Building Use Policy & Resource Request Form

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i

Church Buildings,

Equipment &

Grounds Use Policy

Trustees Approval: February 1, 2011

A Policy and Proces

for Requesting and

Using Church

Resources for

Pender United

Methodist Churc

12401 Alder

Woods Dr. FairfaVA 22033


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Pender United Methodist ChurchChurch Buildings, Equipment and Grounds Use Policy

Approval Page

Approved February 20, 2011

______________________ _______________________Norm Saunders K. T. Tarro

TrusteesChair Church Council

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Summary

Pender United Methodist Church is a church with a mission for outreach

within its local neighborhood and around the world. It is a church that

teaches and ministers to its members and guests through its worship

services, classroom study, Youth Program, Music Ministry, and Bible studies.

It is a church involved in the community with its Flea Market and Boutique,

the Hypothermia Center, the Outreach Center, and many other activities. It

is a church that supports community activities and events such as Christian-

based counseling and community safety activities. Pender United Methodist

Church also hosts and sponsors assorted scouting programs, and Virginian

Methodist District activities.

The Ministerial Staff and the Trustees continually monitor and assure those

activities held within the Church Building, its Grounds or use of property are

within the scope of the Church mission. To ensure fairness to those

requesting the use of the Church, and to ensure these activities are

consistent with the Church mission, this Policy has been updated to reflect

the growing demands and increased costs of Church usage. It is a Policy that

provides the criteria for approved usage and compensation, it defines the

process to request usage, and it defines the responsibilities of the Users of

the Church, the Staff, Trustees and the Ministerial Staff.

This Policy and the process defined herein require some judgment and

prudence in its execution not every conceivable situation has been thought

of for the use of the Church. Therefore careful oversight by the Ministerial

Staff and Trustees will ensure thoughtful interpretation of this Policy.

Additionally, because of the changes of this Policy from its previous version,

it is understood that it will take some re-orientation of the congregation and

community to the new Policy and procedures. Because of the scope ofchange, the Policy will be phased in. Compliance to this Policy will ensure

the most suitable use of the Church facilities and enable maximum usage,

while managing Church resources for the purpose of the Church mission.

The Ministerial Staff and the Trustees can change the Policy and process as

they deem necessary to ensure continued success of this mission at Pender

United Methodist Church. This Policy will be amended as necessary to

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ensure the continued success of the mission of Pender United Methodist

Church. Proposed amendments will be reviewed by the Trustees before

approval and subsequently approved by the Church Council.

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Table of Contents

Approval Page ............................................................................................................. ii

Summary ................................................................................................................... iii

1.0.Introduction .......................................................................................................... v

Terms and Definitions ............................................................................................. vi

Background and Purpose ...................................................................................... viii

Policy ........................................................................................................................ viii

Pender Building Use Groups (See Appendix B) ...................................................... ix

Submitting a Resource Request Form ..................................................................... x

Fee Types ............................................................................................................... xi

Financial Accountability .......................................................................................... xiPhase In Period of This Policy .................................................................................. xi

Process ..................................................................................................................... xiii

General Rules for Behavior, Conduct, Security and Cleanliness ..............................xvii

General Conduct .................................................................................................. xvii

Security ............................................................................................................... xviii

Cleanliness and Order ........................................................................................... xix

Damage and Liabilities .......................................................................................... xx

Building Use Fees and Room/Resource Availability .................................................. xxi

Appendix A RESOURCE Request Form ................................................................. xxiii

Appendix D - RECORD OF CHANGES AND REVIEW ............................................... xxviii

1.0.................................................................IntroductionThis document provides the background and context of the Church Buildings,

Equipment & Grounds Use Policy (henceforth referred to as The Policy unless

otherwise stated). It defines basic terms and the purpose of The Policy. It defines

the criteria for the types of requests and Users of the Church resources, the process

to request the use of the resource, and the responsibilities of the Users and ChurchStaff within this process. A key attribute of The Policy is the definition of six Use

Groups which guide the prioritization of uses and associated fees for use of the

Church property. This Policy applies to all using User Organizations and its leaders

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and participants, the Church administrative and Ministerial Staff, the Church

leadership, and various committees.

