Polices and Guidelines Governing the Use of Facilities

 

Introduction, Policy Convention and Policy Authority

 

Introduction

The purpose of these policies are to establish the guidelines governing the use of     the facilities of Community United Methodist Church (CUMC) and the management of systems and processes related to facility use.

Definitions and Policy Conventions

The policies, practices and procedures contained herein apply to all facility users regardless of their affiliation with the church.

 

The words “will” or “shall” are understood to be mandatory in nature, and the words “may” or “should” as permissive in nature.

 

“CUMC, the Church or church” means Community United Methodist Church, a nonprofit under the umbrella of the Mountain Sky Conference of the United Methodist Church.

 

“Book of Discipline” or “Discipline” (when capitalized, regardless of italicization refers the to current version of the United Methodist Book of Discipline, the official polity of the United Methodist Church.

 

“Trustees” refer to the individuals established by the Discipline. 

 

“Facilities, “Church Facilities” and “Building (s)” (regardless of capitalization) refers to all real property, including fixtures, and equipment defined as real property, and church personal property under management by Trustees.

 

“User” means any individual, group, or organization that used the Facilities.  In the case of a corporate entity, it may also refer to its authorized agent of representative.

 

“Inurement” means enriching a church leader, such as a member or church board member.

 

“Enriching” means the church is providing a benefit, good, or service, for less than its fair market value to someone or the church is paying more than fair market value for a benefit, good, or service that it buys.  For example, in the context of this policy, inurement occurs when the church allows a church leader to use the churches facilities for personal use that the leader pays less than fair rental value for the facility or portion of the facility.

 

“Private Benefit” is the same as increment except the entity benefitting from the arrangement is not a church leader but a third-party organization or individual, such as a member of the community or for-profit corporation.

 

Policy Authority

The policies, practices and procedures apply to all facility users regardless of their affiliation with the church.  These policies are established by the Single Board as Trustees consistent with its authority granted by Discipline, 2017 edition, paragraph 2533.

Consistent with the Discipline, no church facility use can occur without the consent of the Pastor.  With respect to this policy, the Pastor consents to the action of the Administrative Assistant and/or the action of the Chair of Trustees.  The Pastor shall have the authority to override the approval of the Trustees or the Administrative Assistant under provision of paragraph 2533.1 of the Book of Discipline.

Mission and Purpose

The Mission Statement set forth in the Discipline will guide the decision-making process for all uses of the facilities of CUMC.

The Pastor will be the final authority for determining how specific actives under the scope of this policy align with the mission.

 

 

Facility Use Categories and Priorities

 

Groups and Activities using CUMC Facilities

The following categories are intended to cover most activities and uses of CUMC facilities.Examples given are meant to be illustrative only.  The particular circumstances

of each activity, meeting, ministry or program will be considered in determining its category.

 

Internal - An internal activity, meeting ministry or program is one organized by staff, church leaders, or other designated persons that is part of the regular program of mission and ministry of CUMC and relate to its formal governance bodies.  Examples: worship services, Bible studies, church committee meetings, church rummage sales, church recreation events, worship for the purpose of weddings and funerals.

 

Partner Ministry - A Partner Ministry activity, meeting or program is one that is not related to the formal governance bodies of CUMC that is determined significantly to support or complement the mission to the event that CUMC will work tighter with the User to organize, promote, fund, and/or operate the activity, meeting or program is it is an arm or aspect of CUMC ministries,  Examples - AA, NA, Counseling, Boy Scouts

 

External Ministry - An External Ministry activity, meeting, event or program is one that does not qualify as in Internal or Partner Ministry activity, but otherwise further CUMC’s religious, education, or charitable activities.  Examples - non-profit chorus, neighborhood meeting, school group, a birthday party for a church member.

 

Incidental/Non-Ministry - These activities, meetings or programs do not fit in other categories and meet two tests:  

1.) it does not conflict with the mission of CUMC or the provisions of its governing documents and

 2.) its frequency is so rare as to be immaterial to church’s exclusive pursuit of its tax-exempt purpose.  

