301 868 1281
www.gbgm-umc.org/clintonumc-md
GUIDE LINES FOR BUILDING USE
Guidelines for Non-Members
(Effective April 2008)
NO FUNCTION OR ACTIVE’S CAN BE HELD IN THE CHURCH OR ON CHURCH PROPERTIES WITHOUT THE APPROVAL OF THE TRUSTEE’S
CUMC Trustee Committee will need three (3) months to six (6) months advance notice for each BUILDING OR ROOM USE.
CUMC primary purpose is to carry on the ministry of the CUMC. CUMC has an active ministry to children, youth, adults and senior adults. It has a significant outreach into the community through the Sunday worship services, church school, other church ministries, body recall and other nonprofit organizations. The programs and people of CUMC are the top priority when it comes to building use.
Building use activities (non church activities) fall under the jurisdiction of the Board of Trustees. Building use is managed by CUMC Trustee Committee. No commitment for building use is finalized until the ROOM USE AGREEMENT has been completed and executed by the Trustee Committee.
CUMC has a number of long-standing relationships with several nonprofit community organizations for ongoing use. Availability for such ongoing usage is limited but can be considered.
Local organizations and individuals for one-time or short-term usage also use CUMC. When possible we attempt to make our facility available for such groups. Our first priority is to CUMC programs and membership needs. Priority is given to nonprofit groups that are supported by CUMC and then finally to other nonprofit organizations.
Approval of the use of the building and grounds of CUMC does
not constitute or imply endorsement of a group, their mission, or their
positions. Groups approved to use the
building and grounds at CUMC must not advertise the event in such a way as to
imply endorsement by the CUMC. No
activities or advocacy may take place within CUMC, its buildings or grounds
that conflicts with the discipline and
the practices of this congregation and the
Guide Lines are as
follows:
Fees for Facility Usage:
Rules and Regulations of the Board of Trustee
Room Use Agreement Form
Release and Indemnity Agreement Form
STEPS TO FACILITY USE SCHEDULING
1. Fill out a Room Use Agreement. One is included in this guide or may obtain the form
from the church office.
2. Attach any additional information you feel might be useful to assist the Trustee
Committee in determining accommodates for your group.
3. Special request needs are spelled out in the Room Use Agreement.
4. Return the Room Use Agreement to the attention of “Trustee Committee” who will
evaluate your request and notify you if it is approved or not approved. The request
must be received no less than Thirty (30) days to Ninety (90) days in advance of the
scheduling date.
5. Starting time and ending time must be spelled out in the Room Agreement.
FEES FOR FACILITY USAGE
Item Make
Check Payable to:
Amount
Sanctuary Fee (For Weddings includes Parlor & Youth Room) $425.00
Reception (Big Sunday School) 300.00
(Big Sunday School, $100.00 each section & Eating in this room only)
No. 103A $100.00,No.104 $100.00, No.,103C $100.00 Kindergarten each 100.00
Library Room No. 106 100.00
Youth Room No. 104B 100.00
Small Sunday School No. 102 100.00
Nursery 100.00
Kitchen ***300.00
Parlor 150.00
Pastor Dorothea J, Stroman At The Discretion of the Pastor
Organist CUMC Organist Beginning at, $175.00
Organist with Soloist CUMC Organist Beginning at, $200.00
Soloist Based on case by case basis and must be negotiated.
Secretary (misc. work)
Custodian & Security Deposit Cleanup Robert Burdette $100.00
*No
rice or bird seed permitted inside the sanctuary at any time.
*The specified for decoration shall
be in accordance with CUMC policy.
*Cost for late starting for one hour
is $25.00 per hour; and $25.00 for each portion
of hour thereafter.
*If the custodian needs additional help for
the clean up, each additional person needed will cost
an additional $50.00.
* Special set up fees per room, $25.00
* With help from CUMC staff or members,
additional $25.00 each person.
*Fees are based on one segment of
time (Morning, Afternoon, Evening)
*Fees are to be paid when the group receives
approval.
Security Deposit in
the amount of $400.00 will be collected with the signed Room Use Agreement.
RULES AND REGULATIONS
OF THE CUMC TRUSTEES COMMITTEE
1. 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 cost incurred by the church in cleaning, repairing, etc. any part of the building or its furnishings and equipment which in the judgment of the church Trustee Committee has been carelessly or irresponsibly subjected to more than normal wear and tear by the persons or group involved.
2. ROOM SETUPS.
All rooms have been designated with a standard room setup for church
use. The Trustee Committee will provide
each group with walk through of the rooms they are interested in using. Any setup changes requested by the group are
subject
to approval by Trustee Committee, and are considered in the calculation of the fees noted above.
3. ORGAN AND PIANO USE. Permission to use the organ or pianos must be granted by the Director of Music. If the user wishes to have instruments tuned, it will be tuned at the user’s expense by a craftsman approved by the Director of Music or Organist. The grand pianos cannot be moved from the Sanctuary.
4. SANCTUARY SOUND SYSTEM. The Sanctuary sound reinforcement or recording
systems are available upon request. Group-provided sound, recording or video
equipment may not be attached to this sound system through cables or connectors without prior approval from Trustee Committee.
5. NO SMOKING. All members of all groups using our church building and grounds shall abide at all times by a “NO SMOKING” rule in all parts of the church building, including corridors and restrooms. This includes the parking lot. Violation of this rule is sufficient ground for a church member to withdraw immediately any group’s use of the facilities and/ or to deny use in the future.
