A Guide to First Presbyterian Church Building Use

 Policy as of 2/17/2010

 INTRODUCTION

First Presbyterian Church is a busy place. We have built and dedicated this building for worship in prayer and song, for the ministry of the Word, and for the celebration of the sacraments. We welcome the chance to share our space with our community for fellowship, for the strengthening of family, for the nurturing of our children, and for the maturing of our youth. As we renovated and expanded our space, we have done so with the expectation that it should be available and accessible to the community in which we live and gather. Therefore, we have dedicated this facility to serve our local mission.

Building use activities and management fall under the jurisdiction of the Building Use Committee. The application of the guidelines contained herein is at the full discretion of the Building Use Committee.

First Church has a number of long-standing relationships with several community organizations for ongoing use. Availability for such ongoing usage is limited but can be considered. Local organizations and individuals for one-time or short-term usage also use our facilities. When possible, we attempt to make our facility available for such groups. Our first priority is to programs and membership needs of the church. Priority is then given to nonprofit groups that are supported by the church, and finally to other nonprofit organizations.

Approval of the use of the grounds and facilities does not constitute or imply endorsement of a group, their mission, or their positions. Groups approved to use the facilities must not advertise the event in such a way as to imply endorsement by the congregation. No activity or advocacy may take placed within our buildings or grounds that conflict with the bylaws and the practices of this congregation and the denomination.

Included in this guide are the following:

• Steps to Facility Use Scheduling

• Fees for Facilities Usage

• Rules and Regulations of the Session

• Room Use Agreement form

• Release and Indemnity Agreement form

 

STEPS TO FACILITY USE SCHEDULING

• Fill out a Room Use Agreement. One is included in this guide or you may obtain one from the church office or at our website (fpc-wooster.com) under the Contact Us tab.

• Attach any additional information you feel might be useful in helping us determine if we can accommodate your group

• Return the Room Use Agreement to the church office who will forward your request to the Building Use Committee who will, in turn, notify you if it is approved or not approved.

 

PRIORITY OF USE

Our church facilities are to be used in ways that do not infringe on the original and necessary purpose of our property or interfere with the youth/education programs of the church. A master calendar of events is kept by the Administrative Assistant in the church office. Implementing of policies and regulations, decisions on priority of usage and application of fee structure is the responsibility of the Building Use Committee. \

Scheduling

• Church activities and programs will be given first priority and should be on the long-term calendar kept in the church office.

• All other requests will be reviewed and scheduled by the Building Use Committee. Requests should be submitted as far in advance as possible. Requested dates will not be confirmed as reserved until four months prior to the event.

 

Priority of usage

Category 1

• First Presbyterian Church groups, teams, and committee functions

• Individual member weddings, anniversaries, and funerals. Members of the Presbyterian churches in area one (the Wooster Cluster) will be considered members of the First Church for this category.

 

Category 2

• People To People Ministries

• Wee Care

• Church sponsored Boy Scouts

• Church sponsored Girl Scouts

• Church mission oriented groups and organizations

 

Category 3

• Non-member weddings, anniversaries, funerals

 

Category 4

• Not-for-profit civic/service (e.g., Quota, Coin Clubs, Kiwanis, etc.)

 

Category 5

• Individuals and For-profit organizations

 

FEES FOR FACILITY USAGE

Fees are broken down into two categories:

• Facility and

• Impact

 

Facility fees are basic rental charges for area usage and impact fees are charged at the discretion of the Building Use Committee taking into account factors such as setup requirements, number of participants, use of any special equipment, etc. Based on these factors, impact fees may be in excess of these guideline amounts.

Please refer to the current BUILDING USE FEE SCHEDULE. This schedule is available at the church office from the Administrative Assistant.

APPLICATION OF FEES

Groups/individuals in Categories 1 and 2 are not subject to the Facility Fee but may be subject to one or more of the Impact Fees depending on the nature of the event. Additionally, fees for the Minister and/or Director Of Music may apply.

The applicability of fees is the responsibility of the Building Use Committee. A deposit of 50% of the total fee estimated by the Building Use Committee will be required. Immediately following the event, a final fee schedule will be calculated. Final payment is due at this time.

BUILDING KEYS

• If it is necessary for a group to have a key to the building or a certain area of the building, the group representative will have to have to acquire the key from the church office and leave a Key Security Deposit of $150.

• The key(s) is(are) the property of the First Presbyterian Church and if lost or not returned within one week following the event, the church reserves the right to keep the key deposit to use towards the cost of replacing the key(s) and/or re-keying the church.