 

Examples - music teacher who pays the church a fair market rate to use a room with a piano for student recital one hour once a year; an entrepreneur who pays a fair market rate to use a class room to make a two hour business presentation; a church member who receives rent-free use of a hall to hold and art show for her painting that she produces in the course of a hobby from which she derives no significant income.

 

Priority For Use

The following general order of priority should be observed when allocating facilities for users:

    1. Internal Activities

    2. Partner Ministry Activities

    3. Activities and meetings of members of the congregation classified as External             Ministry

    4. Other External Ministry activities

    5. Other activities.

 

 

Fees, Profits, and Payment for use of Church Facilities 

 

Fees and Rents for use of CUMC Facilities

The Trustees will establish and update at least annually a fee schedule for all categories and types of use that covers all rooms, resources, and areas to be offered for use.

 

When a use is not addressed by the established fee schedule, the Chair of the Trustees and Pastor will recommend a fee.

 

Fees for non-profit use will be based upon direct costs associated with the activity and indirect costs related to the operation of a particular room, resource, or area to the extend such costs can be determined or estimated.

 

Fees for for-profit use will at least match the fair market commercial rate for a similar resource, but may be greater than the fair market commercial rate when direct and indirect costs warrant.

 

Non-profit use of Church Facilities

All Partner Ministry and External Ministry activities must be a non-profit in nature.  Incidental Non-Ministry use be non-profit in nature.  CUMC may require users to furnish a letter of determination of the status by the IRS.

 

For-profit Use of Church Facilities

For-profit use of CUMC is not allowed except when such use can be classified as an Incidental, Non-Ministry activity.  For-profit users shall be charged a rate no less than the Fair Market Commercial Rate for the facility in order to endure that no inurement or substantial private benefit occurs.  For-profit activities will receive no waiver of a usage fee.

 

Fee Assessment and Waivers

Internal Ministry users will not be charged fees to use Church facilities,. Exceptions to this rule may be made for certain activities generating significant direct costs or to which significant indirect costs can be attributed, such as wedding and other large events. Internal Ministry users may choose to give an offering for the use of the building to defray direct or indirect costs.

 

Partner Ministry users will not be typically be charged fees, but when a particular  activity generates significant direct costs to the church or when significant indirect costs can be attributed to the Partner Ministry use.  Trustees and Pastor should work with Users to establish ways to share the burden of these costs, which shall be established with a building use agreement.

 

External Ministry users will typically be charged fees designed to offset direct and indirect costs.  Such use may take place without fee or at a reduced rate when it is in the best interest of CUMC to bear the costs of the External Ministry activity.  Such reduced-rate arrangements will be established within the building use agreement.  These rates will be focused on the missional priorities of the church.

 

Incidental Non-Ministry users shall be charged fees established at least a fair-market commercial rate whenever such use is for-profit in nature.  When such use is non-profit in nature a fee waiver or reduction may be granted, provided the waiver or reduction does not result in inurement or substantial private benefit.  It is the intention of the trustees that such waiver will be focused on the missional priorities of the church.

 

 

 

Allocation of Fee Income

The Finance committee or Financial Officer will establish rules for the consistent allocation of income generated by facility use fees.  Because fees are aligned with specific costs of operations, preference should be given in the allocation to funds related to church operations and maintenance.

 

Administration, Scheduling, and Reservations

 

Reservation Procedures

Before using any room, space, or resource a request for the same shall be made at least one week prior to need.

 

All requests, contracts and memoranda concerning reservations must be in writing and appropriate documentation information recorded to substantiate the nature of the use of the facilities.  The completed request must be signed by one of the following, Trustee Chair, Pastor or administrative assistant.  The request should include any terms of use and expectations of the user and the Church.

 

The Church calendar will be updated with the information upon submission of a completed request.  The Church calendar will include, Inclusive times of use, room requested, organization and contact person and phone.