The scope of this Policy includes the use of the Church Building and specific rooms,

the outside areas including the parking lot, and the Equipment of the Church. Itdoes not include the use of motor vehicles which is included in a separate policy.

This document is divided into the main body (Introduction, Policy, Process, General

Rules, and Building Use Fees and Room/Resource Availability), and Appendixes that

include Resource Request Form, User Groups, Building Use Fee Schedule, and

Record of Changes and Review. The appendixes can easily be changed and

approved by the Trustees without any changes to the body of the document thereby

making an overall more dynamic and responsive Policy and procedure.

Terms and Definitions

The Church, Church, or PUMC Pender United Methodist Church the

Church members, all Staff, and governing boards.

Church Resources1 a generic description of the following;

o Church Buildings Main building that includes the classrooms,

sanctuary, Fellowship Hall, and also includes the Outreach Center

building. It does not include the parsonage.

o Church Grounds The external areas of the Church, to include the

grassed area, playground, wooded areas, parking lot, sidewalks, and

entry areas.

o Equipment, Resource The furniture, electronic and administrative

equipment, and musical instruments within the Church. The use of

the term Equipment does not necessarily mean it is Church owned

because some members of the Church use their own personal

equipment to support Church activities.

Church Office The administrative office of the Church.

The Staff, Staff The paid and unpaid administrative and ministerial

leadership of PUMC.

o Office Staff The paid professional and unpaid administrative and

volunteer staff of PUMC. The Office Staff coordinates and maintains

the room usage schedule in the Office.

1 The Churchs motor vehicles are not considered part of The Policy unless specificallystated another policy establishes the criteria for the use of the Church motor vehicles.

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Motor Vehicle Policy Separate Church policy for the safe usage of motor

vehicles of the Church that includes criteria for usage, reservation, and

purchase of Church vehicles.

Resource Request Form Appendix A Form completed by theRequesting User to request use of the Building, Grounds or Church property,

and is turned into the Office after completion. This form is used to reserve

space in the facility, reserve equipment & to schedule events/activities on

the Church calendar of events. It also gives information about event

communication and fees.

Background and PurposePUMC is in the center of a major metropolitan area containing a culturally

diverse society. This brings special opportunities and challenges to PUMC in

which it may provide outreach and ministry to many who would otherwise not

hear or know the Word of the Lord. PUMC, like its community, has evolved as a

suburban church to a more urban church that requires closer oversight of its

resources to ensure the fair use and an acceptable risk for the Church while

achieving its mission. This Policy will assist in the continued transition.

PolicyPender Building Use Groups were created and accepted by the Trustees on 6 April

2010. The criteria define six categories of Users of the Church based on the

priorities and the mission of the Church. Those User Organizations closest to the

core mission of the Church and PUMC have the highest priority and do not pay usefees. Those Users that are community based but consistent with the purpose of the

Church have the lowest priority and will be required to pay use fees. Any

Organization using the Church but not within the criteria will require special

agreement with Trustees. No Organization or Users will be permitted to use the

Church, its facilities, property and grounds if the Organizations purpose is counter

to the mission of PUMC. Only events suited for the requested resource will

approved. For example, non-spiritual activities such as community meetings or

professional development meetings will not be held in the Chapel or the Sanctuary

but may be held in a classroom.

The general priorities for usage (as reflected in the criteria and Church mission) arePUMC Worship Services, Funerals, Weddings, Sunday School, Bible Study, PUMC

Meetings, UMC Meetings, supporting Mens and Womens UMC Groups, and then

external activities. Regular occurring Worship Services and Sunday School and

Music Rehearsals do not require the submission of the Resource Request Form

assuming they will use the regular resources specifically designated for their use

i.e. sanctuary, choir room. At the discretion of the Ministerial Staff and/or the Chair,

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Trustees, these criteria may be changed on short notice. For example, a Memorial

Service for a public figure (not a Church member) may require the postponement of

a Bible Study.

