Facilities Use Policy

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1 Westminster Presbyterian Church Of Dubuque Facilities Use Policy Action Date Effective Date Adoption/Revision Log Description of Change/Revision Name of Session Representative Certifying Approval Adopted 6/27/2013 9/1/2013 Complete Policy Revision Mark Oberhoffer Revised 3/27/ Revised Modified condition of use of small (less significant) WPC equipment (e.g., tables, chairs, coffee pots, roasters, coolers, easels) for use off site by WPC members with understanding that borrower assumes all liability for off-site use and agrees to replace any damaged equipment. Clarification of use of Sanctuary/Choir Room organ, piano, hand bells requires prior approval of appropriate music director/administrator. Added an appeal process Group/Event definitions modified for purpose of fee costs and reviews. Mark Oberhoffer Mark Oberhoffer

2 Table of Contents Statement of Policy Page 3 General Guidelines for Use of Facilities Page 3 1. Goals Page 3 2. Criteria to Determine Facility Use Page 3 Priority of Use Page 4 Facility Eligibility Guidelines Page 4 Set Up and Equipment Page 5 Use of Kitchen Page 5 Opening, Use and Closing of Facilities Page 6 General Information Page6 Appeal Process Page 7 Liability Release and Waiver Page 7 Appendix 1 Emergency Response and Page 9 Contact Information Page 2

3 Westminster Presbyterian Church of Dubuque Facilities Use Policy Call Church Office for a Reservation/Appointment: Parking: Approximately 125 parking spaces are available in the church parking lot. Keys: Keys will be issued to one representative of a reserving group and must be returned within two (2) business days following the event. Statement of Policy: Westminster Presbyterian Church (WPC) has been blessed with a wonderful facility to carry out the mission of the church. Therefore, proper use must be made of the facilities to ensure that: Adequate facilities are preserved to carry out our church mission, ministry, objectives, and goals. Users exercise proper care and safety while using the facility. WPC facilities are properly protected against loss or misuse. WPC guests feel welcome. Wise stewardship is expressed through energy conservation, cost reductions and safety measures. WPC guests follow the guidelines contained in this agreement. The life of WPC facilities is extended through a caring use of our facilities and a proper maintenance program. We require our guests to assist our church family by being good stewards of WPC facilities, following WPC guidelines and treating our church home as you would yours. General Guidelines for Use of Facilities 1. Goals: Westminster Presbyterian Church (WPC) is maintained by its members and friends to serve the congregation and the community. Its use is not restricted to its members. All who desire a church setting, and who will use the facilities with respect and good taste are welcome to use the church and its facilities in accord with WPC staff and in accord with the Facility Use Policy. See Use of Church Facilities Application for facilities that WPC can provide. 2. Criteria To Determine Facility Use: A. The day to day decisions of allowing use of the facilities will be made by the office staff in accordance with the Facility Use Policy and fee schedules recommended by the Property Committee and approved by Session. Should any concerns/conditions arise that are not covered by the guidelines or fee schedules, the Property Committee shall be consulted. Exception: the WPC pastors or Property Committee Chair may be consulted should an immediate issue/concern/condition need to be resolved. B. Interpretation of guidelines and updating the guidelines shall be the duty of the Property Committee. C. Session shall approve all changes to the Facility Use Policy. Page 3