 

For all External Ministry, and Incidental Non-ministry activities, there shall be be a Building Use Agreement signed by the User, or its agent if the User is a corporate entity, and and agent of the church, which shall establish at least the following terms:

    1. A hold-harmless provision indemnifying CUMC for losses experienced             by the User in connection with the activity.

    2. Responsibilities of the User, including fees, actions and conditions             imposed by CUMC for the use of the facilities.

    3. The responsibilities of CUMC toward the User

    4. The dates, times and spaces covered by the agreement

    5. The requirement of an annual renewal for terms of use beyond one year

    6. Arrangement for liability insurance. 

 

Fee Payments

When a fee is required, it shall be paid in full at the time of the activity or under the specific terms established in the use agreement.

 

External Ministry and Incidental Non-ministry Users will be required to pay a damage deposit, which will secure the reservation which may be reimbursed when the terms of the agreement are fulfilled.

 

 

Orientations for Users

All potential users will receive an orientation to certain policies, procedures, and systems related to their prospective facility use.  This orientation shall include at least the following topics”

    1. Applicable section of the Building Use Policies and Guidelines

    2. The Church Safe Sanctuary policy

    3. Emergency response plans and operation guidelines for related alert             systems, including fire and smoke emergencies, heath emergencies, and             unauthorized intruder emergencies.

 

Weddings, Funerals and Special Worship Services

 

Weddings

Weddings are to be planned and conducted as Christian worship services under the order and Discipline of the United Methodist Church.  Any person regardless of his or her prior relationship with CUMC may use this facility for a Christian wedding with the express permission of the Pastor.  The Pastor may place conditions on such use including premarital counseling prior to the service.  All state and local laws must be followed.

 

Wedding require a Building Use Agreement for all persons, regardless of prior relationship with CUMC.  This agreement should include. appropriate decorations, attachments of decorations, use of items which may damage environment.  The responsibilities for rentals of items owned or not owned by the church as deemed appropriate.  Hours of operation and lock-up should be clearly outlined.  Guidelines should be created in coordination with the Trustees, United Women of Faith and the Pastor.

 

All Users organizing weddings will be shared for certain fees associated with direct and indirect costs.  Certain of these fees associated with indirect costs may be waived for church members who are actively participating consistently with the vows of membership.

 

The Trustees may include any personnel costs in the rental agreement, musicians, custodians, security etc.

 

Funerals

Funerals at CUMC are to be planned and conducted as Christian worship services under the order and Discipline of the United Methodist Church.  Any person, regardless of his or her prior relations to CUMC may use facilities for a Christian funeral under the terms and policies listed below.  Funeral services are conducted with the express permission of the Pastor.

 

Building User Agreements will be completed by the Pastor.  Organizations may be asked to rearrange their meetings to meet the need of the funeral service.

 

Responsibility for organizing and supervising funerals will be with the Pastor, Trustees and any ancillary ministry assisting with the funeral, i.e. United Women of Faith.

 

Users will not typically be charged fees for the funeral. However, contributions received in connection with a funeral will be used to defray operating expenses.

Memorial gifts, bequest, elective contributions from the decedent’s estate or family will be allocated according to the wishes of the family or deceased.  Gratitude and accounting of gifts will be provided the family.

 

Trustees may include any personnel costs in the rental agreement, as deemed necessary: musicians, custodians, security, etc.

 

Special Worship Services

 

CUMC is a Christian Church.  All worship services are to be planned and conducted as Christian worship services under the order and Discipline of the United Methodist Church.  No worship service may be conducted in its facilities by or for any other faith tradition without the express written permission of the Pastor.  The Pastor should be the primary celebrant of most worship events.  The Pastor may allow co-celebrants for services.

 

Sanctuary Use

The consecrated purpose of the Sanctuary is for prayer, meditation, worship,

and study.  Any use of the Sanctuary must be approved by the Pastor and Board of Trustees.