The six Use Groups are based on the purpose of the User Organization, and not thePUMC member status of any of its members. Even though a User Organization may

have one or more PUMC members, or the Organization Coordinator may be a PUMC

member, it does not affect the classification of the User Organization. For example,

a homeowners association group may be led by a PUMC member; however, the

homeowners association remains a Community Support/Outreach Group (Group 5).

In lieu of paying fees, a User Organization may request to exchange a service to the

Church or community. The proposed services to be provided must be specified on

the Resource Request Form (with any applicable supporting documentation) defined

and specific, and must be approved by the Trustees and/or the Ministerial Staff

before the event occurs. If approved, all other portions of the Policy and Procurestill apply. An example of providing a service and not paying a fee is if/when the

Boy Scout Troop who volunteer to support a Flea Market set up and clean up for a

specified number of dates and hours, and not pay a fee for their monthly meeting.

Pender Building Use Groups (See Appendix B)Six Building Use Groups have been developed to categorize various User

activities to facilitate prioritization of scheduling, uses, and associated fees.

Core activities take precedent over outreach activities as identified in Appendix

B.

GROUP 1 -PUMC Regular Programs and Activities - PUMC led,frequency at least monthly, typically in the same room:

These are activities core to the mission of PUMC and are the regular

operations of the Church. These activities exist for the sole purpose

of spiritual feeding, growth, worship, and the direct support of the

activities for PUMC.

GROUP 2 -PUMC Special Events and Programs - PUMC led, frequency

less than monthly: These activities are often on an ad hoc basis,

but are still scheduled and planned. These activities have a core

purpose supporting the worship, fellowship and outreach of PUMC.

GROUP 3 -District, Conference and UMC Activities - UMC-related

groups outside of PUMC: These activities include meetings and

worship services conducted by the Arlington District, Emmaus

Gatherings, Wesley Foundation College Students Mission

Accommodations, and the greater UMC Church.

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GROUP 4 -PUMC Sponsored Groups - Non-religious/community

groups chartered or directly sponsored by PUMC, but not

run by PUMC: These Groups include the various scouting groups

and their related activities. The User Organization must have a

PUMC sponsoring group to represent their needs and to ensureunderstanding of The Policy. For example, the Pender Mens

Groups sponsors the Boy Scout Troop to ensure the troops interest

and needs are met, and to ensure they understand and comply with

The Policy.

GROUP 5 -Community Support/Outreach - Activities/evangelism to

bring people in contact with PUMC: These activities include

community group meetings and others that PUMC opens its doors

to that hopefully leads to individuals of these groups developing an

interest in becoming associated with, or becoming a members of,PUMC.

GROUP 6 -Outside Organizations & PUMC Member Use - Activities

and groups unrelated to PUMC Outreach: These are

organizations that are not community-based with no relationship to

PUMC or PUMC outreach that contact PUMC for the sole purpose of

obtaining meeting space. PUMC Member Use: PUMC member use

of Church facilities for private functions such as birthday parties,

wedding/baby showers, anniversary parties, child playgroups, etc.

Submitting a Resource Request FormBefore the start of the calendar year (about September), User Organizations with

recurring activities (weekly/monthly) should submit a Resource Request Form for

the activity (weekly/monthly meeting). The Office Staff will assign the User

Organization to the applicable Use Group. Criteria will not normally change from

one type of meeting to another, or from one year to another; however, a

separate request is required for each different meeting type, and when different

resources are needed. For example, a choir rehearsal is considered PUMC

Regular Programs and Activities, but for an event such as the Candlelight

Dessert Concert, the event falls into the PUMC Special Events and Programs

Group.

The Resource Request Form is used by the Church Office Staff to: 1) Reserve the

requested resource, and 2) Update the Church Calendar 3) provide information

on communicating/publicizing the event.

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Fee TypesThe Church has established three types of fees that apply to certain User

Groups:

Security Deposit To secure reservation of the room(s) requested, and tocover the repair or damage to the facility and/or extraordinary cleaning.

Room Fee For wear and tear on the facility or property, and to offset

utility costs.

Usage Fee For the set-up, clean up, and resetting of the facility, and to

compensate the Custodial Contractor. The Usage Fee does not include

courtesy self set up and clean up required of the User.

