NORTH UNITED METHODIST CHURCH BUILDING USE POLICY
INTRODUCTION
North United Methodist Church is a Faith Community of friends, disciples and believers
guided by compassion, acceptance, spirituality and excitement; seeking to be an
encouraging worship community serving to make a difference in lives through living out
the teachings of Jesus Christ.1 Building use activities fall under the jurisdiction of the Board of Trustees, which manages the use
of building facilities. No commitment for building use is finalized until the Room Use Agreement
and User Agreement have been completed and executed by the Board of Trustees or the Pastor
on their behalf.
North Church has had a number of long-standing relationships with several community
organizations for ongoing use of the facility. Other local organizations and individuals have also
used our facilities for one-time or short-term usage. Availability for ongoing usage is limited but
can be considered. Our first priority is for the program and membership needs of North Church.
Lesser use priorities are for nonprofit groups that are supported by the church, then other
nonprofit organizations and finally other for-profit organizations.
Approval of the use of the grounds and facilities does not constitute or imply endorsement of any
group, their mission, or their positions. Groups approved to use facilities must not advertise the
event in such a way as to imply endorsement by North Church, unless otherwise stipulated. No
activities or advocacy may take place within our buildings or grounds that conflicts with the
policies and the practices of North Church and The United Methodist Church.
Included in this packet are the following:
1.
2.
3.
4.
5.
6.
Steps to Facility Use Scheduling
Fees for Facility Usage
Steps to Wedding Use Scheduling
Rules and Regulations of the NUMC Board of Trustees
Room Use Agreement form
User Agreement form
1 Official Mission Statement of North United Methodist Church adopted by the Church Council on June 21, 2011 STEPS TO FACILITY USE SCHEDULING
1. Fill out a Room Use Agreement and User Agreement. One is included in this guide or you
may obtain one from the church office, as well as our website: www.northumc.com under
“documents.”
2. Attach any additional information you feel might be useful in helping us determine if we can
accommodate your group
3. Return the Room Use agreement to the Church Office where the application will be
reviewed. You will receive confirmation shortly regarding approval.
FEES FOR FACILITY USAGE (Non-Wedding)
Type A
Receptions and Special Events
Type B
Educational and other activities that are considered an extension of North Church’s
ministry as evidenced by our financial support or formal approval by the Church
Council.
Type C
Civic and service activities, including musical groups, service clubs, fraternal
organizations, etc.
Room
Type A
Type B
Type C
NonMember
Member*
Fee
Sponsor**
Fee
Sponsor**
Sanctuary
$400
$200
$250
Kitchen
$35
Love
offering
Love
offering
Love
offering
Love
offering
Love
offering
$400
Family Life
Center
Fellowship
Hall
Zion Room
Love
offering
Love
offering
Love
offering
Love
offering
Love
offering
Love
offering
Love
offering
Love
offering
Love
offering
Love
offering
$250
$100
$50
$50
Love
offering
Love
offering
$250
$250
$100
$35
* A “member” of North Church is someone who is an active participant in the life of the church, attending worship regularly,
participating in at least one discipleship activity per year, giving time in Christian service at least once per year and giving in
proportion to one’s income.
** A “sponsor” is a member of the congregation that is involved in a civic or outside organization that uses the church for meetings
and event. The love offering is meant to cover the expenses of hosting a group in the space, while not charging the full fee.
All fees are based on one segment of time: Morning (8:30—12AM), Afternoon (1—4PM),
Evening (6—9PM)
For security purposes a valid credit card number from the responsible party must be included with
the Room Use Agreement.
The Sanctuary and Family Life Center are not available for outside use on Sunday.
STEPS TO SCHEDULING A WEDDING
1. Fill out all forms in the wedding packet. You may obtain a wedding packet from the church
office, as well as our website: www.northumc.com under “documents.”
2. The pastor will be consulted regarding the wedding date and the church calendar will be
consulted for availability. You may contact the pastor directly to inquire about weddings at
North Church. If an outside pastor is officiating the wedding, permission must be given by
the pastor of North Church. It is required that the pastor be a United Methodist clergy
person in good standing and licensed in the state of Indiana to perform weddings. All
other Christian denominations are required to demonstrate ordination credentials. Internet
certificates of ordination will not be accepted.
3. Return the necessary paperwork in the wedding packet.
4. Schedule your premarital counseling with the pastor. If the pastor of North Church is not
officiating your wedding, you must demonstrate that a comparable program was used
including financial management, communication, religious affiliation, and marriage
expectations.
Wedding Fees Schedule
Sanctuary
Family Life Center
Fellowship Hall
Kitchen
Custodian
Audio/Video
Pastoral Counseling and
Officiating**
Member*
Love Offering
Love Offering
Love Offering
Love Offering
$50
$75
$250
Non-Member
$400
$250
$250
$35
$50
$75
$250
* A “member” of North Church is someone who is an active participant in the life of the church, attending worship regularly,
participating in at least one discipleship activity per year, giving time in Christian service at least once per year and giving in
proportion to one’s income.
