|
|
|
|
FIRST PRESBYTERIAN CHURCH FACILITIES POLICIES, PROCEDURES AND FEES
APPROVED BY TRUSTEES - July 16, 2007 ADOPTED BY SESSION – July 25, 2007 This document supersedes and replaces all previous facility use documents including but not limited to the following: - Facilities Use Fee Schedule, dated February, 1997 - Building Use Fee Schedule, dated February, 2002 - Use, Opening & Closing of Fellowship Hall, dated February, 2002 - Lighthouse Policy, undated And refers to the following documents:
PURPOSE The purpose of this document is to consolidate the many related facilities documents into a more concise set of guidelines for the church facilities. AREAS OF USE RESPONSIBILITY In general all property of the church is the responsibility of the Board of Trustees; however, use responsibility in some areas involves other groups. Where a group and an individual are indicated, they will decide who will take the lead responsibility and report the decision to the Board of Trustees and the church office. - Sanctuary Worship Ministry Team - Fellowship hall Sponsoring Ministry Team or Facilities Committee
- Offices & Common Areas Facilities Committee - Class Rooms Christian Ed Ministry Team / Director of CE
- Grounds Facilities Committee Note: All physical changes to any of the church facilities must by approved by the board of Trustees through the Facilities Committee. PROCEDURES
GENERAL TO ALL AREAS 1. To schedule an area of the church facilities make a written request to the church office. The office will then check the calendar and secure the required permission for the function being considered. The office will then reply to the request in writing. Some groups have an established meeting date but confirming the date in advance is suggested. 2. A member of the church must sponsor a use by any outside group, take responsibility to secure a key and be present to open and close the building as noted below. Any exception to this requirement must be approved by Session. 3. Guests are required to remain in the area(s) of the building they have been approved to use. 4. No smoking is allowed in any part of any church facility. 5. No alcoholic beverages will be allowed on any church property. 6. Serving of food and drink must be approved at the time the use is approved and must remain in the kitchen and fellowship hall. 7. Sponsoring adults are expected to assure there is no running or rough play inside the church buildings. 8. Damage to the church or contents must be reported to the Board of Trustees. Repairs or replacement will then be made by the Trustees and the actual cost billed to the group responsible. 9. Checklist for closing the buildings (A detailed procedure is posted in each area) · Close all windows. · Close and lock all doors. (To lock turn the hex key Counter-Clockwise. To unlock in the open position turn the hex key Clockwise. Do not over tighten the set screw) · Vacuum the carpeting if necessary. · Clean the kitchen thoroughly if used. · Turn off ALL lights and fans including the restrooms. · In warm weather: Turn OFF the air conditioning switch located high on the wall to the right of the door in the men’s restroom and put the plunger in the OFF (UP) position on the thermostat in the Fellowship Hall and in the classroom area. In the lighthouse return the programmable thermostat to “normal” program. · In cold weather: Put the plunger in the OFF (UP) position on the thermostat in the Fellowship Hall and in the classroom area. In the lighthouse return the programmable thermostat to “normal” program. · Any tables and chairs moved must be returned to their original position. · All trash is to be bagged in plastic trash bags. When liquids, coffee grounds, fruits, or other moist garbage is created, double-bagging is requested. During daytime use of the facilities, all bagged trash is to be removed to the dumpster by the user. The key to the dumpster is a #2 key and available in the office. If there are safety or security issues in taking the trash to the dumpster after dark or operating hours of the church, the trash should be placed on the landing by the exit leading to the parking lot. 10. If the area used is not cleaned and the closing checklist not followed, the work will be completed by church personnel. The cost will be deducted from the security deposit or billed to the using group or individual and the sponsoring member advised. 11. The security deposit is required for first time users; however it may be waived by the Facilities Committee for groups having a favorable rental history with the church. SANCTUARY
FELLOWSHIP HALL
7. All trash is to be bagged in plastic trash bags. When liquids, coffee grounds, fruits, or other moist garbage is created, double-bagging is requested. During daytime use of the facilities, all bagged trash is to be removed to the dumpster by the user. The key to the dumpster is a #2 key available in the office. If there are