6. NO ALCOHOL. The serving, consumption, or use alcoholic beverages, marijuana, or any other unlawful narcotics shall not be permitted at any time on church property, including the outdoor grounds and parking lots.
7. NO GAMES OF CHANGE. United
8. 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 Trustee Committee or their delegated representative shall decide the matter and all individuals and groups shall abide by the Trustee Committee or their delegated representative directions or forfeit immediately the use of any part(s) of the church building or church properties.
9. SUPERVISION OF CHILDREN AND YOUTH. Trustee Committee has adopted the policy of Safe Sanctuaries for children and youth. All users of the church building or church properties are expected to follow the guidelines of this policy including the following:
A. No fewer than two adults must be present at all times during any program or event involving children.
B. These adults must be twenty one (21) or older and must be at least five (5) years older than the children with whom they are working with.
C. At least one of the adults present must be currently First Aid and CPR Certified.
D. The adults involved with the children must receive annual training related to child
abuse prevention and must complete and/or provide the necessary paperwork ensuring same.
E. Any questions regarding this policy should be directed to the Trustee Committee.
10. NURSERY USE. The nursery room is available by noting in the Room Use Agreement and the cost noted in the pricing section. Our safety standards required that one qualified care provider for each three (3) children must be present to operate the nursery. See notes in section 9.
11. FOOD AND DRINK. At no time will food or drink be allowed in the Sanctuary. All other food and drink requires approval in advance as noted on the Room Use Agreement.
12. DECORATIONS. Decorations may be attached to walls, doors, or light fixtures with masking tape only. No decorating is permitted in the hallways. All such decorations must be removed immediately and completely following the event.
13. STARTING AND ENDING TIMES. The building is available for use Monday
through Friday from
14. EMERGENCY SCHEDULING CONFLICTS. Trustee Committee reserves the right to pre-empt any facility use for its own use in cases of emergencies, such as funerals and etc. Notice will be provided as early as possible.
15. STORAGE. There is no excess storage available for organizations other than church groups, all organizations using the church building or property will be responsible for storing props and accessories offsite.
16. PARKING. Parking on CUMC parking lot is available only during the period of time which the organization(s) has contracted to use the church building or church property. Any damage to vehicles is at the owner’s expense; CUMC is not responsible for theft or damage to personal property.
17. SECURITY. CUMC works to maintain a safe and secure environment within the church building and church property, however no systems are foolproof. We ask that all
people pay close attention to personal property and valuables, not leaving them unattended. CUMC is not responsible for theft or damage to personal property.
18. KITCHEN. Kitchen and its contents are available for use only thru approval of CUMC certified committee personnel.
Date ________________________
Phone: 301-868 1281
cumcmd@verizon.net
Name of Person(s) filling out the Agreement: ___________________________________
Organization Purpose: _____________________________________________________
Address of Organization:___________________________________________________
Name of responsible person(s) and phone number _______________________________
Non-profit Status: _______________Federal ID No. ___________________________
Organization Day Phone _________________ Fax _________________
E-mail ____________________ Cell ____________________________
Name of Event and Description of the activities _________________________________
Date of Event _______________Start Time _____________ End Time______________
(Dates may not be scheduled more than six (6) months in advance, except with special permission from the Trustee Committee)
Will the event be reoccurring: One time only____Weekly_____Monthly______
Multiple days_________Weekly for number of Months________ Starting Week________Ending Week ________
Which day of the week:
Monday___Tuesday___Wednesday___Thursday___Friday____Saturday_____
Sunday (except with special permission from the Trustee Committee)______
Rooms Requested:
Sanctuary___Large Sunday School___Library___Youth___Children’s___Nursery__
Kitchen___Parlor___Outside Property___Office___
Anticipated Number of Participants_____Will a participant fee be charged? $________
Will dinner or refreshment be consumed? _____yes ____no
Special needs or requests___________________________________________________
Set up Instructions ________________________________________________________
This Release and Indemnity Agreement is between the above name organization
(“Organization”) and
Recitals
A. CUMC is the owner of the real property and personal property (inside of the building
and outside) located at
B. Organization desires to use the property described above for meetings and other activities.
Agreement
NOW THEREFORE in consideration of CUMC permitting Organization to use the real property and personal property at the location described above, Organization agrees as follows:
1. Organization hereby releases, discharges and covenants not to sue CUMC or its administrators, trustees, agents, officers, members, volunteers, and employees, from any and all liability, claims, demands, losses, or damages arising out of Organization’s use of
the property. If any member, guest, invitee, or participant of Organization makes any
claim against CUMC or its administrators, etc., in connection with Organization’s use of the property, Organization will indemnify, defend and hold CUMC or its administrators,
etc. harmless from any and litigation expenses, attorney fees, losses, liability, damages, and cost arising our of such claim.
2. Organization represents that it carries standard general liability insurance coverage with a minimum of $____________ per occurrence. Upon request, organization will provide CUMC with proof of liability insurance, and if requested, will add CUMC as an additional insured under Organization’s general liability policy.
ACCEPTANCE OF RESPONSIBILITY
I agree to be responsible for the conduct of those coming to or participating in the activity for which this application is being made, and for any damage beyond normal wear and tear which may occur as a result of this activity. I will remove all signs posted by my group after the meeting has ended. I further agree that the church property will be used in accordance with the Rules and Regulations of the Board of Trustees of CUMC and I hereby consent to the Release and Indemnity Agreement.
Signature ____________________________________________________________
Print Name ___________________________________________________________
Title _________________________________________________________________
Payment in the Amount $___________________
For office use only
Room use category:__________________
Request Approved ___________________
Request Denied _____________________