** The Pastor uses “Prepare-Enrich” for pre-marital meetings. Please plan on attending 4-8 meetings prior to planning the
wedding ceremony.
A date for the ceremony may be secured prior to completing the Prepare-Enrich program.
However, the Pastor reserves the right to recommend more time to deal with larger issues. At
any time the Pastor can terminate the wedding date should circumstances dictate. Couples
should consider taking time to meet with the pastor prior to setting a wedding date. With that said,
Pastor Matthew has only once moved to push a wedding back due to circumstance in over 13
years of ministry. The goal of the meetings is not to determine compatibility or judge lifestyle. It
is simply to determine strength and growth areas to prepare the couple for marriage.
All fees are based on one segment of time: Morning (8:30—12AM), Afternoon (1—4PM),
Evening (6—9PM)
For security purposes a valid credit card number from the responsible party must be included with
the Room Use Agreement.
The Sanctuary and Family Life Center are not available for outside use on Sunday.
RULES AND REGULATIONS OF THE BOARD OF TRUSTEES
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 furnishings and equipment which in the
judgment of the NUMC Board of Trustees has been carelessly or irresponsibly subjected to more than normal wear and tear by
the persons or group involved.
ROOM SETUPS
All rooms have been designated with a standard room setup. Any setup changes requested by the group are subject to approval
by the Board of Trustees and are considered in the calculation of Impact Fees noted above.
ORGAN AND PIANO USE
Permission to use the organ, keyboard, or piano must be granted by the Worship Committee or Pastor. If the user wishes to have
instruments tuned, a craftsman approved by the Board of Trustees will tune them at the user’s expense. Pianos cannot be moved
except by permission of the Board of Trustees.
SANCTUARY FURNITURE
Sanctuary furniture cannot be moved except by permission of the Board of Trustees (this also applies to the chancel furniture.)
SANCTUARY SOUND AND/OR VIDEO SYSTEM
The Sanctuary sound reinforcement or video projection systems may be made available upon request. The systems may only be
operated by the approved technicians (at a cost of $75 per event) or be technicians pre-approved by the Board of Trustees.
Group-provided sound, recording, or video equipment may not be attached to church systems (including the electrical system)
through cables or connectors without prior approval.
SMOKING POLICY
All members of all groups, including weddings, using our facilities shall abide at all times by a “no smoking” rule on church
property. Violation of this rule is sufficient ground for a church staff member to withdraw immediately any group’s use of the facility
and/or to deny use in the future. Any group leaving cigarette butts or smokeless tobacco spit on church property will be fined $200.
ALCOHOL POLICY
The serving, consumption, or use of alcoholic beverages, marijuana, or other controlled substances shall not be permitted at any
time on church property, including the outdoor areas and parking lots.
GAMBLING POLICY
Church policy prohibits the use of games of chance or gambling on the church premises. This would include such activities as
raffles or lotteries.
SUPERVISION OF CHILDREN AND YOUTH
This church has adopted the policy of Safe Sanctuaries for children and youth. All users of the facility are expected to follow the
guidelines of this policy including the following:
•
No fewer than two adults must be present at all times during any program or event involving children.
•
These adults must be 18 or older and must be 5 years older than the children with whom they are working.
•
At least one of the adults present must be currently certified in First Aid and CPR.
•
The adults involved with the children must receive annual training related to child abuse prevention.
Any questions regarding this policy should be directed to the pastor or Board of Trustees.
NURSERY USE
The nursery facility may be made available by arrangement at least 2 weeks prior to the event by contacting the church office.
Our safety standards require that two nursery care providers must be present to operate the nursery. At least one of these must
be a North church qualified caregiver; both must be adults over the age of 18.
FOOD AND DRINK
No food or drink is allowed in the Sanctuary except for water in a sealable container (such as a travel mug or bottle with cap). All
other food and drink requires approval in advance as noted in the Room Use Agreement.
DECORATIONS
All decorations require prior approval of the Board of Trustees or their designee. Decorations may only be attached to wooden
trim, and wooden doors with masking tape. 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 8:30 AM through 9:30 PM
•
Weekends from 9:00 AM through 6:00 PM
The building must be completely cleared no later than 10:00 PM on weekdays or 6:30 PM on weekends to allow the building to be
closed promptly. Exceptions to these times must be approved by the Board of Trustees or their designee and may be subject to a
custodial surcharge. Weddings with later start times may be given leniency.
STORAGE
There is no excess storage available for organizations other than church groups and, as such, all organizations using the facility
will be responsible for the storing of their materials offsite.
BICYCLES AND SKATEBOARDS
No sport bicycling or skateboarding is allowed on church property. No bicycles or skateboards are allowed inside the church
facility.
PARKING
Parking in the church parking lots or designated handicapped parking spaces 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 that
may be reserved at all times for staff 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.