safety or security issues in taking the trash to the dumpster after dark or operating hours of the church, the trash should be placed on the landing by the exit leading to the parking lot. 8. Use of Fellowship Hall does not entitle use of the kitchen. Kitchen use must be approved separately. 9. The table storage room is for the storage of table and chairs only and should be kept clear for access. 10. Special approval by the Deacons is necessary to use the large coffee maker in the Fellowship Hall. This approval will include instruction in its use and cleaning. 11.The small coffee makers and carafes in the kitchen may be used with the approval to use Fellowship Hall with the following understanding: a. The using group brings their own coffee and supplies. b. The using group thoroughly cleans all coffee pots, preparation areas, carafes and utensils when finished and returns them to their proper location. c. The using group takes their coffee and supplies with them when they leave. KITCHEN 1. Use of the kitchen must be approved separately from any other area. 2. Any non-church group using the kitchen shall supply all of the food, coffee and paper products required for their function. 3. Use of the refrigerator is permitted during the facilities use with the permission of the Deacons. However, all food and supplies are to be removed and the refrigerator cleaned upon completion of the use of the kitchen. 4. Personal food or table settings shall not be left in the church. 5. All trash is to be bagged in plastic trash bags. When liquids, coffee grounds, fruits, or other moist garbage is created, double-bagging is requested. During daytime use of the facilities, all bagged trash is to be removed to the dumpster by the user. The key to the dumpster is the #2 key and is available in the office. If there are safety or security issues in taking the trash to the dumpster after dark or operating hours of the church, the trash should be placed on the landing by the exit leading to the parking lot. 6. Any church owned towels or washcloths used must be taken home, laundered and returned to the church within five days. 7. If used, the kitchen must be cleaned thoroughly before leaving. 8. The kitchen shall not be used to prepare food to be served elsewhere, unless it is for a church sponsored function. 9. Special approval from the Deacons is necessary to use the dishwasher. This approval, if granted, will include instructions on its use. 10. The closing procedures are posted in the kitchen and attached to this document. OFFICE, LIBRARY & COMMON AREAS
CLASSROOMS
3. All trash is to be bagged in plastic trash bags. When liquids, coffee grounds, fruits, or other moist garbage is created, double-bagging is requested. During daytime use of the facilities, all bagged trash is to be removed to the dumpster by the user. The key to the dumpster is available in the office. If there are safety or security issues in taking the trash to the dumpster after dark or operating hours of the church, the trash should be placed on the landing by the exit leading to the parking lot. LIGHTHOUSE
- Provide your own food and paper supplies. The vending machines are available for your use - Cooking equipment shall not be used unless prior approval is obtained and use instructions are reviewed with the Director of Youth Ministries. Any cooking equipment used must be cleaned before leaving.
- The vacuum cleaner and cleaning materials are found in the closet next to the dehumidifier and in the cabinet under the sink. - Make sure all carpets are vacuumed and tile floors swept. - Wash all dishes and cooking equipment if used. - If board games or video games are used make sure they are put away where they were found. - There is a box for pop cans next to the coat rack. - Please do a final walk through before leaving. 10. If the programmable thermostat has been adjusted for a function, please return to its original setting before leaving. GARAGE/STORAGE
GROUNDS - Facilities
ANY EXCEPTIONS TO THESE POLICIES AND PROCEDURES MUST BE APPROVED BY THE BOARD OF TRUSTEES AND/OR THE SESSION FEE SCHEDULE INTENT It is not the intent of First Presbyterian Church to use its facilities as fund raisers, but to simply cover the cost of its use by the groups benefiting. The Session would like to see the use of its facilities by non-church community groups as part of its local outreach program and to fulfill its mission. GENERAL The following fees include NORMAL custodial services. Additional fees will be charged if clean-up or close-up instructions are not followed or if damage occurs during the use. If an event requires any movement of the wall partitions, the user must notify the office at least 48 hours before the event and the cost for the Sexton to do this work will be an additional charge. The wall partitions MUST not be moved without permission. SECURITY DEPOSIT A security deposits is required for first-time users with no history of renting or using church facilities. The security deposit shall be in the form of a check made payable to First Presbyterian Church. (no cash) The security deposits may be waived if a favorable usage history is established by the using group by: - Following all closing procedures consistently - Preventing any damage to Church Facilities - Returning the used facility to a condition as good as, or better than the condition in which it was received. The security deposit return or retention is the responsibility of the Facilities Committee of the Board of Trustees. Church employees may be authorized by the Facilities Committee to return or retain security deposits. FEES Security Deposit The security deposit is $40.00 Sanctuary Weddings (Also see Wedding Guidelines) - Members, Regular Attenders & No Charge Immediate Relatives of members - Non-Members $200.00 Fellowship Hall Members No Charge Non-Members Without Kitchen privileges $ 50.00 With Kitchen privileges $100.00 Not for profit groups or organizations Some groups may be approved by Session for use at no charge Without Kitchen privileges $ 30.00 With Kitchen privileges $ 50.00 For profit groups or organizations Use fees will be set on a case by case basis by Session NOTES - Use of the kitchen for non-church functions does not include the church supplying coffee, disposable cups, etc. User of any church supplies will be billed to the using group. - Loan or rental of church furniture and kitchen equipment is not permitted.
|