CHRIST CHURCH, ST.PETER’S PARISH BUILDING USE POLICY
Statement of Policy
Our church has been blessed with a satisfactory facility to carry out the mission of the church. Therefore proper oversight must be given to these facilities to ensure that:
- Adequate facilities exist to effectively carry out the ministry objectives and goals;
- Users exercise proper care and safety;
- Such facilities are properly protected against loss or misuse;
- Wise stewardship is being expressed through energy conservation, cost reductions, and safety measures;
- The life of the facilities is extended through a proper maintenance program.
1) The contact person of the group desiring to rent the facility is responsible for completing the Facilities Usage Information Form with the Parish Administrator and for the key if given. The contact person is also responsible for making sure all members of the group are familiar with the building rules and for assuring that these rules are followed. The church office must be notified immediately if the key is lost.
2) Certificates of liability and Property Damage Insurance coverage naming Christ Church, St. Peter’s Parish as an additional insured must be on file prior to the date of the event by all outside groups to Christ church for the purpose of covering liability and property damage or accidents that might occur on church property.
3) It is the group’s responsibility to keep the name of the contact person with address and phone number current in the church office.
4) The Priority of Use Shall Be As Follows:
a. Recognized groups within the church- Church Services, Sunday school, adult education
b. Regularly scheduled church activities-CORE, committee meetings, small group meetings, VBS, sale
c. Church Members- Individual parties and special events, weddings, funeral, and receptions, music recitals, Waterfowl Festival
d. Outside groups- church recognized but not church sponsored- girl scouts, Choral Arts
5) Approval Guidelines for the space request use shall be as follows:
a. All activities shall be approved pending availability of space and the priority schedule, and must be consistent with Christ Church’s Mission and Vision and building use policy.
b. No date is placed on the calendar until the form has been submitted and approved by the Parish Administrator.
1) Requests from outside groups longer than 3 months ahead of the use date (with the exception of weddings) must have Parish Administrator approval.
6) The ministry leader or organization representative is responsible for the following:
a. Submit the room set up on the Facilities Usage Information Sheet diagramming set-up to Parish Administrator.
b. After building use clean up all areas used. The area should be returned to the same condition as before use. If using the sexton for set up and clean up, a fee will be charged for non- church member groups. (See Fee Schedule)
c. Turn off lights and air, turn down heat, close windows
d. Report any maintenance problems and damages to the Parish Administrator.
7) Room location and time of meeting may not be changed unless permission is received by the Parish Administrator.
8) The Parish Administrator will meet with the user, or a representative, when the reservation is made to review conditions of the church for usage, the expectations and needs for the event, and to set a schedule for room set up and clean up as needed. A schedule of fees for the building usage, custodial and /or technical service, and other financial commitments necessary for the event, will be given to the user at the time of the reservation. All church activities are scheduled on the master church calendar
9) There shall be no smoking in the church building but is permissible outside the building. All cigarette butts need to be disposed of outside in the designated cans. There are butt cans located outside the Parish Hall main doors.
10) Do not use scotch tape or thumb tacks on walls or wood surfaces. Poster putty or blue Painter’s masking tape is allowed.
11) Children will not be left unattended. If the Nursery is used, it needs to be left clean & tidy. Please coordinate all nursery needs through the Minister of Youth and Family-Joanne Browe-joanne@christchurcheaston.org.
12) When user groups have completed their program/meeting the room shall be prepared for its next use. This includes putting chairs against the walls or back around the tables (Parish Hall only). Tables should be cleaned off. All garbage is to be put in trash receptacles and bags taken to large garbage cans by the garage. Any recyclable materials put in the correct containers (located in kitchen.)Lights and Heat or Air need to be turned off and all doors secured and locked.
13) If the choir area is used, do not move the piano or any other musical equipment. Pick up all trash and leave the area tidy.
14) If the kitchen is used, it should be left clean, counters wiped, floors swept, and all dishes utensils washed and stored. The stove, ovens and dishwasher should be turned off. Make sure the kitchen door leading to the outside is securely locked. Cleaning supplies are located either under the kitchen sink or in the kitchen closet.
15) Diaper Disposal – Plastic bags are located in the lobby bathroom along with a diaper changing station. Put diapers in the plastic bag, tie it and place it in the garbage can outdoors by garage.
16) Each group is responsible to make sure their lights are turned off and the doors are locked (check all the side doors) even if other groups are still meeting. Make sure the front door is locked even if other groups are still here. The last group out is responsible for the hallway lights.
17) There is a phone in the kitchen for use. Keep the phone use to a minimum. Please, no long distance phone calls.
18) Only groups who have a completed a current Facilities Usage Information Sheet file with the office may reserve church space. Please see the office for this form and to ensure that your group information is current. Approval for church space is made by the Rector and the Church Administrator, but calendaring can only be made by the Church Administrator. Church functions will have priority on the calendar.
NOTE: THIS AGREEMENT MAY BE TERMINATED BY EITHER PARTY AT ANY TIME
1. All liabilities and/or damages resulting from the Applicant’s Group’s use are acknowledged to be the sole responsibility of the Group.
2. The Group’s use of the facility is restricted to the designated area. This is, in part, to avoid conflicting with other groups which may be using the other areas.
3. Should Church activities conflict with the Applicant’s Group’s permit, the Church’s need will take precedence. An attempt will be made to relocate or reschedule Applicant’s Group.