FINAL DECISIONS
In case of doubt or uncertainty by any outside person or group about the application or interpretation of these regulations, or in our
customary practices not specifically mentioned here, the Board of Trustees or their delegated representative shall decide the
matter and all individuals and groups shall abide by the Board of Trustees’ directions or forfeit immediately the use of any part of
the facility.
Arrangements for access into the church facility will be made upon approval of the Room Use Agreement.
EMERGENCY SCHEDULING CONFLICTS
The church reserves the right to pre-empt any facility use for its own in cases of emergencies, such as funerals. Every
effort will be made to maintain the schedule for approved events. Notice will be provided as early as possible.
Room Use Agreement
PLEASE COMPLETE ENTIRE FORM
PLEASE PRINT LEGIBLY
Name of Organization _____________________________________________________________________________________
Responsible Person ______________________________________________________________________________________
Non-profit Status: ____________________ Federal ID No. ____________________________ (Attach IRS determination letter)
Address ________________________________________________________________________________________________
Organization Day Phone _______________________ Fax _______________________ E-mail __________________________
Organization’s Purpose ____________________________________________________________________________________
North Church Sponsor Name ____________________________________ Sponsor Phone ______________________________
Organization’s Website ____________________________________________________________________________________
Event Name and Description ________________________________________________________________________________
_______________________________________________________________________________________________________
Date of Request ___________________________ Contact Person’s Name __________________________________________
Date(s) Requested ______________________________________________ Start Time ____________ End Time ___________
(Dates may not be scheduled more than nine months in advance, except with specific permission.)
Will the event reoccurring:
☐ One Time Only
☐ Weekly
Which day of the week:
☐ Monday
☐ Tuesday
☐Wednesday
Rooms Requested:
☐Sanctuary
☐Zion Room
☐Family Life Center
☐Kitchen
☐Thursday
☐ Monthly
☐Friday
☐Yes
☐Saturday
☐Sunday
☐Fellowship Hall
Anticipated Number of Participants ________ Will a Participant Fee be Charged?
Will Food or Drink be Consumed?
☐ Multiple Days
☐ Yes ☐ No
☐No
Special Needs or Requests _________________________________________________________________________________
Set Up Instructions _______________________________________________________________________________________
USER AGREEMENT
PURPOSE: Agreement gives permission to groups, organizations and individuals (“User”) not directly overseen by North United
Methodist Church (North Church, NUMC) to use specified facilities owned by NUMC. Users of the facilities with the permission of
NUMC do so with the full knowledge that losses or liabilities incurred by the User are not covered by the local church.
This Agreement is entered into on this ________________ day of __________________ of the year _______________________,
By and between NUMC: A United Methodist Church, and ______________________________________(Name of User)
_____________________________________________________________________________________(Address of User)
______________________________________(Phone of User)
WHEREAS North United Methodist Church is the owner of building located at the address printed above;
AND WHEREAS the User desires to use said facilities on the terms and conditions set forth.
NOW, THEREFORE, in consideration of the mutual promises contained herein and other good valuable consideration the parties
hereto agree as follows:
1.
2.
3.
4.
5.
NUMC will make available to the User description of facilities
User agrees to indemnify and hold NUMC harmless from any and all liability including attorney’s fees arising out of
User’s use of the above premises or the building of which the facilities are a part, or the parking facilities on or adjacent
thereto.
The User understands that the responsibility to obtain liability and property insurance is upon the User. It is not the duty
or responsibility of NUMC to insure the User’s use of the facilities. It is recommended that the User obtain its own liability
and property coverage for its use of the facilities.
The User agrees to abide by and obey all laws ordinances, and regulations promulgated by any government unit having
jurisdiction in the locale of NUMC, and will not engage in activities in violation of such laws, ordinances, rules, and
regulations.
If any of the User’s activities at NUMC will place children or youth under the age of 18 by persons in the care of persons
other than their own parents or legal guardians, the User must either: (a) comply with NUMC’s Safe Sanctuaries Policy
for the prevention of child abuse (attached), or (b) supply a copy of its own child abuse prevention policy which is
substantially in practice and effort to NUMC’s Safe Sanctuaries Policy, and certify compliance by signing below.
IN WITNESS WHEREOF, the undersigned parties have executed the Agreement as of the day and year first above written.
________________________________________________
Signature of NUMC’s Rep.
________________________________________________
Signature of User’s Representative
________________________________________________
Print Name of Representative
________________________________________________
Address of Representative
________________________________________________
City and Zip
________________________________________________
Representative’s Phone Number
Amendment to the Building Use Policy: North United Methodist Church does not operate a policy as a designated shelter for inclement weather. The North Church basement is not equipped to be used as a storm shelter, with the south end exposed to the elements via glass windows and doors. Therefore, the church building will not be made available during any seasonal storm. However, should bad weather occur when North Church members or personnel are in the building, members of the community are welcome to enter the building to get out of the elements.