Instructions for Obtaining Approval for Use of Church Facilities

Shiremanstown United Methodist Church seeks to serve all that would like to use its facilities for activities consistent with the mission and purpose of the church. The church facilities are available to members and organizations of the church for church— related activities. It is also available to non—member groups and organizations whose purposes and activities are not in conflict with the Social Principles of the United Methodist Church.

Use of the church facilities must be approved and scheduled in advance following the procedures outlined in the following Guidelines. All individuals, groups, and organizations using the church facilities are asked to comply with the rules of use included in these Guidelines.

OBTAINING APPROVAL FOR USE OF THE MULTI-PURPOSE BUILDING

For all Shiremanstown Church activities, approval can be obtained by calling the church office. The following procedures should be followed to obtain approval for all other activities:

1. Obtain a Request Form - A "Request for Use of the Church Facilities" form must be completed by a representative of the group or organization requesting use of the building or room and submitted for approval. A request form may be obtained in person during church office hours of 8:30 AM to 12:30 PM, Monday through Friday.

If you cannot come in person, send a brief letter to the attention of the Church Secretary or call the office at 737-6621, and a Request Form will be sent to you in the mail or by fax. When requesting a form please include the requested date(s) for use of the building. Please schedule early so that your requests can be met.

2. Complete the Request Form - Please complete all parts of the Request Form. The Request Form must designate an adult person accepting responsibility for the use of the Fellowship Center or individual room.

If the use of a kitchen is desired, please indicate on the Request Form that the kitchen use is requested. Also, please specify how the kitchen will be used. Any use of the kitchen must follow the "Guidelines for Use of A Kitchen." A copy is included.

THE KITCHEN MAY NOT BE USED UNLESS SPECIFIC, PRIOR APPROVAL HAS BEEN OBTAINED.

3. Return the Request Form - The Request Form should be returned promptly to the Church Secretary. Please allow at least 2 to 3 weeks from the time the completed Request Form is received by the Church Secretary so that approvals can be obtained.

4. Approval of Requests for Use - Upon return of a completed request Form, the Church Secretary will submit the Request for approval. For religious groups or non—profit organizations not associated with Shiremanstown Church, but whose purposes are consistent with the mission of Shiremanstown Church, approval by the Pastor of the Church is required. For all other groups or organizations the approval of the Board of Trustees is required. All requests will be reviewed promptly. 
THE BOARD OF TRUSTEES RESERVES THE RIGHT TO APPROVE OR DISAPPROVE ALL REQUESTS FOR USE OF THE CHURCH FACILITIES FOR ACTIVITIES NOT SPONSORED BY GROUPS OR ORGANIZATIONS RELATED TO SHIREMANSTOWN CHURCH.

5. Liability and Insurance - Use of the Church Facilities by a group or organization not associated with Shiremanstown Church is AT THE SOLE RISK of the group or organization. Neither Shiremanstown Church, the United Methodist Church, nor any officer, trustee, or other official of either of them shall be responsible in the event of any injury to persons or damage to property occurring during the group’s use of the Church Facilities. Unless waived in advance by the Pastor or the Board of Trustees, the responsible person for the requesting group or organization will be required to furnish evidence to the Church Secretary that the group or organization’s use of Fellowship Hall is covered by such group’s insurance.

SHIREMANSTOWN UNITED METHODIST CHURCH 
GUIDELINES FOR USE OF THE FELLOWSHIP CENTER

If your Request is approved, please follow these rules while using the Church Facilities.

The responsible person will schedule a walk-through with the pastor or custodian approximately one week prior to the event.

1. Sign in Upon Arrival — The "responsible person" designated on the Request Form should complete the "Building Use Log Book" located in the lobby or kitchenette at the time of departure. The signature of the Responsible Person indicates acceptance of responsibility for damages arising from use by the group or organization. If there is any damage, the responsible person must complete a "Damage Report" and return it to the church office.

2. Use of Heat/Air Conditioning System - The heating and air conditioning system at Shiremanstown is pre-programmed by a computer. Programming is based on the scheduled activities within the church. Please do not attempt to adjust the controls for the heating and air conditioning system. The church custodian will have made the appropriate settings prior to the event.

3. Use of Sound System - The sound system in the Church Facilities should not be used for group activities unless prior— approval and instruction has been obtained by the responsible person.

4. Dress/Attire - Dress/attire for the group should be appropriate for the use approved in the Request Form. If the requested use is for sports or athletic purposes, NO BLACK-SOLED ATHLETIC SHOES are to be worn by athletic participants in the building.

5. Prohibited Activities - SMOKING IS PROHIBITED and NO ALCOHOLIC BEVERAGES are permitted on church premises at any time.

6. Damage - Should damage to equipment, property, or the building occur during an activity, the responsible person should notify the Church Secretary immediately. If the activity is scheduled at a time when the church office is closed, the responsible person should complete a "Damage Report" found in the "Building Use Log Book" prior to departure. FAILURE TO NOTIFY THE CHURCH SECRETARY OF DAMAGE OR TO COMPLETE A DAMAGE REPORT MAY RESULT IN DISAPPROVAL OF FUTURE REQUESTS OF YOUR GROUP OR ORGANIZATION FOR USE OF THE CHURCH FACILITIES.