These fees are used to compensate the Church for the cost of using the Building,

Equipment and Grounds, and for the fair wear and tear, and utility expenses. Itis not intended to be a dollar-for-dollar compensation but instead, is an estimate

of fair reimbursement for the Church usage.

Some rooms and resources of the Church are not available to Users that are

outside of the core ministerial use of the room/resource. In rare circumstances a

special request may be made which may be approved by the ministry

responsible for the room(s)/resource(s). Requests for the use of such

rooms/resources shall be made via the Resource Request Form. If approved,

fees for these rooms/resources shall be determined based on the specific

request.

Additional information on fees is found in Section 5.0. Fees, and inAppendix C

Building Use Fee Schedule.

Financial AccountabilityThe Church Office Staff has established a means to receive Room and Usage

Fees from Users and then to make appropriate payment to the Cleaning

Contactor. The Usage Fee is not intended to be a dollar for dollar exchange for

the cost of the Cleaning Contractor. The cost of cleaning will be tracked and

compared to the Usage Fees charges so that there is data to support fair Usage

Fee adjustments in the future.

Phase In Period of This Policy

The Policys new fee structure will be phased in over the next 60 days.

Any reservations on the books as of the approval of this Policy are

subject to the previous Policy. Any reservations made for 60 days

following the approval of this Policy are subject to the old fee schedule.

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After 60 days of this Policy and Procedure approval, the new fee

schedule described in this document will be fully effective.

The procedures of this Policy how to reserve a resource,

responsibilities, etc. - remain similar to the previous procedures.

Hence, any changes to the procedures described herein take effect

upon approval of this Policy.

The Trustees and Church Council will make the congregation aware of

the changes by way of the Pender Post, the Sunday Bulletin, and/or

other means.

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ProcessThis section explains the series of steps used to reserve, set up, use, clean, and

resolve most issues that may arise. These steps are in the general sequence inwhich they should occur.

A User requesting to use the Church facility, Church Equipment or Church

Grounds establishes an Organization Coordinator that will represent the

Group and interact with the Church Office Staff.

The Organization Coordinator must complete a Resource Request Form and

submit it to the Church Office.

The Church Office Staff will review the request and ensure that theproposed use is within the scope of The Policy.

The Church Office Staff will assign the event to the appropriate Building Use

Group. In most cases requests will come from within PUMC and it will be

obvious which Use Group applies.

The Church Office Staff will review the request and ensure that the

requested resource(s) is (are) available based on the Church Office

calendar/room schedule.

o Requests from User Organizations that are classified as Use Groups 1

and 2 should be submitted as far in advance as possible but at least

30 days before the event to allow for scheduled setup and cleaning,

and coordination with other events.

o Users that are classified as Use Groups 3 through 6 must submit

requests at least 60 days prior to the event.

o Requests submitted by Users that include the use of recreational

Equipment (such as a Moon Bounce) must be submitted at least 60

days from the event to ensure that adequate insurance coverage is

procured in time for the event. The cost of the insurance will be

passed on to the User Organization and must be paid in advance.

Special event insurance costs are in addition to any applicable Room

Fees and/or Usage Fees. If the User Organization cannot afford the

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required insurance, then an alternative form of recreation that does

not require additional insurance can be requested.

o Cancellations or modifications by a User to any requests shall be

made via the Church Office as far in advance as possible, and awritten confirmation from the Organization Coordinator for the

cancellation must be submitted within five days of the verbal

notification to the Church Office.

o See Section 5.0 - Building Use Fees and Room/Resource

Availability for additional requirements for cancellations to avoid

loss of the security deposit.

Based on the resources requested and assigned Use Group, the Church

Office will tabulate Room Fees and Usage Fees using the fees shown in the

Building Use Fee Schedules found in Appendix C. The need for additional

insurance coverage for certain events will be identified by the Church Office

at this time.

The Office Staff will ensure that the User Coordinator has read The Policy

and also has read and understands the Child Protection Policy.

