resources shall be determined based on the specific

request.

Additional information on fees is found in Section 5.0. Fees, and in Appendix C – Building Use Fee Schedule.

Financial Accountability

The Church Office Staff has established a means to receive Room and Usage Fees from Users and then to make appropriate payment to the Cleaning Contactor. The Usage Fee is not intended to be a ‘dollar for dollar’ exchange for the cost of the Cleaning Contractor. The cost of cleaning will be tracked and compared to the Usage Fees charges so that there is data to support fair Usage Fee adjustments in the future.

Phase In Period of This Policy

The Policy’s new fee structure will be phased in over the next 60 days. Any reservations on the books as of the approval of this Policy are subject to the previous Policy. Any reservations made for 60 days following the approval of this Policy are subject to the old fee schedule.

Pender United Methodist Church Church Buildings, Equipment and Grounds Use Policy

After 60 days of this Policy and Procedure approval, the new fee schedule described in this document will be fully effective.

The

procedures

of

this

Policy

how

to

reserve

a

resource,

responsibilities, etc. - remain similar to the previous procedures. Hence, any changes to the procedures described herein take effect upon approval of this Policy.

The Trustees and Church Council will make the congregation aware of the changes by way of the Pender Post, the Sunday Bulletin, and/or other means.

Pender United Methodist Church Church Buildings, Equipment and Grounds Use Policy

Process

This section explains the series of steps used to reserve, set up, use, clean, and resolve most issues that may arise. These steps are in the general sequence in which they should occur.

A User requesting to use the Church facility, Church Equipment or Church Grounds establishes an Organization Coordinator that will represent the Group and interact with the Church Office Staff.

The Organization Coordinator must complete a Resource Request Form and submit it to the Church Office.

The Church

Office Staff will

review the

request and ensure that

the

proposed use is within the scope of The Policy.

 

The Church Office Staff will assign the event to the appropriate Building Use Group. In most cases requests will come from within PUMC and it will be obvious which Use Group applies.

The Church

Office Staff will

review the

request and ensure that

the

requested

resource(s)

is

(are)

available

based

on

the

Church

Office

calendar/room schedule.

o

Requests from User Organizations that are classified as Use Groups 1 and 2 should be submitted as far in advance as possible but at least 30 days before the event to allow for scheduled setup and cleaning, and coordination with other events.

o

Users that are classified as Use Groups 3 through 6 must submit requests at least 60 days prior to the event.

o

Requests submitted by Users that include the use of recreational Equipment (such as a Moon Bounce) must be submitted at least 60 days from the event to ensure that adequate insurance coverage is procured in time for the event. The cost of the insurance will be passed on to the User Organization and must be paid in advance. Special event insurance costs are in addition to any applicable Room Fees and/or Usage Fees. If the User Organization cannot afford the

Pender United Methodist Church Church Buildings, Equipment and Grounds Use Policy

required insurance, then an alternative form of recreation that does not require additional insurance can be requested.

o

Cancellations or modifications by a User to any requests shall be made via the Church Office as far in advance as possible, and a written confirmation from the Organization Coordinator for the cancellation must be submitted within five days of the verbal notification to the Church Office.

o

See Section 5.0 - Building Use Fees and Room/Resource Availability for additional requirements for cancellations to avoid loss of the security deposit.

Based on the resources requested and assigned Use Group, the Church Office will tabulate Room Fees and Usage Fees using the fees shown in the Building Use Fee Schedules found in Appendix C. The need for additional insurance coverage for certain events will be identified by the Church Office at this time.

The Office Staff will ensure that the User Coordinator has read The Policy and also has read and understands the Child Protection Policy. Additionally, the User Coordinator will ensure other participants of the User Organization understand and comply with both policies. If necessary, a copy of these policies will be provided to the User Coordinator by the Office Staff.

Applicable fees must be paid at the time of approval to the PUMC Office. Unlike previous practice, Custodial Contractor fees will no longer be paid directly to the Custodial Contractor.

