community life center facilities usage policy facilities usage.pdfguidelines for use of community...

ST. MARY’S EPISCOPAL CHURCH

108 West Farriss Avenue High Point, NC 27262 (336) 886-4756 www.stmarysepisc.org

Revised November 2013

COMMUNITY LIFE CENTER Facilities Usage Policy

Our Mission: To worship God, love our neighbors, and spread the word.

I. Purpose – the physical plant of St. Mary’s is a valuable asset, to be used for furthering God’s plan and purpose, as defined in our statement of Mission. Usage of these facilities is routinely scheduled to meet the needs of the various organized ministries of the church.

We open our facilities to other believers and for programs that may supplement the ministries of the church. We also make our facilities available for community activities. We do so to provide a service to the community, and to encourage people to view St. Mary’s as a place where people care.

Long-term usage is reviewed regularly, in light of the needs of church ministries. While every effort will be made to ensure that outside usage will not conflict with the organized programs of St. Mary’s, such conflicts may not always be preventable. We ask ministry leaders to respond to our guests graciously, and where conflicts do occur, adjust their plans appropriately to accommodate others.

The staff of St. Mary’s is responsible for approving building usage, under the terms of this Facilities Usage Policy. All comments and questions should be directed to [email protected] or the church office at 336-886-4756.

II. Policies - The following policies apply to the use of St. Mary’s Episcopal Church facilities:

1. The primary purpose of the church facilities is for the organized ministries of the church. 2. Biblical principles and standards of conduct govern the use of church facilities. Activities

that conflict with the moral or doctrinal position of the church are not permitted. 3. Programs held at St. Mary’s are to be consistent with the values of the church. Church

staff has discretion over the appropriateness of content for such programs. 4. All weddings are scheduled directly through the Pastoral Staff. Weddings are solely

approved for persons who are members of St. Mary’s. Questions about wedding plans and decorum will be handled directly by the Rector or appointed alternate.

5. Funerals or memorial services follow the same policy as listed above for weddings.




6. It is our custom to allow usage by groups which serve our local community, for the purpose of building connections with them. Approval for use of church facilities by outside groups will normally be confined to non-profit groups which are service-oriented or community-type groups. Private clubs, professional groups, political and activist groups will not normally be granted permission to use church facilities even if non-profit. For-profit or other organizations which are commercial in nature will not normally be granted permission to use church facilities. All outside groups which use church facilities must designate a responsible representative.

7. Personal usage by regular attendees of the worship services of St. Mary’s is permitted (for birthday parties, anniversaries, etc.) on a not-to-interfere-basis with other uses.

8. It is not our normal practice to approve personal usage by persons who are not members of St. Mary’s.

9. Event spaces will be reserved on a first-come first-serve basis in accordance with the priorities established herein, with church programs taking precedence in every case. There may be occasions when an activity will need to be relocated to a different room or rescheduled because of an unscheduled service, e.g., memorial or funeral service. Use of church facilities is assigned priority in the following order:

a. Activities which are congregational in nature. b. Activities of groups which are part of the congregation. c. Activities of outside groups which include a member or members of the

congregation. d. Activities of outside groups which have no relation to the congregation.

10. Users of St. Mary’s facilities are to respect our faith. Groups separate from the church which use our facilities should not obstruct or remove from sight any material that expresses our mission or beliefs.

III. Guidelines for Use of Facilities - Requests must be made in writing to the church office, using a Facility Use Request Form. This includes the use of any part of church property, including the van. Acceptance of a request form by St. Mary’s does not constitute approval; every effort is made to evaluate schedule and other impacts promptly, and to determine whether an activity is approved or denied. NOTE: Use of the church van is governed by a separate policy. For liability insurance reasons, van usage is not permitted by groups outside the congregation.




GUIDELINES FOR USE OF

COMMUNITY LIFE CENTER FACILITIES

Requests for use of any and all facilities of St. Mary’s must be made in writing, using a Facility Use Request

Form. This includes the use of any part of church property, including the church van.

Request form is to be submitted to the church office no later than four (4) weeks prior to your event.

The total amount of the security deposit must be paid in full at the time of contract signing.

Date and time of all facility use must be scheduled with the church office for placement on the church calendar. Facilities may be reserved up to a year in advance for church related purposes. Outside groups may reserve space up to a year in advance with a tentative status; at 6 months out, event will be locked in if there are no conflicting parish events (which will take precedence). In the event of a conflict, St. Mary’s Episcopal Church reserves the right to cancel, postpone or move any function if it is anticipated that it will interfere with worship service or any special functions.

