Hidenwood Presbyterian Church - Building Use Policy

The officers and members of Hidenwood Presbyterian Church regard the church facilities as treasured resources for the worship and work of the congregation.  They also see these facilities as instruments of mission and are pleased to make them available to groups in the community who are pursuing goals which are congruent with the church’s understanding of its calling.

Categories of Users

1.     Hidenwood Presbyterian Church Organizations.  Organizations of the church have first claim upon the facilities.

2.     Hidenwood Presbyterian Church Members.  Second in order of priority are members of the church to whom the facilities are available for weddings, funerals, anniversary celebrations, birthday celebrations, etc.  There is no charge to members for the use of the facilities.  There are charges for custodial care and supplies.

3.     Sponsored Groups.  Third in order of priority are users who are not a part of the church but whose activities are ones which the church sponsors as an extension of its own mission.  Examples of such groups are Boy Scouts, Girl Scouts, Alcoholics Anonymous, etc.  Sponsored groups use the facilities without charge.

4.     Endorsed Groups.  Fourth in order of priority are users whose activities are supported by the church, but not sponsored.  Examples are Junior Cotillion, Junior Woman’s Club, etc.  Endorsed groups are charged a fee deemed sufficient by the Director of Facilities and Food Service to cover the cost of utilities and custodial care.

5.     Approved Groups.  Fifth in order of priority are users whose activities are acceptable to the church but are neither endorsed nor sponsored by the church.  Examples are non-profit musical organizations, civic groups, and so forth.  Approved groups pay rental fees as defined below.

6.     The facilities of Hidenwood Presbyterian Church are not available to individuals or groups for purposes related to personal gain.

Fees for Use of Facilities

1.     Fees for weddings are spelled out in the church’s “Wedding Policy for Active Members” and “Wedding Policy for Inactive Members and Non-Members.”

2.     Fees charged to Endorsed Groups for the cost of utilities and custodial care will be determined by the Director of Facilities and Food Service.

Guidelines for Processing Applications

1.     The Director of Facilities and Food Service shall convey a copy of these guidelines and the accompanying application to persons or organization requesting facility usage.  The application form shall be completed and returned to the church office as far ahead of the requested dates as possible, in no case less than two weeks.  The Pastor or Associate Pastor and the Director of Facilities and Food Service shall approve or reject the application and inform the applicant that the facilities are or are not available.

2.     The Director of Facilities and Food Service has the right to terminate use permission by written notice.

Building Use Rules

1.     Church property shall not be moved without permission.  Any property moved shall be replaced in its original position at no cost to the Church at the conclusion of any approved activity.
   
2.     Use of the Church facilities by outside groups will be limited to the hours of 8 AM to 10 PM Monday through Friday and on Saturdays from 8 AM through 5 PM, unless permission is given in advance.

3.     It will be the responsibility of the user to secure the facility after usage unless arrangements have been made with the Facilities Director to have the custodian secure same.  The custodian's services are a requirement at all weddings, receptions and funerals.  It is the responsibility of the user to make arrangements with the Facilities Director for securing custodial services and paying for same.

4.     Any broken or damaged items or damage to the property shall be reported to the Facilities Director and replacement/repair costs paid by the user.

5.     Musical instruments in the sanctuary and chapel may be used only with the permission and instruction of the church organist or the Director of Music.

6.     Smoking and alcoholic beverages are not permitted within the facility.  Consumption of alcoholic beverages is not permitted on Church property.

7.     Children may not use any of the church facilities, exterior or interior, without adult supervision.

8.     Except for liturgical celebrations, no food or drink is permitted in the sanctuary or chapel.

9.     Users are expected to comply with special regulations which apply to parts of the facility, e.g. the church kitchen.  Those guidelines will be interpreted by the Director of Facilities and Food Service.
   
10.     A $50.00 security deposit will be required in addition to the usage fee.  This security deposit will be returned if the building is left clean and no damage has occurred.  If cleaning is required or damage has occurred and the cost to remedy same exceeds the $50.00 security deposit, then the user will be responsible for the additional cost.  The Security Deposit may be waived at the discretion of the Director of Facilities.

11.     The following fees will generally be charged for the use of the church facilities by outside groups, but the Director of Facilities and Food Services shall have the right to waive fees and to charge higher or lower fees when warranted by unusual circumstances such as usage longer than four hours and the provision of unusual services:

a)     Sanctuary, $150.00

b)     Fellowship Hall, $150.00

c)     Dining Hall, $100.00

d)     Chapel, $100.00

e)     Kitchen, $100.00

f)     Class Rooms, $75.00

The Director of Facilities and Food Service will determine when Approved Groups will need custodial services beyond the range of the normal duties of the Church Custodian and will levy a fee of $25.00 to cover that need.

12.     Any Endorsed or Approved Group using the facilities will identify a Liaison Person who will be responsible for the group’s use.  The Director of Facilities and Food Service will (1) plan with that person the group’s use of the facilities and review the guidelines for the use of specific facilities,  (2) issue keys to that person and (3) contact that person about any damages resulting from the group's use.  Keys are not to leave the hands of the Liaison Person and are to be returned promptly at the end of the groups’ activity.  The group will be responsible for the repair of any damage resulting from the group’s use of the building.

Approved by the Diaconate May 21, 1996
Reviewed and updated May 19, 2009