Additionally, the User Coordinator will ensure other participants of the User

Organization understand and comply with both policies. If necessary, a

copy of these policies will be provided to the User Coordinator by the Office

Staff.

Applicable fees must be paid at the time of approval to the PUMC Office.

Unlike previous practice, Custodial Contractor fees will no longer be paid

directly to the Custodial Contractor.

If there is a question or disagreement about which Use Group is applicable

for the activity, the Senior Pastor or the Chair of the Trustees will determine

which Use Group is applicable. The Senior Pastor or Chair of the Trustees

may be contacted via email or phone, and their reply to the query can be

verbal or by email to allow a timely answer. It would be rare that any

request will need further discussion and thereby be a subject of discussion

at a Trustee meeting, assuming The Policy and objectiveness by the Senior

Pastor or Chair of the Trustees is acceptable as anticipated.

For activities not easily defined within The Policy, or for major events that

exceed the scope of The Policy, the Organization Coordinator must submit a

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detailed plan to the Trustees to explain the purpose, requested resources,

and proposed schedule. The amount of the fees shall be determined by the

Trustees using the Building Use Fee Schedule as a guide. An example of

this situation is The PUMC Centennial Events, or the use of the Church for

another church service not normally sponsored by PUMC. In the latter case,a Special Building Use Agreement will be necessary which will be drafted

using this Policy as a guide and will be specific to the User Organization and

proposed activities. For such major special events, requests should be

submitted to the Church Office at least 6 months in advance.

The Office Staff will notify the Custodial Contractor of the forthcoming

requirement of any set up, special cleaning, or restoration of room(s)

requested. The Custodial Contractor will review the request and inform the

Church Office of any special issues or additional charges. The amount of

any additional charges will be determined through coordination of theOffice Staff, Organization Coordinator, and Custodial Contractor.

The Custodial Contractor will perform the requested services as specified

on the Resource Request Form, to include set up, restoration, and clean up

which is beyond the courtesy self set up and clean up responsibilities of the

User Organization.

The User shall set up the room or the resource according to their specific

needs. For example, the User can set up posters or balloons for an indoor

party, or outdoor recreational equipment, tent and decorations for anoutdoor event. The User shall restore the room to its original configuration

(such as moving classroom chairs and tables back to the configuration

found upon using the room), put items away in cabinets, dispose of drink

cans/cups and remove coffee cups. Additionally, the User shall remove

rubbish and dispose of in the trash containers in back of the Outreach

Center. Larger scale setup or restoration such as what may be done in the

Fellowship Hall may be completed by the Custodial Contractor.

Any additional cleaning beyond the scope of the agreement after the event

will be documented and the appropriate User Organization will be notifiedand pay the Church Office who will, in turn, pay the Custodial Contractor for

the extra amount. The Security Deposit may be used to pay this extra

amount. Extra un-anticipated cleaning is highly discouraged due to the

tight working schedule of the Custodial Contractor who may not be readily

available to conduct unplanned cleaning due to pending activities.

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The Office Staff will notify the Organization Coordinator of their non-

compliance with the Policy and Building Use Agreement so they can resolve

the issue. Any problems not resolved are grounds for denying the User

Organization from using the Church Building, Equipment, or Grounds. If the

problem or disagreement is not resolved satisfactorily, the Office Staff willreport the situation to the Trustees and/or Senior Pastor for their review

and action.

See Section 5.0 - Building Use Fees and Room/Resource Availability

for additional conditions and availability of use of rooms/resources.

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General Rules for Behavior, Conduct, Security and

Cleanliness

General Conduct

All Users of the PUMC Facilities must remember the reverence and

respect required of the Church. As such, Users will behave in a Christ-

like Manner at all times while in the Church facilities or while using its

resources. Any violation of this behavior is reason for immediate

termination of the User Organizations Building Use Agreement.

Acceptable General Conduct includes but is not limited to;

o No rough housing or horseplay is permitted.

o For those events that include children;

Parental control is required for all children.