Rental fees will apply for any use of church facilities. The balance of the rental fee is due two weeks prior to the event. Failure to pay within the allotted time before the event will result in a loss of funds paid to date and cancellation of the reservation.

Smoking is strictly prohibited in church buildings. Smoking on the premises is only permitted at the designated smoking area outside the lower level entrance. All cigarette butts must be disposed of properly in the receptacle.

Activities that conflict with the moral and doctrinal position of the church will not be permitted. No illegal, illicit, obscene, or demeaning activities are acceptable on church property.

Children shall be under adult supervision at all times, within the approved area of use.

Since many different groups use the church facility, please be respectful of other groups that use the building when you are present.

Members of the using group will not go into areas of the building other than those which this agreement covers. Use of the closest toilet facilities is permitted.

Groups using any area will be responsible for leaving it clean and in the same condition in which it was found. If the space is not left as it was found, an additional fee will be incurred and will be deducted from the security deposit. The fee schedule will apply to all events for proper clean-up upon the conclusion of activities on the premises.

No loitering in the parking areas or grounds before or after an event will be permitted. The premises must be vacated promptly at the conclusion of an event.

All events must conclude by 10:00p.m. due to neighboring residential properties. Exceptions will be made in the event of a wedding reception, at which 11:00p.m. will be the cut-off time.

If the building is not in use when finished with your event, please check that all doors are locked, windows are closed, and lights are off.




Any policies that are not followed will result in forfeiture of security deposit and the Church liaison (if applicable) will have the power to shut down any event if deemed necessary for misuse of property or rules.

If you wish to have the thermostat(s) adjusted during regular church business hours, please let the office know and we will be happy to make the adjustments for you. If your event is after hours, you may call the after hours event line at 884-4739 to request an adjustment. All adjustments will be made remotely by an authorized user.

Moving of any existing furniture must be pre-approved by the church office. All equipment and furnishings that are moved shall be returned to their proper places, following use of space.

The kitchen is used for food service for church and church-sponsored meetings and events. It is not available for use by outside groups without prior permission. Any exceptions will be determined by the church office; however, kitchen use will only be authorized for those events where a St. Mary’s trained kitchen supervisor will be on-site. Such will be subject to availability. Kitchen supervisor will be compensated at $20/hr at the expense of the using group (Groups C and D only). Any such groups will strictly follow the kitchen guidelines set by the church. (Kitchen Guidelines are included in this document)

Displays and indoor decorations should be limited to those that are free standing or can be placed on tables or bulletin boards. No hanging, taping, stapling, tacking, or gluing of any materials on the interior or exterior walls of the buildings will be permitted. For wedding events, no rice, birdseed, glitter, confetti, liquid string, flower petals, etc., or other objects may not be used and/or thrown in or on the premises.

Audio Visual equipment use will only be permitted for those events where a St. Mary’s authorized user will be present. Such will be subject to availability. Audio Visual supervisor will be compensated at $20/hr at the expense of the using group (Groups C and D only).

Any damage to facilities, furnishings, grounds or equipment will be repaired at the expense of the using organization/person. Such expenses will be deducted from the security deposit. Overages above the security deposit will be billed to the responsible party of the group and excesses, if any, will be refunded within two weeks after the conclusion of the event. If no damages are found, the full amount of the security deposit will be refunded.

Accidents affecting persons or property must be reported immediately to the church office.

Parking for all events will be permitted in the designated areas. There are upper and lower lots available at the Community Life Center, and a lot behind the church located on Hillcrest Dr. Security is not provided for those lots, nor is St. Mary’s Church responsible for any losses/damage that may occur from any vehicle parked on church grounds.

An off-duty law enforcement representative will be required for groups over 150 people. The expense will be paid by the person renting the space at a rate of $25 per hour. (Groups C and D only).

Use of recreational items: basketball goals, volleyball nets, and other sporting equipment shall be subject to approval.




SCHEDULE OF FEES

Categories: Group A – Any group or ministry team established by St. Mary’s Episcopal Church that is accountable to one of our ministry areas. Group B – Those external organizations whose mission and vision are closely aligned with St. Mary’s mission, vision, and values, which receive annual support from St. Mary’s through the operating budget. Group C – Those external organizations whose mission and vision are closely aligned with St. Mary’s mission, vision, and values but do not receive annual support from St. Mary’s through the operating budget. (religious based) Group D – Other community organizations whose mission and vision contribute to the strengthening of our neighborhood and High Point community. These organizations must contact the church office for further information.

