F ACILITIES U SE P OLICY
FOR
S T . B ARNABAS E PISCOPAL C HURCH
I NTRODUCTION The entire St. Barnabas campus is itself a wonderful gift from God, an asset that is meant to be shared, used, and enjoyed in the building up of the Body of Christ. All of the facilities exist, not only for the edification and use of the parishioners and staff of St. Barnabas, but also for the furthering and nurturing of God’s Kingdom in the Fredericksburg community and the world at large. St. Barnabas parishioners and staff are then not owners of the facilities found at 601 W. Creek St., but stewards of God’s bounty and blessing in this place.
The following policies have been created to maximize the facilities’ usage in the building up of the Body of Christ and are intended to safeguard all those who use and enjoy these spaces. Well-developed policies regarding the use of facilities creates a clear understanding between church leaders and users of the facilities. This is critical to good ongoing relationships with members and non-members alike.
An additional Customary on Weddings provides details regarding those events and should be consulted when planning a wedding at St. Barnabas. This Facilities use Policy still applies.
T HE V ESTRY 1.) The Vestry of St. Barnabas Episcopal Church has given the Rector and Parish Administrator authority to manage the facilities in accordance with these guidelines: a. Implement the Facilities Use Policy, b. Implement and recommend changes to the fee schedule for building usage, and c. Review the Facilities Use Policy and propose policy changes to the vestry. 2.) The Parish Administrator and Rector are charged with the responsibility of reviewing and approving (or declining) building use requests. 3.) The Vestry shall meet annually to review and evaluate ongoing groups that use the facilities. 4.) If there are questions that fall outside these guidelines, the Vestry will come to a final decision.
Facilities Use Policy
F ACILITIES U SE P OLICY A RTICLE I: G ROUPS
ELIGIBLE TO USE THE FACILITIES
1.) In general, worship services, Christian formation classes, organizations, activities, ministries, committees and groups of St. Barnabas are eligible to use facilities (including the wider Episcopal Church, such as the Diocese of West Texas). 2.) Receptions following special liturgies, including installations, confirmations and funerals. 3.) Outside organizations and not-for-profit groups in harmony with the mission and vision statement of the church. 4.) General Public with the exception of for-profit groups
A RTICLE II: P ROCEDURE
FOR
R EQUESTING U SE
OF
F ACILITIES
Church Facilities include the church proper, the Christian Education Building (CEB), the Parish Hall, the Kitchen, and the classrooms and playground. 1.) Procedure for renting facilities of St. Barnabas 1. Calendar and facility use request form must be completed. 2. Requested date and time for the event is approved by the Parish Administrator 3. Upon approval, the Parish Administrator notifies requestor of approval. 4. After the required down payment is paid, the Parish Administrator places the event on the church calendar. 2.) Funeral Receptions are placed on the church calendar by the Parish Administrator as soon as the family indicates its desire to have one.
A RTICLE III: T HE F EE S CHEDULE 1.) A fee schedule and a deposit schedule will be recommended annually by the Vestry for its review and approval. 2.) A Facility Use Fee, set annually by the Vestry, will be charged unless such fee is waived or modified by the Rector at his/her sole discretion. 3.) For any event requiring a down payment, said payment is due upon approval of the event by the Parish Administrator. The event will be posted on the church calendar only when the deposit is received in the church office 4.) For each event, the Facility Use Fee shall be paid by the organizer at least 10 days prior to the first day of the scheduled event.
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Facilities Use Policy
5.) The fee schedule in effect at the time an application is signed will be the fee schedule in effect for that event.
A RTICLE IV: P OLICIES R ELATED
TO
B UILDING U SE
1.) Calendar a. A master calendar will be kept by the Parish Administrator on the church web site. 2.) Alcohol Use a. Catered receptions may not serve alcohol unless served by an approved caterer with a liquor license and liability insurance which has servers that are licensed by the TABC. b. The Episcopal Diocese of West Texas Policy Concerning Alcohol shall be reviewed and signed by each event organizer.
