Policy for Use of Buildings and Facilities

Click here to download the entire pdf packet of information referenced below including the Policy for Use of Buidings and Facilities, the Application for Use of Facilities, and the Waiver of Liability and Hold Harmless Agreement.

Governing Principles

• Mindful of the Christian commitment to serve, this policy is in compliance with and supplements the Discipline of the United Methodist Church and the mission of Saint Mark United Methodist Church, which is Called and unified by God's grace, we are a grateful and diverse congregation of believers. From our contemporary urban setting strengthened by community, worship and study, we humbly strive to emulate the life of Christ. Sustained and empowered by our Christian faith, we go into the world to make a difference, joyfully serving all of God's creation.
• The Church, through its Senior Pastor and Trustees, reserves the right to make final determinations as to whether a group may use Church buildings, facilities or equipment.
• Any group or individual (using the buildings, facilities or equipment of Saint Mark) found to be in violation of these guidelines or found to be in conflict with the purposes and/or mission of Saint Mark may have those usage privileges revoked.
• Use of the buildings, facilities and equipment results in expense to the Church. This policy details fees that will be used to defray this expense.
• The Church reserves the right to have a Saint Mark representative at any meeting or event on the premises.
• Fees collected for the use of Church buildings, facilities and equipment will be used to defray operations expenses at Saint Mark.
• A separate Wedding Policy governing the use of facilities for weddings is available here.

Use of the Church buildings, facilities and equipment in order of priority

• Category 1 - Saint Mark United Methodist Church groups using the facilities as part of the ministry of the Church. This would include groups, work areas and committees sponsored by the various Ministries of Saint Mark and/or the Administrative Council.
• Category 2 - Other United Methodist groups outside of Saint Mark's immediate congregation, if availability permits.
• Category 3 - Outside service, educational and charitable groups under the auspices of a Saint Mark ministry.
• Category 4 - Church members
• Category 5 - Independent outside social, civic, service, educational and charitable groups or individuals.

Policies and Provisions

Requests for meeting or activity space

• All requests for facility use must be made through the Church office. The office is open 9 a.m. to 5 p.m. Monday through Friday.
• All requests should be made on the attached application. This application can completed and submitted online www.stmarkumc.org/events/spaceeventform.html or printed and submitted to the church office. A confirmation email will be sent if your request to use the facilities is honored.
• All requests must include a description and schedule of the planned activities.
• Each request must include the name of the Saint Mark leader agreeing to sponsor the facility request. Additionally, the request must identify the adult personally responsible for the request to be considered the Group Leader. That person must be with the group at ALL times when the facility is in use.
• Requests from Group 1 (identified above) can be approved by the Church office. Requests from Groups 2 through 5 must be approved by the Senior Pastor or Trustees.
• The date and facilities to be used are entered on the building use calendar, including the use of the kitchen.

Requests for special equipment or facilities

• 1. Kitchen
  • a. All use of kitchen facilities must follow kitchen use guidelines (need one page guidelines for kitchen use)
  • b. Use of kitchen facilities does not include the services of the Saint Mark cook.
  • c. Outside groups utilizing the kitchen are expected to bring all food for their meeting or activity; Saint Mark food stores are not to be used.
  • d. Casual use of equipment and supplies is not allowed.
  • e. Facilities must be cleaned and the kitchen returned to the condition in which it was found.
  • f. Due to the cost of coffee and paper products (including plates, cups and table coverings) the groups using the facility should provide or pay for the cost of materials used.
• 2. Audio/visual equipment must be requested as part of the facility use application to the Church Office. The Church Office will coordinate with the Audio / Visual Committee, if required.
• 3. Approval, in writing by the Director of Fine Arts, is required for use of the organs, pianos or other musical equipment. The Director of Fine Arts shall determine the appropriate fee for such use, including any special maintenance and in consideration of appropriate insurance against damage.