If there is a question or disagreement about which Use Group is applicable for the activity, the Senior Pastor or the Chair of the Trustees will determine which Use Group is applicable. The Senior Pastor or Chair of the Trustees may be contacted via email or phone, and their reply to the query can be verbal or by email to allow a timely answer. It would be rare that any request will need further discussion and thereby be a subject of discussion at a Trustee meeting, assuming The Policy and objectiveness by the Senior Pastor or Chair of the Trustees is acceptable – as anticipated.

For activities not easily defined within The Policy, or for major events that exceed the scope of The Policy, the Organization Coordinator must submit a

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Pender United Methodist Church Church Buildings, Equipment and Grounds Use Policy

detailed plan to the Trustees to explain the purpose, requested resources, and proposed schedule. The amount of the fees shall be determined by the Trustees using the Building Use Fee Schedule as a guide. An example of this situation is The PUMC Centennial Events, or the use of the Church for another church service not normally sponsored by PUMC. In the latter case, a Special Building Use Agreement will be necessary which will be drafted using this Policy as a guide and will be specific to the User Organization and proposed activities. For such major special events, requests should be submitted to the Church Office at least 6 months in advance.

The Office Staff will notify the Custodial Contractor of the forthcoming requirement of any set up, special cleaning, or restoration of room(s) requested. The Custodial Contractor will review the request and inform the Church Office of any special issues or additional charges. The amount of any additional charges will be determined through coordination of the Office Staff, Organization Coordinator, and Custodial Contractor.

The Custodial Contractor will perform the requested services as specified on the Resource Request Form, to include set up, restoration, and clean up which is beyond the courtesy self set up and clean up responsibilities of the User Organization.

∑ The Custodial Contractor will perform the requested services as specified on the Resource Request Form

The User shall set up the room or the resource according to their specific needs. For example, the User can set up posters or balloons for an indoor party, or outdoor recreational equipment, tent and decorations for an outdoor event. The User shall restore the room to its original configuration (such as moving classroom chairs and tables back to the configuration found upon using the room), put items away in cabinets, dispose of drink cans/cups and remove coffee cups. Additionally, the User shall remove rubbish and dispose of in the trash containers in back of the Outreach Center. Larger scale setup or restoration such as what may be done in the Fellowship Hall may be completed by the Custodial Contractor.

Any additional cleaning beyond the scope of the agreement after the event will be documented and the appropriate User Organization will be notified and pay the Church Office who will, in turn, pay the Custodial Contractor for the extra amount. The Security Deposit may be used to pay this extra amount. Extra un-anticipated cleaning is highly discouraged due to the tight working schedule of the Custodial Contractor who may not be readily available to conduct unplanned cleaning due to pending activities.

Pender United Methodist Church Church Buildings, Equipment and Grounds Use Policy

The Office Staff will notify the Organization Coordinator of their non- compliance with the Policy and Building Use Agreement so they can resolve the issue. Any problems not resolved are grounds for denying the User Organization from using the Church Building, Equipment, or Grounds. If the problem or disagreement is not resolved satisfactorily, the Office Staff will report the situation to the Trustees and/or Senior Pastor for their review and action.

See Section 5.0 - Building Use Fees and Room/Resource Availability for additional conditions and availability of use of rooms/resources.

Pender United Methodist Church Church Buildings, Equipment and Grounds Use Policy

General

Rules

for

Cleanliness

Behavior,

General Conduct

Conduct,

Security

and

All Users of the PUMC Facilities must remember the reverence and respect required of the Church. As such, Users will behave in a Christ- like Manner at all times while in the Church facilities or while using its resources. Any violation of this behavior is reason for immediate termination of the User Organization’s Building Use Agreement. Acceptable General Conduct includes but is not limited to;

 

o

No rough housing or horseplay is permitted.

o

For those events that include children;

 

Parental control is required for all children.

If the event is for children and many children are expected to attend, then a minimum of two adults will be on hand to supervise the children. Additional children and the children’s maturity and behavior will dictate if more adults are needed to attend and supervise the safety and behavior of the children. If the children’s behavior is not acceptable (due to unsafe behavior, disruptiveness, etc.) and the adults do not adequately control the children, PUMC has the right to terminate the User Organization’s Building Use Agreement.

Smoking and use of tobacco products is not permitted in the Church Building and within 50 feet of the Church Building. Smoking and use of tobacco products is not permitted in the Outreach Center or within 50 feet of the Outreach Center.