 

 

 

 

General Policies for use of CUMC Facilities 

 

Child Protection and Adult Supervision

No one under the age 18 and under is permitted to use the building and grounds unless they are under the care of a parent, guardian or have adequate adult supervision under the terms of the Safe Sanctuary Policy.

 

Alcoholic Beverages

The consumption of alcoholic beverages is prohibited on church premises under any circumstances.

 

Smoking and Tobacco Products

The use of tobacco products and smoking is prohibited inside buildings or anywhere on the church grounds except in designated smoking areas.

 

Political Advertising

No political signs or other forms of political advertising maybe displayed or attached on any church property.

 

Decorations and Furnishings

The use of decorations, the changing of furniture, attachment of materials to walls, and acts of a similar nature shall be done only on the advice and consent of the Trustees and Pastor.

 

Musical Instruments

All musical instruments throughout the buildings of CUMC are under the care and supervision of the Trustees, and may not be used or removed without expressed permission of the Trustees or Pastor..

 

Media, Sound and Technology Resources

All sound reinforcement, video and other technology resources are under the care and supervision of the Trustees and may not be used with expressed permission.

 

Only certified employees or volunteers may utilize equipment.  In the event such equipment is needed for a rental the rental agreement should include the cost of personnel to operate such equipment. 

 

 

 

Kitchen

The Kitchen and coffee stations are under the care and supervision of the Trustees and may not be used without expressed permission and outlined in the use agreement.

 

Users will not be permitted to use CUMC owned food, coffee, or other consumables without expressed permission in the Building Use Agreement.

 

Overnight Accommodations

Users may be lodged overnight in rooms, and spaces at CUMC provided that the use is non-profit and meets all other provisions of this policy.  This provision is primarily intended to support groups of persons, such as youth groups, college groups, mission teams on ministry-related travel.  It is not intended for individual lodging such as emergency housing for the homeless less such state or local emergency has been declared.  

 

Persons being lodged overnight must be assigned same-gender quarters and must satisfy the provisions of the the church Safe Sanctuary policy for overnight accommodations and chaperones.

 

Removal of Equipment

Equipment and resources of CUMC must not be loaned or otherwise removed outside the church facility and grounds (except for equipment used for church-sponsored activities) unless approved by the Trustees or other church administrators.

 

Parking Lots

The parking area in front of the church and on the north side of CUMC is provided as a convenience for all facility users.  Space availability is on a first-come basis and cannot be guaranteed.  Parking spaces or areas will not be roped off, marks or otherwise restricted except by the express written permission.  Users, their agents and their guests use the parking lot at their own risks.

 

Breakage and Damage of Church Property

All personnel and/or groups using CUMC facilities are expected to exercise reasonable care and judgement in such use in order to prevent defacement, damage or breakage.  Accidents happen, but when an outside person or group causes damage, breakage, or spoilage that in the judgement of the Trustees or Administration, is beyond normal wear and tear associated with responsible use, the outside person or group will be responsible for paying costs incurred by the church in cleaning, repairing or replacing affected parts of the building, its furnishings, and or its equipment.  Accidents can happen to church members and teams as well. Internal Ministry users will report damage to the Trustees, Pastor or Administrator.  Members are welcomed to give a donation towards the repair, replacement or cleaning when they believe the damage might have been caused by their own carelessness or negligence.

 

 

 

Kitchen Policy

 

General Policy

For our Kitchen ministry to be successful, it is important that some guidelines are followed so that the facility is clean, ready, and available when needed.

 

 

Priorities 

The Kitchen is primarily used for church functions. All other facility use must be approved by the pastor and scheduled through the church office on the event calendar. While there is no way to cover every possible scenario, the following guidelines will be used in determining what group takes priority when a conflict in scheduling arises. 