Restrictions

• 1. NO SMOKING IS ALLOWED IN THE CHURCH BUILDINGS.
• 2. NO ALCOHOLIC BEVERAGES ARE PERMITTED IN THE BUILDINGS OR ON THE PREMISES.
• 3. No furnishings or equipment shall be borrowed or removed from the buildings or the grounds without approval of the business administrator.
• 4. No Church property will be used for personal business or any political purposes.
• 5. Animals are not permitted unless they are service animals used in aiding an individual or when approved by the Board of Trustees; for example, blessing of the animals takes place in the Sanctuary.
• 6. Certain rooms, facilities and equipment are not available; e.g., offices, copiers, computers.
• 7. Groups may only use rooms, facilities and equipment for which they have applied and been approved.
• 8. The Sanctuary/Chapel facilities are to be used for the worship of God. Use for any purposes other than religious ceremonies and meetings for the purpose of carrying on the business of the Church must be approved by the Senior Pastor or Board of Trustees.

Liabilities and Proof of Insurance

• 1. Damage to the buildings or facilities and broken or missing equipment will be the responsibility of the group using the facilities.
• 2. Insurance:
  • a. Saint Mark UMC is not responsible for accidents, injuries or loss of personal property in connection with any of its facilities. Depending upon the risk factor of the facility use activity, Saint Mark will require liability insurance in an amount of one million dollars. Certificate of insurance must be submitted with application for all events requiring liability insurance. Insurance must list Saint Mark UMC as "additional insured endorsement" for up to one million dollars for specific locations and dates of the event."
  • b. Exceptions can be made on approval of the Board of Trustees to accept a signed waiver (see the attached "Waiver of Liability and Hold Harmless Agreement") of liability by groups or individuals desiring to utilize the facilities.
• 3. All groups requesting use of facilities must provide proof of non-profit status.

Environmental Requirements

1. 1. Groups using the buildings are responsible for turning off the lights and removing trash to the dumpster.
2. 2. Heating and cooling controls are preset and should not be disturbed or adjusted.
3. 3. All furnishings and equipment should be returned to their proper place before leaving the building. This includes chairs, tables, kitchen equipment and audio / visual aids. This may require custodial services.
4. 4. At the conclusion of any activity, all food and personal items must be removed.

Security

1. 1. The designated group lead must agree to and support all Saint Mark security practices in force at the time of use of the facility.
2. 2. Unlocking and locking the doors are the responsibility of the group lead (the individual identified on the use request as group lead). At no time should exterior doors be left ajar compromising the security of the buildings. In addition, the group lead should not admit anyone other than those known to be a member of their group. Group leads knowingly doing so may risk having their group's use of the facilities forfeited by such actions.
3. 3. The group lead on the use request is expected to be responsible for making sure all persons exit the premises and that the Church premises are secure.

Fees

One-time Use

1. 1. Fees for one-time use of the facilities by Groups 2-5 are on a half-day basis. For an entire day event fees should be doubled. With approval of the Board of Trustees these fees may be waived.
   1. Sanctuary $200
   2. Chapel $100
   3. Wade Hall $100
   4. Kitchen $ 50
   5. Parlor $ 50
   6. Multi-purpose room $ 75
   7. Choir or Hand bell room $ 75
   8. Classroom $ 50
   9. Large groups (e.g., Youth Groups) staying on the floor in the gym will be charged $7.00 per person per night.
   10. Other special situations will be assessed on a case-by-case basis.
   11. A custodial services fee of $50 will also be assessed for all facility uses.
2. 2. Additionally there is a refundable security deposit of $100 required at the time of any use request.

Ongoing regular Use

1. 1. Regular ongoing use of facilities may also be scheduled by groups in Categories 2-5. Fees will be on a monthly basis and final cost determined based by frequency of use. Suggested basic monthly fees below would cover use and custodial service. With approval of the Board of Trustees these fees may be waived.
   1. Sanctuary $200
   2. Chapel $100
   3. Wade Hall $100
   4. Kitchen $ 75
   5. Parlor $ 75
   6. Multi-purpose room $ 75
   7. Choir or Handbell room $ 75
   8. Classroom $ 50
   9. Other special situations will be assessed on a case-by-case basis; e.g., fine arts groups
2. 2. Additionally there is a refundable security deposit of $100 required at the time ongoing use is arranged.