Facilities Use Policy

Facilities Use Policy

St. Luke United Methodist Church

Statement of Purpose:

As a body, the members, trustees, directors and staff of St. Luke United Methodist Church believe that a church serves not only its membership family, but also the community of which it is a part. St. Luke desires to open its doors, literally and figuratively, in that spirit to individuals and groups whose requests have merit in terms of ministry and community service. The following policies have been written and approved in order to standardize and regulate the use of the building, grounds, and equipment of St. Luke United Methodist Church.

For all those requesting use of these facilities, it is understood that St. Luke United Methodist Church is a religious, not-for-profit, tax-exempt organization. It is further understood that the Renter/User will not conduct or allow to be conducted any program(s), or take or allow to be taken any actions that damage the image or undermine the principles and beliefs of St. Luke United Methodist Church.

II.General Regulations/Procedures

The following regulations and procedures apply to all requests and contracts associated with the use of St. Luke United Methodist Church facilities. As such, all Renters/Users much be familiar with and agree to abide by them as part of any contractual agreement with St. Luke United Methodist Church.

Procedures

All requests for use of St. Luke United Methodist Church must follow these procedures:

All individuals or groups requesting use of the facilities must fill out a Facilities Use Request Form (Addendum A) and present that request to the church Administrative Assistant no later than four (4) weeks prior to the event.

If a group is granted permission to use church facilities, a completed and signed “Facilities Use Contract” (Addendum B) must be signed and must be on file with the Administrative Assistant, with full payment of fees, fourteen (14) days prior to the event. If the Renter/User cancels the event less than 10 days prior to the event they will forfeit 50% of their security deposit.

Requests and Contracts for facility use are designated into two categories:
Use by members/constituents (defined as someone whose name appears on the official church rolls as validated by the Business Administrator)
Use by Community groups (non-profit organizations)

The use of church facilities by for profit groups or individuals will not be approved. (i.e. charging admission to or sales as part of the activity other than by non-profit groups) Community Groups must be approved by staff/directors with the counsel of the Board of Trustees if necessary.

Because of the large amount of requests received and the added responsibilities events require from Staff, the approval of requests for facility use is the responsibility of staff/directors with counsel from the Board of Trustees if necessary. Individuals cannot grant approval of requests, or enter into contracts without that approval.

B.Regulations

If a request is approved and contracted the following regulations apply:

There can be no conflict with church functions or activities, and church functions always hold priority. The Sanctuary is not available for use on Friday nights or Saturdays except for weddings and other rare events that have been approved.
Fellowship Hall must be vacated by 8:30 PM on Saturday to provide for Sunday worship preparation. Sound equipment is not available for use in Fellowship Hall.
The use of tobacco, alcohol, or drugs on the property is prohibited. Smoking is prohibited in all physical structures in accordance with KRS 438.050.
No firearms, firecrackers, or fireworks are permitted on the property and/or their discharge.
No fires will be allowed in or on the property without the expressed consent of the Chairperson of the Board of Trustees and only for barbecue grills or small campfires.
Use of motor vehicles will be limited and only operated on/in designated driveways and parking lot areas. No vehicles are allowed on the grass areas or front walkways, even for deliveries.
The Renter/User agrees to see that the Renter/User, its members, guests or invitees, damages no trees, shrubs or grass areas on the premises.
No changes in the heat or air conditioning system will be done. ONLY St. Luke United Methodist Church staff are to make changes in thermostats.
No long-distance phone calls can be made on St. Luke United Methodist Church’s phone. Any calls of this nature must be collect calls. The Renter/User will pay any call made during the use period of the contract and charged to St. Luke United Methodist Church upon invoice.
The Renter/User agrees to provide supervision, to the extent that said activities are carried on in a safe and orderly manner, for all areas defined as part of this agreement.
The Renter/User agrees to obtain the permission of St. Luke United Methodist Church before moving any fixture or furniture provided by St. Luke United Methodist Church.
The Renter/User shall provide certified food handlers if using either kitchen and/or fellowship hall areas for meals. The Renter/User shall provide adult supervision in the kitchen area.
Food and/or drinks are not allowed in other areas of the church. Glasses, dishes, food items, etc. shall not be carried away from the rented/reserved area.
Tacks, nails, pins, screws, tape and gum are not to be used to fasten decorations to the floors, chairs/pews or any other furnishing within the church.
No animals, except for service animals, will be allowed inside any area of the facility unless prior, specific approval is granted by the Trustees.
The Renter/User agrees to see that the premises of St. Luke United Methodist Church, its buildings, fixtures and furniture are left in the clean and sanitary condition (this includes the rented space, restrooms and common areas) in which they were found. If additional janitorial services are required, the Renter/User will be charged additional fees.
The Renter/User agrees that if upon final inspection by St. Luke United Methodist Church at the conclusion of the activities the building, grounds, fixtures are found to be damaged, they will be legally responsible for that damage for any cause whatsoever. The Renter/User further agrees that they will pay for any damages arising out of this use of the facilities.
The Renter/User shall comply with all laws, rules, regulations and requirements of all governmental bodies (Federal, State, County or Municipal) during the contracted event and shall hold St. Luke United Methodist Church harmless in all said matters including all code enforcement violations caused by the Renter/User.
St. Luke United Methodist Church may not be held responsible in any way whatsoever for any injury, loss of life or property damage incurred in the building, on the grounds or parking lot areas. The Renter/User assumes full responsibilities for such eventualities during the time he/she is at St. Luke United Methodist Church.
The Renter/User agrees to indemnify and hold harmless St. Luke United Methodist Church from and against any and all claims, demands, action, including counsel fees and other costs defending against the same for loss, damage, or facilities by the Renter/User, its members, guests or invitees. (A Certificate of Insurance may be required.)
If the Renter/User should be required to produce a certificate of insurance, it shall cover the “Hold Harmless” clause and shall have endorsements of comprehensive public liability insurance issued by a company acceptable to St. Luke United Methodist Church, having been obtained at the expense of the Renter/User and covering the period for which the agreement is in effect. The certificate shall name St. Luke United Methodist Church as additional insured and provide limits of not less than the following: $1,000,000 injury to any one person; $1,000,000 total liability arising from any one accident; $500,000 property damage. If required, a copy of this certificate is to be attached to the “Facilities Use Contract.”
Special regulations for facility use, which pertain only to weddings, are included as Addendum C. NOTE: all general regulations IIB 1-18 also apply to weddings unless specifically noted in Addendum C.

Facility Use by Category/Purpose

In Keeping with the original statement of Purpose contained in this document, The Board of Trustees has divided groups and individuals into the following categories. All categories must still fill out a Facilities Use Request Form and be granted permission to use St. Luke United Methodist Church Facilities as outlined in the policy.

Facility Use with Waiver of Fees
Certain groups and non-profit organizations that provide a ministry and/or service to the St. Luke United Methodist Church family will be granted permission to use church facilities at no cost. Such a group are required to have on file both a Facilities Use Request and a Facilities Use Contract, and to abide by the regulations in Article II of these policies including, leaving the facility in the condition they found it(In some cases it will be necessary to waive regulations related to advanced notice of intent) Waiver of Fees can only be approved by the staff/directors. Groups of this type include but are not limited to visiting church groups or choirs, church groups in transit, God’s Pantry, Boy and Girl Scouting programs and 12-step Recovery Programs. The staff/directors with counsel from the Board of Trustees, will consider all other requests on an as-submitted basis.

In the event of simple weddings involving a member of the church, with no expenditure of staff time and no extensive use of the facilities, the St. Luke pastor involved may waive all fees.