4 Priority of Use: Reservations are made in the following order of priority: 1. WPC functions/activities and groups with contractual obligations (e.g., Sunday Worship, WPC Session/committee meetings, Head Start) 2. Groups chartered/sponsored by WPC (e.g., BSA Troop 11, Cub Scouts, Girl Scouts, Brownies including their local scouts youth participation events) or use of WPC s facilities as a public election polling site. 3. Outside groups that closely align with WPC s mission (e.g. Al-Anon, Beyond Divorce, etc.) 4. WPC member family event (e.g., wedding, funeral, etc.). 5. Organizations with WPC member(s) and with a mission that is not in direct alignment with WPC s mission (e.g., Tri-State Wind Symphony, Cub Scouts Pack 20 Parent Committee, Dubuque Chorale, etc.). 6. All other groups/organizations that have mission(s) that are not in direct alignment with WPC s mission (e.g., Embroiders Guild, Northeast Iowa School of Music (NISOM) Rehearsal/Concert, Dubuque Symphony Geranium Sale, Mental Health Associates Dinner, etc.). Facility Eligibility Guidelines: The facilities and equipment of WPC exist for the primary purpose of serving God through WPC s organizations and ministries. Any event directly connected to the life and ministry of the church will be given preference (e.g., funeral, emergency personnel meeting, etc.), even if another event had been previously scheduled for that same day and time. WPC will make every effort to accommodate all scheduled events, but some flexibility in room assignment may be required. WPC is not in the rental business; the fee requested is intended to defray WPC s costs including utilities, building maintenance, custodial requirements, etc. 1. Facilities are not available for any for-profit group or organization. 2. Organizations engaged in partisan political campaigns are not eligible to use church facilities. 3. All requests for use of the facilities must be scheduled through the church office with the requesting person or representative appearing before an office staff member with a Use of Church Facilities Application completed at that time. WPC reserves the right to ask for proof of proper I.D. A. Groups that have been issued a key must understand that having a church key does not permit unrestricted use of WPC facilities. Use of and access to rooms/facilities other than those assigned (includes copier, electronic equipment, etc.) are required to have PRIOR office approval. B. All group meetings must be coordinated with the church office and the church calendar to avoid overbooking. C. Facility use is only for specified time as stated in the application. D. WPC understands that groups occasionally find that the room reserved for them is no longer suitable. Office approval is required PRIOR to using a different room. E. The WPC office must have accurate contact information for two (2) members of your group (a primary and a secondary). It is the group s/organization s responsibility to see that WPC has accurate information. 4. A Use of Church Facilities Application should be completed at least (2) two weeks in advance of the activity for all persons or groups requesting WPC use. The Use of Church Facilities Application provides information for every area of the church that is available for use/reservation. All facilities, set-up and tear down, and other service needs (e.g. food, sound, equipment, etc.) must be identified. All fees are due at the time of filing a Use of Church Facilities Application form including fee(s) in order for the event to be confirmed and placed on the church calendar. NO APPLICATIONS WILL BE TAKEN OVER THE PHONE. Page 4

5 A B C The fees associated with the use of WPC facilities are outlined in the Fee Schedule and shown on the Use of Church Facilities Application. In the case of organizations using WPC facilities on an ongoing basis, a separate reservation/contract may be negotiated and may include special conditions and requirements as deemed necessary and appropriate. All non-wpc groups or organizations must provide a copy of the group s/organization s Certificate of Insurance with Westminster Presbyterian Church identified as an also insured party. In the event that a Certificate of Insurance is not available or there is no insurance, the signatory of the Use of Church Facilities Application application agrees to assume all legal responsibility and liability for the actions of their group or organization and becomes personally responsible for same holding WPC harmless. If your group has reserved space but decides not to utilize the space, you are responsible for notifying the church office of this change. We ask this for the following reasons: a. This will allow us to book the room for another event or group. b. WPC will know what to tell people if inquiries are received. 5. Any requests for refunds must be in writing and are subject to the discretion of Session. 6. WPC may be used as a polling place for public elections. 7. All outside groups or persons requesting use of WPC must adhere to WPC s child protection guidelines viewable on WPC s web-site. 8. The Sanctuary and other WPC facilities may be used for weddings or funerals only with the permission and approval of one of the pastors. (See Wedding or Funeral Policies for additional information.). Set Up, Tear Down, and Equipment: The custodian will be responsible for the movement of all church equipment and property when necessary, and shall see that it is properly placed for the uses designated. Assistance provided by representatives of the user group/organization is welcome contingent on prior custodian approval. 1. Arrangements for this service shall be made on the Use of Church Facilities Application. 2. Custodial set-up, tear-down and clean-up fees will be determined on a case-by-case basis. Groups that do not require these services will not be charged. However, if the custodian has to tear-down or clean-up after an event, a custodial fee of $30/hr. will be charged. 3. NO significant church property (e.g., audio/visual equipment) may be removed from WPC property at any time. 4. With the approval of the Church Administrator/Custodian, designated tables, chairs, coffee pots, roasters, coolers, easels, (small equipment) may be taken off site by WPC members with the understanding that damaged equipment will be replaced by the borrowing member and the borrowing member assumes liability for any off site use of the equipment. 5. WPC has a no storage policy. The only exception is for items brought into WPC intended to be stored short term (24-hours maximum per room per day) at WPC. This exception for short term storage requires PRIOR approval by the office staff and is subject to Property Committee approval. Any other exceptions are subject to prior approval of the Property Committee and must be sanctioned by Session. 6. WPC equipment (e.g., pianos, A/V equipment, etc.) are not to be moved unless PRIOR approval has been granted by office staff. 7. The use of the Sanctuary organ, Sanctuary pianos, hand bells, and other instruments (Sanctuary and Choir Room) require PRIOR approval from one of the appropriate WPC music directors/administrators (e.g., church organists for use of the organ and Sanctuary pianos). Use of Kitchen: The primary use of the kitchen facility will be for WPC wide functions such as Westminster Tables, weddings and funerals. Use of the kitchen facility is the responsibility of the Kitchen Coordinator/Committee. Page 5

