Nichols Hills United Methodist Church
Friday, May 24, 2013
To witness to Jesus Christ in the world...
1212 Bedford Drive Nichols Hills, Ok 73116-6307 405-842-1486 www.nicholshillsumc.org
Guidelines for Use of Church Property
Nichols Hills United Methodist Church Groups and Activities
Groups and activities of the Nichols Hills United Methodist Church, Oklahoma Conference and District events, and Scout groups sponsored by the church shall pay no fees for the use of facilities unless food or services are provided by the church. Dates and times of use must be arranged in advance.
Not-For-Profit Organizations and Individuals
501 (3) (C) tax exempt and informal not-for-profit organizations that meet the test of the mission statement and are approved to use church facilities shall pay the amounts listed for the use of church facilities, but may be charged lesser amounts at the discretion of the Trustee Designee.
For Profit Organizations
For Profit organizations that meet the test of the church mission statement may be approved to use church facilities by specific approval by the Trustees or the Trustee Designee. They shall pay fees calculated to cover costs to the church. Costs shall include, but not be limited to utilities, custodial, facility wear and tear, personnel, and food service. It shall be the policy of the church to not receive fees in excess of the costs of providing the facilities and services to for-profit organizations. For-Profit organizations may not use church property for fund raising or for monetary gain. Organizations may be required, at the option of the Trustee Designee, to present by-laws, charter and/or mission statements for review prior to approval.
Facilities Use Agreement
A Facility Use Agreement shall be executed between the church and outside groups using church property. Terms and conditions of the “Facility Use Agreement” may be modified or waived at the discretion of the Trustee Designee, within the limits of these guidelines.
The Facility Use Agreement shall prohibit the use on church property of alcoholic beverages, gambling, tobacco products, illegal drugs or controlled substances, sexually explicit images, firearms, the use of profane or vulgar language, political activities, or conduct inconsistent with The Social Principles of The United Methodist Church. External doors are not to be propped open, nor shall facilities or rooms be occupied that are not included in the Facility Use Agreement.
Nothing shall be affixed to the walls, ceiling, fixtures, curtains, doors or vertical surfaces in any room or building. The use of roller blades, roller skates, skateboards, scooters or other devices inside church facilities is prohibited.
The church may, at its discretion, require that a church custodian be present at all times during a non-church activity, at the expense of the group.
Each non-church group using the church facilities shall have a Sponsor. A Sponsor is a specific individual who is an officer or representative of an applying group who shall be responsible for arrangements, for the conduct of the group, for the payment of fees and for any damages to church property.
In addition to all other requirements of the Facility Use Agreement, use of the Sanctuary must have the permission of the Senior Minister.
The church reserves the right to revoke any permission given for the use of church property at any time. No approval may be given for a period longer than one year.
At the end of an event, equipment, chairs and tables and all furnishings shall be returned to the condition and location as before.
Non-church groups shall provide the church with proof of liability insurance in force within ten days of being notified that the event has been approved, including certification that the church is listed as an “also insured” by the group’s underwriter. The Facility Use Agreement” between the group and the church shall expressly stipulate that Nichols Hills United Methodist Church shall bear no liability or responsibility for personal injury, property loss, accidents or events as a result of the organization’s use of the facilities. NHUMC shall not be required or expected to provide security of any kind, and makes no implicit or explicit warranty of the premises, equipment, machinery, fixtures or furniture.
Fees and Costs – General Terms
Groups shall pay fees and costs for the use of church facilities according to the Schedule of Fees, and as follows:
A fee of from $10.00 to $300.00 per room per instance of use shall be charged, based upon the size of each room, facilities and equipment needed, the number of participants, and the total length of time used including set up and clean up. Fees shall be paid ten days prior to the event. Events shall conclude by 10:00 P.M. Cellophane adhesive tapes may not be used on pews, walls, or any painted surfaces. Requests for cancellation must be made 48 hours prior to the event for fees and deposits to be refunded.
Custodial and Personnel:
Fees shall include the total cost of any custodial or personnel costs needed for set-up and clean-up, or for other help or service provided. Labor costs shall include applicable insurance, taxes and benefits.