Consumption and open containers of alcoholic beverages, illegal drug use or possession of any kind, gambling, or the use of un-Christian media (including electronic media) are prohibited on Church property.

No candles or open flames are permitted inside the Church Building unless specifically approved in advance by the Ministerial Staff and/or Chair of the Trustees. However, altar candles and unity candles are acceptable for use during a worship service. Usage of candles for

Pender United Methodist Church Church Buildings, Equipment and Grounds Use Policy

other than regular worship services must be specially requested in the Resource Request Form.

User Organizations are responsible for ensuring all their members comply with this Policy, and the Organization Coordinator is expected to be present during the meeting/activity to ensure full compliance with The Policy.

Meetings will terminate by 9:30 PM Monday – Friday (unless arranged for in advance on the Resource Request Form) so there is time to lock/secure the Building, and for the Custodial Contractor to work which is often done late at night.

Generally meetings and activities (except weddings and funerals) will not be scheduled after 4:00 PM on Saturday so that the Building may be prepared for Sunday use.

Security

Like many facilities, PUMC has been subject to those who have malicious intent intending to do the Church harm. PUMC intends to keep an open door policy as much as reasonably possible while maintaining a balance of monitoring secure access by members and Users. User Organizations have the responsibility to ensure that their events are safe for their members, that other members and Users are not harmed or threatened, and that no damage is caused to the Church. As such, the following rules apply;

The security and safe usage of the Church and its resources is the responsibility of ALL User Organizations. During arrival periods of participants of the event, the User Organization shall appoint one or more greeter(s) at the door(s) who will monitor the entry to ensure only authorized participants enter, and to ensure they can easily find their event. After all participants arrive or if the greeter must leave the door unguarded, the door(s) shall be locked/secured to prevent entry by unauthorized persons.

The User Organization will ensure that all members of their Group are contained within the agreed upon area for their event, and that members do not visit other parts of the Church. This will help ensure controlled access to Church resources, and that other Users of the Church are not disturbed during their events.

The User Organization may open internal doors and windows for additional ventilation during seasonal weather but not during very cold

Pender United Methodist Church Church Buildings, Equipment and Grounds Use Policy

or very hot weather. Users must close and secure all doors and windows upon completion of their event. Additionally, the User Organization must ensure all lights are turned off in the areas they have used and that all external doors are locked when they depart. When departing, the User Organization will survey the Church to ensure all doors and windows are locked, lights turned off, and ventilation system is turned down to save energy. If another User Organization is still in the Church then they may assume security and lock up responsibility if they explicitly accept this responsibility from the other User Organization.

The Church Buildings shall be kept locked when not in use.

 

The Office

Staff may temporarily

issue

a

key card

to

the

User

representative for access of their organizational members for the event, but the key shall be returned shortly after the conclusion of the event.

Cleanliness and Order

User Organizations are expected to maintain the cleanliness and order of PUMC during and after their use. The following measures shall be adhered to;

All Users of the Church are expected to return the resources to the same level of cleanliness or function as how they received it, unless other instructions have been given by the Church Office (which shall be noted on the Resource Request Form). Classrooms are normally set up for Sunday School use and any tables and chairs that are moved shall be placed where they were originally found. Furnishing shall not be moved from one room to another unless specifically requested and approved on the Resource Request Form .

All Users of the Church

kitchen on the main floor comply with the

posted instructions for use of the kitchen equipment and the User is responsible for leaving the kitchen in a clean and orderly fashion. Kitchen counters and cabinets shall be cleaned, leftover food shall be removed from the premises and trash shall be taken to the outside

trash containers.

All Users of the kitchen or who serve food or beverages shall provide their own dish towels, napkins, table coverings, utensils, paper plates, food and drink, and not use those belonging to the Church or another User Organization.

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Pender United Methodist Church Church Buildings, Equipment and Grounds Use Policy

Use Groups 3 through 6 are not permitted to store items on Church property, unless specifically approved by the Trustees in writing.

Damage and Liabilities

All Users assume full responsibility for any damage that may result from the use of facilities of the Church.