6 1. All persons or outside organizations using the kitchen must be pre-approved by the Kitchen Coordinator or Kitchen Committee representative, pay the appropriate fee(s) if/as applicable and are required to comply with the following procedures: A. Follow posted instructions carefully before using dishwasher or request training PRIOR to event (CAUTION the dishwasher operates at 160 deg. F.). B. Clean, dry and put away all dishes and utensils according to approved methods of sanitation. C. Wash all counter tops and work areas with cleanser followed by a rinse and then wipe dry. D. Do not leave leftover food in the refrigerator(s) unless approved by the Kitchen Coordinator or Kitchen Committee representative. If you have significant quantities of food left over from an event, WPC recommends taking it to the Dubuque Rescue Mission (398 Main Street, ). E. Clean and check stoves, ovens and other appliances to make sure they are turned off or unplugged and nothing is left inside of ovens. F. Remove any food items brought in to WPC for your event/function from the refrigerator. G. If your group created substantial waste, it is your responsibility to remove it from the building. A dumpster behind Fellowship Hall is available for waste collection. H. If you know that your event will require extra trash bags, please provide your own or contact the office before your event is scheduled. Opening, Use and Closing of Facilities: 1. Keys will be issued to one group/organization representative. The group/organization representative is responsible to secure instruction as to which door(s) to use for access into facilities. The handicapped door touch pad is inoperable after 5:00 p.m.; however the door is still handicapped accessible/operable by using the handle/latch. See instructions at left side of door. 2. If you find it necessary to hang signs or posters on any surface (e.g., windows, inside or outside doors, or on pews, walls, etc.) contact the office for PRIOR approval and instruction. Regular masking and scotch tape, for example, removes the finish from wood surfaces and leaves marks on the window glass. 3. Do not disturb materials found in the room. Use a leave NO trace mentality. If you need specific materials for a project that your group is working on, be sure to bring them. Do not use materials including paper, paints, cardboard, etc. that you may find in the room(s). 4. Use Air Conditioning (A/C) and Heat respectfully. A. If you decide to use the A/C, KEEP ALL DOORS AND WINDOWS CLOSED. Adjustments for A/C or Heat may only be made in rooms having instructions posted on the unit. You must follow all directions posted on the heating and cooling units as to how the units are to be operated and adjusted. If there are any problems with the heating or cooling units, you must contact the church office as soon as possible. B. Restore all A/C and heat controls to their original position and turn A/C OFF when you leave. NOTE: even if you did not turn it on, it is your responsibility to make sure that the A/C is OFF when your group has finished using the WPC room(s)/facility(ies). 5. When your group has finished, leave the room(s) as you found it/them or better than you found it/them. Turn off lights in restroom(s) as well as reserved room(s). 6. If yours is the last group leaving, you are responsible for shutting down the building before you leave. Pay special attention to the following: A. Verify that ALL DOORS (outside and inside) ARE LOCKED. B. Lower and upper bathroom lights are turned off. C. Basement hallway lights are turned off. Page 6