 

RULES AND REGULATIONS OF THE SESSION

BREAKAGE

All persons and/or groups using our facilities are expected to exercise reasonable care and judgment in such use in order to prevent defacement, damage, or breakage. The persons signing the application for use shall be responsible for paying costs incurred by the church in cleaning, repairing, or replacing any part of the building or its furnishing and equipment which in the judgment of the church Building Use Committee has been carelessly or irresponsibly subjected to more than normal wear and tear by the persons or group involved.

ROOM SETUP

All rooms have been designated with a standard room setup. The church Building Use Committee will provide each group with a diagram of this standard for the room they are interested in using. Any setup changes requested by the group are subject to approval by the Building Use Committee and are considered in the calculation of Impact Fees noted above.

ORGAN AND PIANO USE

Permission to use the organ or any piano must be granted by the Director Of Music. If the user wishes to have instruments tuned, they will be tuned at the user’s expense by a craftsman approved by the Director Of Music. Pianos cannot be moved except by permission from the Director Of Music or the Building Use Committee, and may require the assistance of professional movers in the case of grand pianos. If professional movers are required, the requesting group must pay for the moving and for tuning the piano after moving.

SOUND SYSTEM

Sound reinforcement systems are available upon request. The systems may be operated by the church sanctuary sound technicians (at a cost of $75 per event) or by technicians preapproved by the Building Use Committee. Group-provided sound, recording, or video equipment may NOT be attached to the sound system through cables or connectors without prior approval.

Bruch Fellowship Hall sound system is included in the hall rental fee.

SMOKING POLICY

All members of all groups using our facilities shall abide at all time by a “no smoking” rule in all parts of the building, including corridors and restrooms. Violation of this rule is sufficient ground for a staff member to withdraw immediately any group’s use of the facilities and/or to deny use in the future.

ALCOHOL POLICY

The serving, consumption, or use of alcoholic beverages, marijuana, or narcotics shall not be permitted at any time on church property, including the outdoor areas and parking lots.

FINAL DECISIONS

In case of doubt or uncertainly by any outside person or group about the application or interpretation of these regulations, or in our customary practices not specifically mentioned here, the Building Use Committee or their delegated representative shall decide the matter and all individuals and groups shall abide by the Building Use Committee’s directions or forfeit immediately the use of the facility.

SUPERVISION OF CHILDREN AND YOUTH

This church has adopted a Children And Youth Safety Policy which is incorporated herein by reference. A copy of this policy may be obtained from the church office. All users of the facility are expected to follow the guidelines of this policy. Any questions regarding this policy should be directed to the Building Use Committee.

NURSERY USE

The nursery facility is available by arrangement at least two weeks prior to the event by contacting the Building Use Committee. Our safety standards require that two nursery care providers must be present to operate the nursery. At least one of these must be a First Church qualified caregiver. Both must be adults over the age of 18.

FOOD AND DRINK

There is no food or drink allowed in the Sanctuary or Chapel. The Choir is excepted in that they may carry bottled water with them to the singing area. All other food and drink requires approval in advance as noted in the Room Use Agreement.

DECORATIONS

Decorations may NOT be attached to the walls. They may however be attached to doors, and light fixtures with masking tape only. No decorating is permitted in the hallways. All such decorations must be removed immediately and completely following the event.

STARTING AND ENDING TIMES

• Monday through Friday from 8:00 AM through 10:00 PM

• Weekends from 8:00 AM through 7:00 PM

 

The building must be completely cleared not later than 11:00 PM (or 11:30 PM on Saturdays) to allow the building to be closed promptly. Exceptions to these times must be approved in advance and will be subject to a custodial surcharge.

EMERGENCY SCHDULING CONFLICTS

The church reserves the right to preempt any facility use for its own in cases of emergencies such as funerals. Notice will be provided as early as possible.

STORAGE

There is no excess storage available for organizations other than church groups and, as such, organizations using the facility will be responsible for storing props and accessories offsite.

BICYCLES AND SKATEBOARDS

No bicycles or skateboards are allowed inside the church facility.

PARKING

Parking on the church grounds is available only during the period of time that a group has contracted to use the facility. Parking is available on a first-come, first-served basis and excludes certain spots specifically reserved at all times for staff of the church and special needs. Through a mutual arrangement, parking overflow is available at the Gault Learning Center to the north of the church.

Any damage to vehicles is at the owner’s expense: the church is not responsible for theft or damage to personal property.

SECURITY

Our church works to maintain a safe and secure environment within the facility. However, no systems are foolproof. We ask that all users pay close attention to personal property and valuables, not leaving them unattended. The church is not responsible for theft or damage to personal property.