Creating holes in walls or ceilings, or punching or drilling holes in the parking lot, sidewalk, or movement of soil/dirt in the outside area, or cutting of shrubs and trees is considered damage to the Church facilities and will not be tolerated. The Organization Coordinator shall report any damage and the User Organization shall pay for the repair and restoration of the damage. Damage to Church property shall also be cause for termination of the Building Use Agreement.

Use Groups 4 through 6 shall provide a Certificate of Insurance to the Church Office no later than five (5) days prior to the use of the facility.

Abuse of Church property or violations of the general rules of conduct shall be grounds for denial of continued use, and if necessary – immediate termination of a Building Use Agreement.

By signing the Resource Request Form , User Organizations agree to assume legal liability for injury or damage to the persons or property of the User Organization and other User Organizations caused by their members, or the equipment they own and use. The User Organization members agree to hold PUMC harmless in the event of any injury or damage.

User Organizations are fully responsible for the care and protection of minors attending or participating in the User Organization’s activity. The Church is not responsible for the care and safety of minors attending the User Organization’s event. The User Organization shall ensure compliance with the PUMC Child Protection Policy by all members of the User Organization.

Pender United Methodist Church Church Buildings, Equipment and Grounds Use Policy

Building Use Fees and Room/Resource Availability

Building

use

fees are

based on

the level

and type of resources

used, duration,

and/or frequency of the event, and the User Organization’s assigned Use Group. The usage fees reflected in Appendix C do not directly correspond to the cost of cleaning and set up. Costs and associated fees are based on set up, clean up, type of use, and room size, and apply to a single event. Multiple events running concurrently or back to back by the same Organization will be charged as multiple events.

Core Church activities (Use Groups 1 and 2) pay no use fees, whereas community groups pay use fees. Additionally, an extra ‘level of effort’ fee may be charged to a User Organization for those activities requiring a greater amount of set up, cleaning or restoration, as would normally be required. Additionally, each User Organization is expected to conduct their own basic self set up, clean up and restoration regardless of whether they pay a use fee or not. The basic self set up, clean up, and restoration performed by the User is simply the courtesy of cleaning up coffee cups, moving classroom chairs and tables back to their correct locations, wiping white boards clean, and similar activities. This level of setup and cleanup is explained in Section 4.3. Cleanliness and Order.

The Church has established three types of fees that apply to some User Groups:

Security Deposit – To secure reservation of the room(s) requested, and to cover the repair of damage to the facility and/or extraordinary cleaning.

Room Fee – For wear and tear on the facility or property, and to offset utility costs.

Usage

Fee – For the set-up, clean up, and resetting of the facility, and to

compensate the Custodial Contractor. The Usage Fee does not include courtesy self set up and clean up required of the User.

The security deposit shall be due upon approval of the Building Use Request. The security deposit is required to secure reservation of the room(s) requested, and shall be held in case there is damage to the facility and/or extraordinary cleaning. If there is damage to the facility, or the event is cancelled by the User Organization within 7 days before the event (except if cancellation is due to the Church being closed or another event takes priority over the request), the security deposit may be retained by PUMC. The Church reserves the right to charge fees above the security deposit if the damage and/or cleaning required exceed the amount of the security deposit.

Pender United Methodist Church Church Buildings, Equipment and Grounds Use Policy

It is suggested that the security deposit be paid by separate check. The check will remain un-cashed so that it can be returned to the User Organization upon completion of the event, provided it is not retained for the reasons outlined above.

Rooms not listed in the fee schedule (basement, youth room, choir room, Pender Hill Preschool rooms, infant and toddler nurseries, library, others) are not available except upon special request and approval of the use of the room(s) by the ministry responsible for the room(s). Fees for these rooms shall be determined based on the specific request.

Furnishings in the sanctuary (including pulpit, lectern, altar rails, altar, bell tables, choir loft chairs, etc.) shall not be moved without the approval of the Senior Pastor or Director of Music Ministry as applicable. Sanctuary furnishings shall only be moved by the Church, not the User. If any of these furnishings need to be moved, the Building Use Request shall include a description of which furnishings are to be moved. Approval may be approved and a separate fee may be required and determined at the time of request approval.