Facility Use by Active Church Members or Constituents
Church members or constituents may request and be granted permission to use the facilities for ministry events or meetings directly involving the church membership for up to three (3) hours at no charge and without a security deposit. The Renter/User is still required to request usage, abide by the regulations in Article II, must leave the facilities as found and is responsible for janitorial services and damages if required.

Church members or constituents may request and be granted permission to use the church facilities for non-ministerial meetings and not-for-profit gatherings. If granted approval, a charge will be assessed in accordance with Addendum D and a contract (Addendum B) must be signed. Payment in full will be due with the signing of the contract. Events lasting less than 3 hours will necessitate a partial refund of this fee unless janitorial services are needed or damages must be paid for. Under this clause the primary user, teacher or leader must be a St. Luke United Methodist Church member or active constituent.

IV. Facility Use Renewal of Contract

A. Events that are on a regular basis (weekly, monthly, etc.) will be under contract. Each contract will be reviewed in August for renewal or cancellation depending on facility availability. No one is guaranteed space and must renew their contract every August.

The final interpretation of whether a request for facility use by a user falls under Article III B1 (ministerial/service) or Article III B2 (general meetings) is the decision of the chairperson of the Board of Trustees and the Senior Minister. When questions arise, the Administrative Assistant will advise them of the conflict and will not act on the request without their direction.

For weddings, members follow the regulations as set out in the Wedding Policy and the fee schedule in Addendum C.

C.Funerals

Funerals will be performed at the discretion of the senior pastor.

D. Other

1. St. Luke’s Facilities Use Policies include:

Facilities Use Policy
Wedding Policy
Addendum A: Facilities Use Request Form
Addendum B: Facilities Use Contract
Addendum C: Wedding Use Contract & Fees
Addendum D: Facilities Use Fee Schedule

2. This document may be amended in whole or in part with the approval of the Board of Trustees and the St. Luke Leadership Team (SLT).

Facilities Use Policies 1 of 5 Revised October 2010

Addendum A

Facilities Use Request Form

for

St. Luke United Methodist Church

Before any group or individual is contracted to use church facilities the following form must be completed, signed and approved by the Board of Trustees or their designee. Upon approval a Facilities Use Contract must be filled out and filed with the Administrative Assistant.

Category: WaiverMemberActive ConstituentCommunity Group (Circle One)

(Please Print)

Person making the request ______

Name of Organization if Applicable ______

Applicant Address ______Phone ______

Fax ______E-mail ______

Organization Address ______Phone ______

Fax ______E-mail ______

Person in Charge ______Type of Activity ______

Date(s) needed ______Time needed ______

Is this a reoccurring event (multiple weeks)? Yes______No ______

Is so, this event is subject to be renewed under an annual contract. The contract will be reviewed annually, every August/September.

Number of People Expected to Attend ______Number of Rooms Needed ______

Designation of Rooms ______Kitchen to be used ______

Other Details ______

Applicants Signature ______Date ______

Application Accepted by ______Date ______

I have received a copy of the St. Luke United Methodist Church Facilities Use Policy Y___ N_____

Applicants Signature ______

(Do not write below this line)

______

Date request submitted ______Date request approved, denied ______

Signature of Determining Official ______

Return this form to the Administrative Assistant

Facilities Use Addendums Revised October 2010

Addendum B

Facilities Use Contract

For

St. Luke United Methodist Church

(The approved Facilities Use Request Form (Addendum A) must be attached to this Contract)