Use of kitchen facilities is governed by the Kitchen Guidelines. The cost of providing food, food preparation and service and clean-up shall be charged based upon the church’s cost. At the option of the Trustee Designee, groups may provide their own food but may not use the kitchen facilities, washers, utensils, dishes, or equipment. No food may be prepared on church premises except by the authorized church food administrator.
An amount estimated to cover the cost of utilities provided shall be charged when utilities are needed beyond normal church operating hours.
A $100.00 deposit shall be paid to the church with the request for the use of facilities. The deposit may be waived or modified at the discretion of the Trustee Designee. Said deposit shall be refunded to the group if no damages or costs are incurred by the church beyond normal wear and tear. Groups shall be responsible for any and all damages caused by them beyond the amount of the deposit.
Arrangements and Scheduling:
It shall be the responsibility of the Sponsor of a group to coordinate time and date of use, facilities, food service, and custodial and personnel requirements with the appropriate church staff. Reservations and requirements for the use of facilities shall be made thirty days in advance, unless said time is waived by the Trustee Designee. Nichols Hills United Methodist Church-related organizations and work areas shall have preference for the time, date and use of facilities, but once an agreement with an outside group has been made, the church shall honor its commitment.
A Facility Use Request Form can be downloaded from the church web site and sent to the church by mail or facsimile. The form must be completed and sent to the church office thirty days prior to the date requested, together with proof of insurance and deposit. No request is valid until approved in writing by the church.
Children must be supervised by those over the age of 18 at all times. Nursery rooms can only be used when staffed by NHUMC personnel. (add present supervised children’s policies)
The Senior Minister shall determine who can be married in the church (consistent with the Discipline of The United Methodist Church). The Wedding Ceremony Planning Guide specifies the terms and conditions for weddings. Charges to be made and the use of all church facilities are specified in the Schedule of Fees. When non-members and members request the same date and time for weddings, members shall be given preference. Arrangements and fees for vocalists, musicians, ministers, or other services for weddings shall be determined between each party. Guest organists must be approved by the Minister of Music of NHUMC. If candles are used they must be dripless. The Wedding Ceremony Planning Guide includes the Wedding Policies and Guidelines, Wedding Music Arrangements Form and the Wedding Ceremony Application. These can be seen on the church web site and are available from the church office.
The Senior Minister shall be responsible for all decisions for funeral arrangements. No charges shall be made for use of church facilities for funerals, whether for members or non-members. Voluntary contributions are accepted. Guest organists must be approved by the Minister of Music of NHUMC. Arrangements and fees for vocalists, musicians, ministers, or other services for funerals shall be determined between each party.
Facility Use Agreement – The formal agreement for the use of church property.
Facility Use Request Form – The form applicants provide to the church to apply for use of church facilities.
Guidelines for Facility Use – The private (not publicly published) church document establishing guidelines for use of church property.
Kitchen Facilities Use Agreement – The agreement for the use of the church kitchen area.
Kitchen Guidelines – The published guidelines for use of kitchen facilities.
Mission Statement – The published mission statement of Nichols Hills United Methodist Church, which is:
To witness to Jesus Christ in the world, and to follow his teachings through acts of compassion, justice, worship, and devotion, under the guidance of the Holy Spirit.
Schedule of Fees – The schedule showing published fees and charges for use of church facilities.
Sponsor – The individual who represents the organization requesting use of church property. The Sponsor shall make all arrangements with church personnel, and be responsible for the actions of the group, according to the terms of the Facility Use Agreement.
Trustee Designee – One or more persons given authority by the Trustees to accept or refuse use of the church property, and to modify terms and conditions within the limits of the Guidelines for Facility Use.
Wedding Ceremony Planning Guide – The guidelines for the use of church property for the conduct of weddings. Included in the Planning Guide are the Wedding Policies and Guidelines,Wedding Music Arrangements Form and the Wedding Ceremony Application. A copy of the Guide is available on the church web site and is available through the church office.
Revised & approved by the Board of Trustees February 22, 2005