If the event is for children and many children are

expected to attend, then a minimum of two adults will be

on hand to supervise the children. Additional children and

the childrens maturity and behavior will dictate if more

adults are needed to attend and supervise the safety and

behavior of the children. If the childrens behavior is not

acceptable (due to unsafe behavior, disruptiveness, etc.)

and the adults do not adequately control the children,

PUMC has the right to terminate the User Organizations

Building Use Agreement.

Smoking and use of tobacco products is not permitted in the Church

Building and within 50 feet of the Church Building. Smoking and use of

tobacco products is not permitted in the Outreach Center or within 50

feet of the Outreach Center.

Consumption and open containers of alcoholic beverages, illegal drug

use or possession of any kind, gambling, or the use of un-Christian

media (including electronic media) are prohibited on Church property.

No candles or open flames are permitted inside the Church Building

unless specifically approved in advance by the Ministerial Staff and/or

Chair of the Trustees. However, altar candles and unity candles are

acceptable for use during a worship service. Usage of candles for

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other than regular worship services must be specially requested in the

Resource Request Form.

User Organizations are responsible for ensuring all their members

comply with this Policy, and the Organization Coordinator is expectedto be present during the meeting/activity to ensure full compliance

with The Policy.

Meetings will terminate by 9:30 PM Monday Friday (unless arranged

for in advance on the Resource Request Form) so there is time to

lock/secure the Building, and for the Custodial Contractor to work

which is often done late at night.

Generally meetings and activities (except weddings and funerals) will

not be scheduled after 4:00 PM on Saturday so that the Building may

be prepared for Sunday use.

SecurityLike many facilities, PUMC has been subject to those who have malicious intent

intending to do the Church harm. PUMC intends to keep an open door policy as

much as reasonably possible while maintaining a balance of monitoring secure

access by members and Users. User Organizations have the responsibility to

ensure that their events are safe for their members, that other members and

Users are not harmed or threatened, and that no damage is caused to the

Church. As such, the following rules apply;

The security and safe usage of the Church and its resources is the

responsibility of ALL User Organizations. During arrival periods of

participants of the event, the User Organization shall appoint one or

more greeter(s) at the door(s) who will monitor the entry to ensure

only authorized participants enter, and to ensure they can easily find

their event. After all participants arrive or if the greeter must leave the

door unguarded, the door(s) shall be locked/secured to prevent entry

by unauthorized persons.

The User Organization will ensure that all members of their Group arecontained within the agreed upon area for their event, and that

members do not visit other parts of the Church. This will help ensure

controlled access to Church resources, and that other Users of the

Church are not disturbed during their events.

The User Organization may open internal doors and windows for

additional ventilation during seasonal weather but not during very cold

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or very hot weather. Users must close and secure all doors and

windows upon completion of their event. Additionally, the User

Organization must ensure all lights are turned off in the areas they

have used and that all external doors are locked when they depart.

When departing, the User Organization will survey the Church toensure all doors and windows are locked, lights turned off, and

ventilation system is turned down to save energy. If another User

Organization is still in the Church then they may assume security and

lock up responsibility if they explicitly accept this responsibility from

the other User Organization.

The Church Buildings shall be kept locked when not in use.

The Office Staff may temporarily issue a key card to the User

representative for access of their organizational members for the

event, but the key shall be returned shortly after the conclusion of the

event.

Cleanliness and OrderUser Organizations are expected to maintain the cleanliness and order of PUMC

during and after their use. The following measures shall be adhered to;

All Users of the Church are expected to return the resources to the

same level of cleanliness or function as how they received it, unless

other instructions have been given by the Church Office (which shall be

noted on the Resource Request Form). Classrooms are normally set

up for Sunday School use and any tables and chairs that are moved

shall be placed where they were originally found. Furnishing shall not

be moved from one room to another unless specifically requested and

approved on the Resource Request Form.

All Users of the Church kitchen on the main floor comply with the

posted instructions for use of the kitchen equipment and the User is

responsible for leaving the kitchen in a clean and orderly fashion.

Kitchen counters and cabinets shall be cleaned, leftover food shall be

removed from the premises and trash shall be taken to the outside

trash containers.

All Users of the kitchen or who serve food or beverages shall provide

their own dish towels, napkins, table coverings, utensils, paper plates,

food and drink, and not use those belonging to the Church or another

User Organization.