This agreement is made on this date ______(day) ______(month) ______(year) between St. Luke United Methodist Church and ______hereinafter referred to as the “Renter/User.”
WHEREAS, the Renter/User desires to use a certain portion of the facilities as describe on the Building Request Form for the sole benefit and enjoyment for the Renter/User and its members,
AND WHEREAS, St. Luke United Methodist Church desires to make available to the Renter/User the above mentioned premises, to be used and maintained by the Renter/User, this contract is agreed upon subject to the following terms and conditions:
I the undersigned state the activity and organization described in the request for use form is non-commercial and not-for-profit.
I the undersigned received, have read, understand and will abide by the procedures and regulations of the St. Luke United Methodist Church Facility Use Policy.
I the undersigned will see to it that any member, participant, guest or invitee to this even is made aware of the St. Luke United Methodist Church Facility Use Policies and will see that they are adhered to.
I the undersigned will use the premises for the purpose of ______and no other purpose.
The term of this agreement shall be for ______(term), commencing on ______(date). The defined premises will be used on the following days ______between the hours of ______am/pm and ______am/pm.
The total fee for use of the facility (per Addendum D) is ______, including a refundable security deposit of ______. The total fee is due and payable upon submission of the contract.
Category: Waiver of FeesMemberActive Constituent

h. Janitorial Fees: ______

In witness thereof, the parties here to having executed this agreement on the day and year listed above.

Renter/User Signature ______Date ______

St. Luke United Methodist Church Signature ______

A payment of $______was submitted with this contract

• NOTE: For Weddings This Form AND The Wedding Contract contained in Addendum C must be submitted.

By signing this contract St. Luke honors the commitment to provide facility usage. No event will be cancelled or rescheduled unless under extreme circumstances (ie. funeral, power outage, etc.)

Office Use Only:

Date of Contract: ______

Duration of Contract: ______

Facility Fees: ______

Janitorial Fees: ______

Facilities Use Addendums Revised October 2010

Addendum C

Wedding Use Contract

BRIDE ______Email: ______

Phone (w) ______(h) ______(c) ______

ADDRESS ______

GROOM ______Email: ______

Phone (w) ______(h) ______(c) ______

ADDRESS ______

Date of Wedding ______Time______

Date of Rehearsal ______Time ______

Reception (place) ______Caterer ______

Officiating Minister ______Pianist ______

Florist ______Sound Technician ______

Private Coordinator ______Phone: ______

(if applicable)

Address after marriage: ______

Use of Candelabra: ____yes ____no

In using the facilities of St. Luke UMC of Lexington, Kentucky, I, ______, understand and accept all conditions relating to this application. We also understand that St. Luke UMC assumes no responsibility for accidents, injuries, or loss of property incurred by our groups use of the facilities.

Signed (Bride) ______Date ______

Signed (Groom)______Date ______

Signed (Church Official)______Date ______

*NOTE: This form and a Facilities Use Contract form (Addendum B) must be submitted together.

Wedding Fee Schedule

Item Members Active Constituents

Security Deposit$300$500

Sanctuary Rental0550

Mandatory Fees:

Custodian$150$150

Wedding Liaison200200

Sound Technician150150

Utilities5050

Total Sanctuary Rental$550$1600

(security deposit including in total price)

Fellowship Hall Rental (reception)$300$600

Optional Projection Fee $50 $50

Facilities Use Addendums Revised October 2010

Addendum D

Facilities Use Fee Schedule

Area / Hourly / 4 Hour Block / Full Day
Sanctuary / N/A / 200 / 500
Sanctuary and Fellowship Hall / N/A / 300 / 750
Fellowship Hall / N/A / 150 / 375
Fellowship Hall + Kitchen / N/A / 200 / 500
Gym:
- Sporting Event
half court / 25 / 75 / 200
full court / 50 / 150 / 400
- Non-sport event / N/A / 400 / 1000
Classroom - Lrg / 100 / 300 / 750
Classroom - Sml / 50 / 150 / 450
Community Grps - 100%
Members/Constituents - 50%

Facilities Use Addendums Revised October 2010

Wedding Use Policy

Wedding Contact Information

St. Luke United Methodist Church

2351 Alumni Drive, Lexington KY 40517

Office hours : 9:00 am – 5:00 pm, Monday – Friday 859-269-4687

Sr. Pastor Debbie Wallace-Padgett, 859-269-4687, ext. 224

Victoria Browning, wedding liaison – 859-396-3216,