RENTAL SCHEDULE OF FEES

SECURITY DEPOSIT

(Great Hall)

GREAT HALL RENTAL

AV AND/OR KITCHEN

SECURITY DEPOSIT

AV AND/OR KITCHEN RENTAL

AV AND/OR KITCHEN

TECHNICIAN (When Required)

MEETING ROOMS

GROUP A $300 No Fee No Fee No Fee No Fee No Fee

GROUP B $300 No Fee No Fee No Fee No Fee No Fee

GROUP C $800 Occupancy: 0-75 - $100

76-150 - $200 151-250 - $300 251-Cap - $400

$150 $50/each $20/Hr CR1 - $30 CR2 - $30

CR3a - $20 CR3b - $20 CR4 - $30

GROUP D $800 Occupancy:

0-75 - $250 76-150 - $350 151-250 - $450 251-Cap - $550

$150 $75 $20/Hr CR1 - $45 CR2 - $45

CR3a - $35 CR3b - $35 CR4 - $45

*Events over 150 people will be required to have a security person at the rate of $25/hour. ** Rental fees are per day. *** Additional fee for janitorial service will be added to all events. Please contact Shannon Carter in the church office for further information.




FACILITY USE REQUEST FORM

ACTIVITY INFORMATION Activity: Date(s): (mm/dd/yy) Number of People Expected: Time(s) of Event: Time(s) access required for setup and breakdown: Category of Organization (select one):

_____ Church function _____ Chartered group function (Boy Scouts Troop /Venture Crew) _____ Non-profit organization with church sponsor _____ Church member private function

_____ Non-affiliated, outside the church, For-profit group with church sponsor Rooms(s) Requested: Great Hall Kitchen Chapel Community Room 1 Community Room 2 Community Room 3a

Community Room 3b Community Room 4

Parish Hall Kitchen Sanctuary Basement

Common Room E-101 Lectionary Classroom E-115 E-201 E-205 E-210

Other (Please Specify): __________________________________

Equipment Requested: NOTE: Please write number needed beside each item checked. Round Tables #: Rectangular Tables #: Chairs #: Audio Visual Equipment (specify): If Kitchen Use is Requested Please Specify Needs: serving counter only refrigeration stove & oven dishwasher ice machine place settings linens

GROUP INFORMATION Group/Person Making Request: Responsible Party: Address: Phone: Contact Person for Group (If Other Than Responsible Party): Address: Phone: I have access to the building(s) I will need access to the building(s) AGREEMENT I have read the conditions outlined on the Guidelines for Use of Facility form and agree to abide by same, and to make every effort to ensure that our guests do likewise, if we are permitted the use of these facilities.

Signature of Responsible Party Date




KITCHEN USE GUIDELINES

1. All items (pots, pans, utensils, dishes, cups, etc.) must be washed and put back from where you got them from.

2. All equipment used (combi oven, tilt pan, microwave, etc) must be cleaned.

3. If you use the dishwasher – drain the tank and rinse off all of the screens – then put the dishwasher back together.

4. All surfaces must be wiped down and clean; this includes counters, equipment, sinks rinsed out and food disposed of properly, etc.

5. Sweep the floor, if needed.

6. All trash must be tied up and placed in the trash toters outside the kitchen.

7. Upon your departure, make sure all lights are turned off, serving door is closed, and all doors are locked.

Please treat the kitchen as if it were your own!




WRITTEN RELEASE FORM

FOR USE OF ALL FACILITIES & AGREEMENT ACKNOWLEDGEMENT

___________________________________, hereinafter referred to as user, acknowledges

receipt of and agrees to the attached Facility Use Policies & Guidelines. User agrees to be

responsible for the proper care of St. Mary’s Episcopal Church facilities, and agrees to pay any

damages caused by, or as a result of its use of the facilities. User further agrees that during its

use of the facilities, it will indemnify and exonerate and hold St. Mary’s Episcopal Church

harmless from any and all liability, and from all claims for damage, loss, or injury, to members of

the public, guests, invitees, officers, or employees, or the property of the user, or any other

person, occasioned by, or resulting from the use of the property by the user. Please report any

and all damage to the church office promptly.

Signature: _______________________________________ Date: _________________ Printed Name: __________________________________________________________ Title (if applicable): ______________________________________________________ Address: _______________________________________________________________ City: ____________________________ State: __________ Zip Code: ______________

Home Phone #: ______________________ Work Phone #: ______________________




KEY/CARD AGREEMENT Receipt of keys carries implied responsibility. Should there be any vandalism, theft, or illegal use of premises, the bearer of a key to the facility may be suspect to such activity. Following is a list of rules which must be followed: 1. Lock all doors at the end of the function/meeting period which were found locked at the

beginning of the function/meeting period, if applicable. 2. This key/card must not be loaned to anyone, under any circumstances. 3. This key/card must not be duplicated, altered, or physically damaged. Please do not deface

the card in any fashion or place any identifying information on this card. 4. Temporary Keys must be returned immediately upon function/meeting completion, if the

termination time is during church business hours. If after business hours, the key must be returned the following business day.