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Use Groups 3 through 6 are not permitted to store items on Church

property, unless specifically approved by the Trustees in writing.

Damage and Liabilities

All Users assume full responsibility for any damage that may resultfrom the use of facilities of the Church.

Creating holes in walls or ceilings, or punching or drilling holes in the

parking lot, sidewalk, or movement of soil/dirt in the outside area, or

cutting of shrubs and trees is considered damage to the Church

facilities and will not be tolerated. The Organization Coordinator shall

report any damage and the User Organization shall pay for the repair

and restoration of the damage. Damage to Church property shall also

be cause for termination of the Building Use Agreement.

Use Groups 4 through 6 shall provide a Certificate of Insurance to theChurch Office no later than five (5) days prior to the use of the facility.

Abuse of Church property or violations of the general rules of conduct

shall be grounds for denial of continued use, and if necessary

immediate termination of a Building Use Agreement.

By signing the Resource Request Form, User Organizations agree to

assume legal liability for injury or damage to the persons or property of

the User Organization and other User Organizations caused by their

members, or the equipment they own and use. The User Organization

members agree to hold PUMC harmless in the event of any injury or

damage.

User Organizations are fully responsible for the care and protection of

minors attending or participating in the User Organizations activity.

The Church is not responsible for the care and safety of minors

attending the User Organizations event. The User Organization shall

ensure compliance with the PUMC Child Protection Policy by all

members of the User Organization.

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Building Use Fees and Room/Resource AvailabilityBuilding use fees are based on the level and type of resources used, duration,

and/or frequency of the event, and the User Organizations assigned Use Group.The usage fees reflected inAppendix C do not directly correspond to the cost of

cleaning and set up. Costs and associated fees are based on set up, clean up, type

of use, and room size, and apply to a single event. Multiple events running

concurrently or back to back by the same Organization will be charged as multiple

events.

Core Church activities (Use Groups 1 and 2) pay no use fees, whereas community

groups pay use fees. Additionally, an extra level of effort fee may be charged to a

User Organization for those activities requiring a greater amount of set up, cleaning

or restoration, as would normally be required. Additionally, each User Organization

is expected to conduct their own basic self set up, clean up and restorationregardless of whether they pay a use fee or not. The basic self set up, clean up,

and restoration performed by the User is simply the courtesy of cleaning up coffee

cups, moving classroom chairs and tables back to their correct locations, wiping

white boards clean, and similar activities. This level of setup and cleanup is

explained in Section 4.3. Cleanliness and Order.

The Church has established three types of fees that apply to some User Groups:

Security Deposit To secure reservation of the room(s) requested, and to

cover the repair of damage to the facility and/or extraordinary cleaning.

Room Fee For wear and tear on the facility or property, and to offset utility

costs.

Usage Fee For the set-up, clean up, and resetting of the facility, and to

compensate the Custodial Contractor. The Usage Fee does not include

courtesy self set up and clean up required of the User.

The security deposit shall be due upon approval of the Building Use Request. The

security deposit is required to secure reservation of the room(s) requested, andshall be held in case there is damage to the facility and/or extraordinary cleaning. If

there is damage to the facility, or the event is cancelled by the User Organization

within 7 days before the event (except if cancellation is due to the Church being

closed or another event takes priority over the request), the security deposit may

be retained by PUMC. The Church reserves the right to charge fees above the

security deposit if the damage and/or cleaning required exceed the amount of the

security deposit.

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It is suggested that the security deposit be paid by separate check. The check will

remain un-cashed so that it can be returned to the User Organization upon

completion of the event, provided it is not retained for the reasons outlined above.

Rooms not listed in the fee schedule (basement, youth room, choir room, Pender HillPreschool rooms, infant and toddler nurseries, library, others) are not available

except upon special request and approval of the use of the room(s) by the ministry

responsible for the room(s). Fees for these rooms shall be determined based on the

specific request.