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Facilities Use Policy
A RTICLE V: P RIORITY 1.) Regularly scheduled church services and meetings have prior claim to space, facilities, and equipment. 2.) In the case of competing requests, priorities are in the following order: a. Church related activities including MMO b. Church member, outside organization and not-for-profit events in harmony with the mission and vision statement of the church. c. Events sponsored by church members, such as family reunions, parties, etc. d. Events requested by the general public Every effort will be made to resolve scheduling conflicts. A RTICLE VI: L IABILITY 1.) Any waivers and exceptions regarding eligibility beyond the scope of this Facilities Use Policy must be submitted in writing to the Vestry. 2.) Parishioners and Staff using the facilities for non-ministry must sign a general liability agreement 3.) Outside groups and private receptions must sign a liability agreement and The Episcopal Diocese of West Texas Policy Concerning Alcohol Use. 4.) The church reserves the right to bill for damage and cleaning fees. 5.) Children are not permitted to be left unsupervised. 6.) Users agree to be responsible for the safety of their guests. 7.) St. Barnabas Episcopal Church reserves the right to withdraw permission for use of the facilities at any time at the sole discretion of the Rector, or, in the absence of the Rector, on referral from the Rector, by majority vote of the Vestry. A RTICLE VII: C ONDUCT 1.) Smoking is not permitted in the buildings of St. Barnabas Episcopal Church. 2.) No hazardous materials or regulated drugs are permitted on church grounds. 3.) The staff members of St. Barnabas Episcopal Church reserve the right to request that unruly or uncooperative guests leave the church grounds. A RTICLE VII: S PECIAL C ONSIDERATIONS
FOR
U SE
OF THE
S ANCTUARY
1.) Food and drink other than elements for the Eucharist are not permitted in the Sanctuary. 2.) The Sanctuary is considered holy space for sacred ministry and those using it are expected to conduct themselves in a respected manner 3.) The only types of events generally allowed in the Sanctuary are Episcopal religious services, church-wide meetings, and church-related concerts. 4.) The church organ may not be used without prior permission by the St. Barnabas
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Facilities Use Policy
Organist.
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Facilities Use Policy
Wedding Fees: Fees are charged to cover the costs the Church incurs as part of a wedding, such as: organist, altar guild, honorarium to the priest, custodial and others.
Church Wedding Active Members of St. Barnabas or Members of their Family Church for ceremony and rehearsal $500 Organist for ceremony and rehearsal $300 Honorarium for clergy $300 Parish Hall $300 Non-Members of St. Barnabas Church for ceremony and rehearsal Organist for ceremony and rehearsal Honorarium for clergy Parish Hall
$1,250 $300 $300 $750
Chapel Wedding Active Members of St. Barnabas or Members of their Family Chapel $300 Honorarium for clergy $300 Parish Hall $300 Non-Members of St. Barnabas Chapel Honorarium for clergy Parish Hall
$500 $300 $750
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Facilities Use Policy
Receptions The Parish Hall and its kitchen and rest rooms are available for use for wedding receptions. Reservation of the Parish Hall should be made on the same schedule as the Church.
Facility Use Fees A down payment of half of total cost of the event is due at the time of the reservation. The balance plus any additional charges should be paid in full at the church office at least 10 days prior to any event.
Facility
Recognized Ministries in line with our mission
Parishioners and Staff
Non-Parishioners or Outside Organization
Parish Hall and Kitchen
$100 per day
$300 per day
$750 per day
Access to the Kitchen and Parish Hall Individuals/Organizations which have been authorized to use the Kitchen or Parish Hall must ensure that the facilities are not left unattended at any time. The Kitchen or Parish Hall must be in satisfactory condition after the event is over (see below). The church office must be notified of any caterers, decorators or outside vendors that are scheduled for an event. Should any of these services need access to the facilities for viewing purposes, arrangement must be made at least 24 hours in advance of their visit. The church office cannot guarantee that unannounced visits can be accommodated. It is the responsibility of the Individual/Organization reserving the hall to schedule deliveries and pick up of equipment during the time allocated for their event. Should an Individual/Organization need to make arrangements outside of regularly scheduled event set-up and clean up times, they must contact the church office at least one week prior to the event.