5. By possession of this key/card, the carrier agrees to be responsible for the security of the identified facility.

6. All keys/cards are property of St. Mary’s. Keys/cards must be returned upon the conclusion of your official business on the premises.

7. Failure to lock areas at the end of the day could result in the loss of key/card privileges. Loss of a key may necessitate re-keying of an entire building and can be costly. This cost will be charged to the group/individual who has signed for the key.

I have read the above regulations and agree to all stated conditions. _______________________________________________________________________ Representative Signature Date _______________________________________________________________________ Printed Name Group Association & Use Dates and Times _______________________________________________________________________ Address (____)________________________(____)__________________ Phone Number Alternate Phone Number _______________________________________________________________________ St. Mary’s Representative Assigned Card No.




St. Mary’s Episcopal Church THEREFORE BE IT RESOLVED THAT THE VESTRY OF ST. MARY’S CHURCH COMMENDS THIS WHOLE DOCUMENT TO THE PARISH FOR STUDY;

AND BE IT FURTHER RESOLVED THAT THE FOLLOWING GUIDELINES ARE HEREBY ADOPTED TO EXPRESS BY POSITIVE EXAMPLE OUR BELIEF THAT THE STEWARDSHIP OF OUR BODIES AND OF CREATION CALLS US TO SOBRIETY WHETHER BY MODERATION OR ABSTINENCE AND THEREFORE AT GATHERINGS ON THE GROUNDS OF ST. MARY’S CHURCH ALCOHOLIC BEVERAGES WILL ONLY BE USED IN THE FOLLOWING WAYS SO AS TO PROVIDE FOR THE CHOICE OF THE TWO FORMS OF SOBRIETY, MODERATION OR ABSTINENCE. The serving and consumption of champagne, wine, or beer will be permitted in designated locations under the conditions and procedures described below. No liquor is permitted.

1. At any function where alcoholic beverages are to be served, a sufficient quantity of food and non-alcoholic beverages shall be available, and the beverages clearly labeled. 2. For any event at which alcoholic beverages will be served, a parishioner must be

designated “sponsor.” This person will assume responsibility for direct supervision of the serving and consumption of alcoholic beverages (including its responsible and sober use) throughout the event and will seek prior approval to serve alcoholic beverages from the Rector and Sr. Warden at least ten days prior to the event. The Rector and Sr. Warden reserve the right to deny any application within their sole discretion.

3. For non parish events, sponsors or persons designated by the sponsor shall be

present at and supervise the service of all alcoholic beverages. Persons designated can include a professional bartender.

4. Serving and consumption of beer, wine, or champagne shall not occur for more than

two hours and will be permitted only in the designated areas approved. All events shall end by 10:00 p.m.

5. All applicable federal, state, and local laws will be obeyed, including those governing

the serving of alcoholic beverages to minors and intoxicated persons, as well as laws governing the sale of alcoholic beverages. Those responsible for overseeing the serving of alcoholic beverages will be familiar with these laws.

6. This policy will be distributed to anyone responsible for any functions in which

alcoholic beverages will be served. Receipt of these guidelines will be acknowledged by signature and returned to the church.




SPONSOR AGREEMENT

I have read and acknowledge my responsibilities and duties according to the above guidelines for the serving and consumption of alcoholic beverages, and by signing agree to abide by and assume responsibilities set forth under these guidelines. ________________________________ __________________________ Sponsor Signature Date ________________________________ Sponsor Printed Name ________________________________ __________________________ Rector Signature Date ________________________________ __________________________ Senior Warden Signature Date




APPLICATION TO SERVE ALCOHOLIC BEVERAGES AT

SAINT MARY’S EPISCOPAL CHURCH

Sponsor: Name: __________________________________________ Address: ________________________________________ _________________________________________ Phone: _________________________________________ Date and Times of event: _____________________________________ Location: _________________________________________________ Purpose of event: ___________________________________________ Number of people anticipated: ________________________________ Alcoholic beverages to be served: ______________________________ Non-alcoholic beverages to be served: __________________________ Food to be served: __________________________________________ *** An additional security deposit will be required for all events with alcohol. A certificate of liability insurance showing liquor liability and St. Mary’s as an additional insured will be required. No exception.

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