Furnishings in the sanctuary (including pulpit, lectern, altar rails, altar, bell tables,

choir loft chairs, etc.) shall not be moved without the approval of the Senior Pastor

or Director of Music Ministry as applicable. Sanctuary furnishings shall only be

moved by the Church, not the User. If any of these furnishings need to be moved,

the Building Use Request shall include a description of which furnishings are to be

moved. Approval may be approved and a separate fee may be required anddetermined at the time of request approval.

Musical instruments (sanctuary organ, all pianos, all Church-owned instruments,

and instruments owned by individuals and used for PUMC worship services) are not

for use unless specifically requested on the Resource Request Form and approved

by the Director of Music Ministry. In some cases the use of Church musical

instruments may be approved but require the services of a Church instrumentalist

for a fee to be determined based on the specific request.

No Group may use the Church audio-visual systems without specific approval.

Requests to use Church audio-visual equipment shall be requested on the Resource

Request Form. In some cases approval of the use a Church audio-visual system

may be contingent upon the equipment being operated by a member of the Audio-

Visual group for a fee to be determined based on the specific request.

The Senior Pastor has the right to set a maximum fee for events using multiple

rooms/facilities.

The Senior Pastor and/or Chair of the Trustees may override the Building Use Policy

requirements when he/she determines it is in the best interest of the Church.

For a full list of fees, seeAppendix C Building Use Fee Schedule.

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Appendix A RESOURCE REQUEST FORM

See Separate Form

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A ppendix B USER GROUPS

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Appendix C - BUILDING USE FEE SCHEDULE2

GROUPS 1, 2

& 33

PUMC &District/Conf.

/UMC

Groups

GROUP 44

PUMCSponsoredGroups

GROUP 5

CommunitySupport &Outreach

GROUP 6

OutsideOrganizations &

Members5

RESOURCERoom

Usage

Room

Usage

Room

Usage

Room

Usage

Security Deposit5

No Charge

$250 $250 $250

Single Classroom $50 $75 $75 $75 $10 $75

Double Classroom $75 $100 $10 $100 $12 $100

Parlor $50 $50 $75 $50 $10 $50

Fellowship Hall $150 $150 $25 $150 $35 $150Move CommonGround Stage &Equip In & Out6

$350 $350 $350 $350

Kitchen

No Charge

$200 $150$25

0$150

$350

$150

Sanctuary7 $200 $150$30

0$150

$400

$150

Chapel7 $50 $50$10

0$50

$150

$50

Grounds/ParkingLot8

$100 $50$15

0$100

$200

$150

2Other fees may apply for additional insurance coverage costs associated with certainactivities such as a moon bounce (applies to all Use Groups).

3Groups 3-6 - Users for weddings shall pay wedding fees found in the Pender Wedding Policywhich are not included in the fee schedule.

4On an annual basis Group 4 organizations shall specify the rooms needed for regularmeetings on the Resource Request Form. Fees listed for Group 4 above shall be treated asannual fees for regular meetings. However, for special events (ex: Pinewood Derby) aseparate per use fee shall be charged using the Group 4 fees listed above. In addition,Sanctuary, Chapel, Grounds/Parking Lot Events & Moving Common Ground Equipment andStage are per use fees (not annual fees). Groups may provide in-kind services for theChurch in lieu of fees stated via written request to the Trustees specifying the services andproposed approximate dates on an annual basis. The Trustees may approve some or all ofthe requested in-kind services on an annual basis.

5For small events, the PUMC Church Administrative or Senior Pastor may waive the securitydeposit.

6Common Ground equipment and stage will only be moved by members of theCommon Ground Staff.

7Only spiritual activities such as weddings will be approved for the sanctuary and/or chapelfor Use Groups 4 through 6.

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Appendix D - RECORD OF CHANGES AND REVIEW

Date ofChange/Review

Summary of Change

February 1, 2011 Policy approved by PUMC TrusteesFebruary 16, 2011 Approved by Church Council

8Only non-penetrating stakes shall be used in the parking lot. Request of recreationalequipment must be specifically outlined and approved prior to use. In addition, seeFootnote 1 for additional insurance requirements.

Building Use Policy & Resource Request Form

Documents

Transcript of Building Use Policy & Resource Request Form