1. Church wide events

2. Small group Church events

3. Church members for personal use

4. Non-Profit Community Groups

5. Church members with for profit events

6. Non-church members

 

Costs

A $50 deposit is required for church members who wish to reserve the Kitchen for non-church related events. A $50 deposit and $100 usage fee is required for non-church members and non-profit organizations. Approved individuals and groups are responsible for clean up as well as any damages incurred during the event. The $50 deposit will be refunded once it is determined that the facility has been adequately cleaned and is free from damage. The deposit and usage fee may be waived for groups who currently use the facility on a recurring basis and are determined to be in good standing by the Pastors and Board of Trustees.

 

Terms of Use

A facility use agreement must be completed for each use of the facility.

 

For the safety of everyone, a member/lead cook must be present during any kitchen use. Anyone using the kitchen equipment must be trained on the equipment and the cleaning rules before they will be allowed to use the equipment. 

 

Church supplies must not be used. The kitchen is stocked with food, pantry items, and paper products for church program events only. You must provide the food, supplies, and paper products for non-church program events.

 

You are responsible for cleaning the kitchen after use and returning it to the condition it was received for your event. The kitchen must be left in a clean and sanitary condition. This includes cook tops, griddle, tables, countertops, refrigerator, and the floor.

Sinks must be left clean and free from debris.

 

Serving pieces, linens, etc. are in the closet and may be checked out by church members through the church office for use on the church property only. Checkout must not interfere with a prior reservation on the event calendar. All items must be returned in the condition they were received including linens being professionally laundered or dry cleaned and any silver polished.

 

No children are allowed in the Kitchen unsupervised.

 

Although the Health Department does not regulate the kitchen, it is desired that we meet their general guidelines to reduce the chance of food bourn illness:

    • All meat/food is defrosted in a refrigerator. Never at room temperature

    • Separate raw and cooked/ready to eat food to prevent cross-contamination

    • All workers must wash their hands frequently

    • Aprons are worn by those preparing food

    • Preparation surfaces are cleaned before, during, and after use

    • Food is cooked and stored at appropriate temperatures

    • Wear gloves when serving food

    • No children unsupervised

 

No kitchen items will be removed or borrowed from the kitchen for any reason. Any take-out food should be sent using disposable containers.

 

To reduce plumbing problems, food should be removed and the dishes initially rinsed in the disposal sink prior to being placed into the triple sink for soaking.

 

All dishes and utensils should be washed using the dishwasher at the end of your event.

 

All pots, pans, trays, utensils, etc. must be returned to their proper place.

 

Kitchen dishtowels and washcloths should be rinsed and placed in the laundry basket.

 

All leftover items must be removed from the refrigerator/freezer at the end of each event.

 

Make sure all cooking equipment is turned off and the outside kitchen door is locked when you leave.

 

The consumption of alcoholic beverages is not permitted on the property of CUMC including the parking lots and grounds. No food or beverages are allowed outside of the Fellowship Hall for non-church events.

 

You will be responsible for any property damage incurred during the use of the facility.

Turn lights off.

 

Ensure that all exterior doors, including the kitchen door, are locked and all keys are returned to the church office.

 

All garbage must be carried to the outside dumpster. Watch for leaking bags. 

 

When reserving the Kitchen please also review the Facility Use policy as this policy covers a wide variety of topics and is applicable to anyone who uses any area of the church.

 

Facility and Kitchen Cleaning Checklist

 

• Room arrangement returned to original setup

• Property free from damage

• All garbage and recycling carried to dumpster/ recycling bin

• Tables wiped clean

• Floors swept and mopped if needed or vacuumed

• All special equipment is put away

• Restrooms checked to be sure they are left in the same manner they were

• found. Empty trash as needed.

• All dishes and utensils washed and put away.

• Kitchen area cleaned including cook top, table, countertop, floor, and refrigerator.

• Sinks left clean.

• No leftover food items in refrigerator or freezer

• All cooking equipment turned off.

• Kitchen towels and dish cloths placed in laundry basket

• Parking lot and grounds left free from litter

• All lights turned off

• All exterior doors locked. (Be sure to check the back kitchen door.)

• All keys returned to lock box