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Facilities Use Policy
S T . B ARNABAS E PISCOPAL C HURCH C ALENDAR A ND F ACILITY U SE R EQUEST F ORM Key # Issued:_________ Date of Event ______________________ Space Requested____________________________________
Size of Group___________________________ Parish Sponsored___________Non-Parish
Group/Organization_______________________________ Purpose_________________________________ Contact Person_____________________________________ Telephone_______________________________ Address____________________________________________ City/State___________________________Zip _____________________________________________________ Point Person for Clean Up_________________________ Telephone_______________________________ Hours Requested: From ___________To______________ Set-Up Time____________________________ Equipment Requested___________________________________________________________________________ Sound System? ___________________ Microphone?_________________ Other?________________ *NOTE: Any equipment or items brought in will need prior approval by the Facilities Coordinator. # of Tables (Round)_______________ # of Tables (Rectangular)___________________ # of Chairs_ Table arrangements – fill in page 3 Deposit of half of total cost for use of facility $ _________ (non-refundable) payable at time of reservation. Fee for additional clean up will be _________________ Additional instructions:
C USTOMARIES : Use of Church Priest Organist Parish Hall Wedding Reception Cleanup Other
$______________ $______________ $______________ $______________ $______________ $______________ $______________
Total
$______________ ________________
½ Paid at time of reservation, balance paid at least 10 days prior to event
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Facilities Use Policy
Please initial items and return to the Parish Administrator
________
I have read and fully understand the Facilities Use Policies for St. Barnabas and agree to abide by these policies. All the information provided by me is true.
________
I have read and fully understand the Diocesan Policy Concerning Alcohol Use and agree to abide by these policies.
________
Facility Use/Indemnity Agreement (to be signed and returned)
________
Deposit (half of total cost of rental)
________
Rental Payment of ___________________ received
Check #______________
Event Organizer Signature____________________________________
Date__________________
Facilities Coordinator Signature_______________________________
Date__________________
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Facilities Use Policy
THE EPISCOPAL DIOCESE OF WEST TEXAS POLICY CONCERNING ALCOHOL USE The policy of the Episcopal Diocese of West Texas concerning the use of alcohol in the congregations, schools and other institutions of the Diocese is set out in the following requirements and guidelines. It is the responsibility of the Rector in consultation with the Vestry/Bishop's Committee to implement this policy in the local setting and to make it known to their congregations. The purpose of this policy is to provide a structure for the reasonable and responsible use of alcohol within congregational life; to honor and protect those who do not or should not consume alcoholic beverages; and to strengthen the health and well-being of the Church. This policy is not intended to limit the authority of a Vestry or Bishop's Committee to adopt additional requirements or guidelines for their own congregations. REQUIREMENTS: • The serving of alcoholic beverages is to be done in moderation. • The serving of alcoholic beverages is to be monitored and controlled. • If alcoholic beverages are served, an attractive non-alcoholic choice must be readily available; and clearly labeled as non-alcoholic. • Food and beverages containing alcohol, including wine and champagne punches, must be clearly labeled at the point of preparation and at the point of service. • No church event should be centered around the drinking of alcoholic beverages. • Even mildly intoxicated persons should be provided safe transportation home. • Chemical usage other than alcohol is clearly controlled under federal, state and local laws and, as such, is forbidden at any church function. • This policy applies equally to church events on and off church premises. • This policy applies to diocesan institutions and parochial schools as well as congregations. • Exceptions to this policy may be made only with the advice and consent of the Bishop or the Bishop's designee. • Requests for exceptions must be received in the Bishop's office at least 21 days prior to the event. • Non-church groups using church facilities must provide proof of liability insurance to the church. • A responsible party for non-church groups using church facilities for events at which alcoholic beverages will be served must read and sign a copy of this policy, agreeing to abide by it. GUIDELINES: • The Policy Concerning Alcohol Use is to be made known to parish/mission leadership annually, especially vestry members, Bishop's Committee, members and those responsible for church events, including weddings. • This policy should be posted in church kitchens. • Wine and champagne, whether in glasses or bottles, should be served rather than left on dining tables. • Unused alcoholic beverages are to be removed from church premises as soon as possible following an event. • Beer kegs are not allowed on church premises. • Hosts or servers should be used to monitor the serving of alcoholic beverages. • Each congregation is encouraged to have a Recovery Sunday at least every other year. • Serving adults alcoholic beverages at events that are intended primarily for children and young persons is strongly discouraged.
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Facilities Use Policy
Adopted by Resolution of the Executive Board, May 6, 2010
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