7 General Information: 1. NO ALCOHOLIC BEVERAGES, DRUGS OR FIREARMS ARE PERMITTED ON CHURCH PROPERTY. 2. NO SMOKING IS PERMITTED IN THE BUILDING. 3. Regarding your event note that WPC is not to be listed as a contact for information. WPC will not be responsible to inform people of cancellations, changes, etc. 4. No signage/advertising may be posted on WPC property without PRIOR permission from the church office staff. All signage is subject to Property Committee approval. 5. User groups may not use the name Westminster Presbyterian Church in any publicity without PRIOR permission. You may list Westminster Presbyterian Church s address (2155 University Avenue) for directional purposes only. You are requested to provide us with copies of any literature, posters, publicity, etc. pursuant to your event. The sponsoring organization must be clearly identified. 6. Capacities for rooms are established by the Fire Department. A fire lane must be kept clear. Violations of these rules are violations of city codes. 7. Responsible care of the building and equipment is required at all times: damage and/or breakage must be reported to a member of the office staff within one business day of the event. 8. WPC is not responsible for any lost, damaged or stolen articles. 9. The contact person(s) shall assure that all participants are aware of and obey this policy. The behavior of each participant reflects on your entire group and affects your future use of the facilities. 10. In the event of an Emergency such as fire, personal injury, etc. call 911 to report the emergency and then contact the Pastor, Custodian, Property Chairman, or Kitchen Coordinator. See listing located on the contact page. 11. Follow Severe Weather precautions provided in the appendix and posted within WPC. 12. A signed copy of this Facilities Use Policy should be distributed to the primary contact person(s) associated with the event. 13. Everyone using WPC facilities must obey all church rules, and all federal, state and local laws and act in accordance within WPC values, principles, goals and mission. Appeal Process: 1. Any of the provisions of this Facility Use Policy may be appealed to the Property Committee which will make a recommendation to Session recognizing that the appeals process requires time (e.g., the Property Committee and Session commonly meet only monthly). 2. Session decisions are final. Release of Liability: WPC assumes no responsibility for injury, property loss or damage to anyone participating in your event while using WPC facilities or being on WPC property. All non-wpc groups or organizations must provide a copy of the group s/organization s Certificate of Insurance and add Westminster Presbyterian Church as an also insured party. In the event that a Certificate of Insurance is not available or there is none, the signatory of this document agrees to assume all legal responsibility and liability for the actions of their group or organization and becomes personally responsible for same holding WPC harmless. The signatory, by signing this agreement, freely states that as an individual and recognized representative of the group or organization intending to use WPC facilities, agrees to release Westminster Presbyterian Church from all liability and hold harmless Westminster Presbyterian Church, its employees and its members from any claim for Page 7

8 damages and further agrees not to bring any legal action against Westminster Presbyterian Church, its employees or its members for any event or incident that may occur while using Westminster Presbyterian Church facilities covered by this agreement. I have read the above Facilities Use Policy and agree to all of its provisions as stated. Printed Name of Authorized Representative: Signature of Authorized Representative: Date: Page 8

9 Appendix 1: Emergency Response and Contact Information In all cases of emergency, your first consideration is the safety and welfare of your guests and event attendees. Please review these guidelines in advance of your event or use of WPC facilities and make sure you and your event coordinators are familiar with these guidelines and building layout. Weather (Tornados or Severe Weather): Take shelter immediately in designated areas. Move away from window/glassed areas of the building to areas located in the interior hallways of the lower level of Westminster Presbyterian Church. There are instructions and maps posted in rooms and other areas of Westminster Presbyterian Church indicating how to proceed to sheltered locations. Fire: Evacuate the building immediately and then call 911 to report the fire. Mechanical/Electrical: If there is a problem with the mechanical or electrical operations of the building, call an emergency contact via the emergency numbers listed on this page and advise of the nature of the emergency. Medical/Police: in the event of a medical or law enforcement emergency, call 911 immediately. Building Damage: If there is any significant damage to the building or Westminster Presbyterian Church property (e.g., broken window), immediately call an emergency contact via the emergency numbers listed on this page and advise of the nature of the emergency. Minor interior damage must be reported on the next business day. Emergency Contact Numbers: information questions. NOTE: Please do not call the emergency contact numbers for general Medical/Police/Fire 911 Pastor: Hal Murry Building Maintenance Supervisor: Tim Till Chairman of Property Committee Mark Oberhoffer Page 9

West University United Methodist Church Facility Use Policy

West University United Methodist Church Facility Use Policy Facility Use Policy (West U Methodist or the Church) considers its property and facilities to be a gift from God for the primary purpose of worship, Christian study and fellowship as well as outreach,