Musical instruments (sanctuary organ, all pianos, all Church-owned instruments, and instruments owned by individuals and used for PUMC worship services) are not for use unless specifically requested on the Resource Request Form and approved by the Director of Music Ministry. In some cases the use of Church musical instruments may be approved but require the services of a Church instrumentalist for a fee to be determined based on the specific request.

No Group may use the Church audio-visual systems without specific approval. Requests to use Church audio-visual equipment shall be requested on the Resource Request Form. In some cases approval of the use a Church audio-visual system may be contingent upon the equipment being operated by a member of the Audio- Visual group for a fee to be determined based on the specific request.

The Senior Pastor has the right to set a maximum fee for events using multiple rooms/facilities.

The Senior Pastor and/or Chair of the Trustees may override the Building Use Policy requirements when he/she determines it is in the best interest of the Church.

For a full list of fees, see Appendix C – Building Use Fee Schedule.

Pender United Methodist Church Church Buildings, Equipment and Grounds Use Policy

Appendix A – RESOURCE REQUEST FORM

See Separate Form

Pender United Methodist Church Church Buildings, Equipment and Grounds Use Policy

A ppendix B – USER GROUPS

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Pender United Methodist Church Church Buildings, Equipment and Grounds Use Policy

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Pender United Methodist Church Church Buildings, Equipment and Grounds Use Policy

Pender United Methodist Church Church Buildings, Equipment and Grounds Use Policy

Appendix C - BUILDING USE FEE SCHEDULE 2

 

GROUPS 1, 2

GROUP 4 4

GROUP 5

GROUP 6

& 3 3

PUMC

Community

Outside

PUMC &

Sponsored

Support &

Organizatio

District/Conf.

Groups

Outreach

ns &

/ UMC Groups

Members 5

RESOURCE

Roo

Usag

Roo

Usag

Roo

Usag

Roo

Usag

m

e

m

e

m

e

m

e

Security Deposit 5

 

$250

$250

$250

Single Classroom

$50

$75

$75

$75

$10

$75

Double Classroom

No Charge

$75

$100

$10

$100

$12

$100

Parlor

$50

$50

$75

$50

$10

$50

Fellowship Hall

$150

$150

$25

$150

$35

$150

Move Common Ground Stage & Equip In & Out 6

$350

$350

$350

$350

Kitchen

 

$200

$150

$25

$150

$35

$150

0

0

Sanctuary 7

$200

$150

$30

$150

$40

$150

No Charge

0

0

Chapel 7

$50

$50

$10

$50

$15

$50

0

0

Grounds/Parking

$100

$50

$15

$100

$20

$150

Lot 8

0

0

2 Other fees may apply for additional insurance coverage costs associated with certain activities such as a moon bounce (applies to all Use Groups).

3 Groups 3-6 - Users for weddings shall pay wedding fees found in the Pender Wedding Policy which are not included in the fee schedule.

4 On an annual basis Group 4 organizations shall specify the rooms needed for regular meetings on the Resource Request Form. Fees listed for Group 4 above shall be treated as annual fees for regular meetings. However, for special events (ex: Pinewood Derby) a separate per use fee shall be charged using the Group 4 fees listed above. In addition, Sanctuary, Chapel, Grounds/Parking Lot Events & Moving Common Ground Equipment and Stage are per use fees (not annual fees). Groups may provide “in-kind” services for the Church in lieu of fees stated via written request to the Trustees specifying the services and proposed approximate dates on an annual basis. The Trustees may approve some or all of the requested in-kind services on an annual basis.

5 For small events, the PUMC Church Administrative or Senior Pastor may waive the security deposit.

6 Common Ground equipment and stage will only be moved by members of the Common Ground Staff.

7 Only spiritual activities such as weddings will be approved for the sanctuary and/or chapel for Use Groups 4 through 6.

Pender United Methodist Church Church Buildings, Equipment and Grounds Use Policy

Appendix D - RECORD OF CHANGES AND REVIEW

Date of Change/Review

Summary of Change

February 1, 2011

Policy approved by PUMC Trustees

February 16, 2011

Approved by Church Council

   
   
   
   

8 Only non-penetrating stakes shall be used in the parking lot. Request of recreational

equipment must be specifically outlined and approved prior to use. Footnote 1 for additional insurance requirements.

In addition, see