7. Punctuality — Please arrive and depart promptly in accordance with he times approved in you Request Form. This allows others to use the facilities according to their scheduled activities.

8. When Leaving - Upon completion of your scheduled activity, please return the room to the same arrangement in which you found it upon arrival. If chairs and tables were in storage areas, please return them to their proper storage locations. In some circumstance, you may be asked to leave the room in a different arrangement. If so, you will receive specific instructions at the time your request is approved. PLEASE MAKE SURE ALL LIGHTS ARE TURNED OFF AND OUTSIDE DOORS AND WINDOWS ARE CLOSED AND LOCKED WHEN LEAVING THE BUILDING. Generally, the premises should be vacated by 10:00 PM. Any exceptions must be pre-approved.

9. Fees for Use of Facilities - Please remit payment to the Church Office making checks payable to: Shiremanstown United Methodist Church. The deposit will be 1/2 of the total fee and is due promptly upon approval of your request. The deposit amount indicated is non-refundable if cancellation of request is received less than 48 hours before scheduled use. The balance of the fees for use of the Church Facilities are due one week prior to the event. The Board of Trustees reserves the right to change the Fee Schedule for use of the Church Facilities from time to time.

10. The Board of Trustees reserves the right to make additional rules and regulations when necessary to protect the Church.

Should you have any questions regarding the above guidelines, please contact the church during church office hours (Monday through Friday, 8:30 AM to 12:30 PM) at 717-737-6621. The Fax is 717-761-2391.

AS YOU ENTER AND PREPARE FOR MEETING USE:

1. The main door will be open for you.

2. Turn on lights only in room/area to be used.

3. Heat/cool will be adjusted appropriately prior to your use.

4. During both cooling and heating season, please ensure outside door(s) close properly as persons enter so as not to waste energy.

5. Exercise care in moving furnishings so as not to damage either walls or floors.

AS YOU USE ROOMS/AREA FOR YOUR ACTIVITY:

1. Please use only room/area scheduled for your activity.

2. Children/youth should be supervised at all times. Stage area and adjacent corridors should not be used for play.

3. Chairs are to be used for sitting and tables for paper or food ... not to stand on.

4. Only the athletic equipment/balls authorized for play may be used ... NO KICK BALLS!

5. Absolutely NO BLACK-SOLED athletic/street shoes may be worn for play in the Multi-Purpose Room (Room #311).

6. Any food or drink spilled must be blotted up immediately and rinsed with clean water.

7. Report any damage you found or caused on day of use.

AS YOU PREPARE TO LEAVE BUILDING 
AT CONCLUSION OF MEETING OR EVENT:

1. Designate one person from group to be responsible for closing.

2. Return all furnishings (tables/chairs/equipment) to their proper locations.

3. Check all areas used by your group and turn off all lights in Restrooms - Hallways — Room(s) used.

4. As last person leaves the room/building, turn off all remaining lights in building.

 5. Our security person will lock all doors unless otherwise stipulated. 

If the above guidelines are not followed as listed, further use of the facilities will not be permitted!

WE THANK YOU FOR YOUR CONSIDERATION AS WE ATTEMPT TO BE FAITHFUL IN OUR USE OF THIS FINE CHURCH FACILITY AND CAREFUL IN OUR STEWARDSHIP OF GOD’S GIFTS.

SHIREMANSTOWN UNITED METHODIST CHURCH 
GUIDELINES FOR USE OF KITCHEN

As you requested we are pleased to reserve the kitchen for the use

of___________________________________________________________

on__________________________________from________________to______________

The following guidelines must be adhered to for safety reasons and to keep the facilities neat and clean for the use of all. If you have any questions please contact the church secretary.

1. Be sure the above date and hours are correct. If not please call the church office immediately. Office hours are from 8:30 AM to 12:30 PM, Monday - Friday. Any future dates for the use of the kitchen must be made through the office as early as possible.

2. The kitchen includes equipment that requires special knowledge to operate. If you plan to use any of the following be sure to receive instructions from an experienced person prior to the reserved time: dishwasher, garbage disposal, automatic coffee maker and gas stove. The garbage disposal is intended to handle only the small amount of food that must be rinsed from the dishes before they enter the dishwasher. Dishes must be scraped before rinsing. The disposal is not to be used for peelings, leaves, bones, etc.

3. No propane or other type gas tanks may be brought into the building because this is in violation of both fire and insurance regulations.

4. If you use any of the church’s paper products be sure you reimburse the church for the amount used.

5. Do not leave any food in the refrigerator or freezer or lying on the counters. Please take left over food items with you. Also be sure that all your dishes, pie plates, pots, pans, etc. are taken with you following the event held.

6. Be sure to bag all garbage in the plastic bags provided and put them outside in the designated containers.

7. Wipe all tables, counters and chairs clean.

8. No food or drink may be taken outside of the kitchen or multipurpose room (#311) or class rooms #306 & #307 (large meeting room). DO NOT PERMIT CHILDREN TO ROAM THE HALLWAY IN THE BUILDING.

9. If you use the stoves and ovens be sure to clean them before leaving.

10. Respect items found in various cupboards marked as belonging to other groups. Do not feel free to use these items.

11. If you will have dishes to be washed, bring your own dish towels.

12. Sweep the floors and clean up any spills.

13. Notify the church office of any change in the schedule such as a cancellation due to bad weather, etc. Do not assume that you have the same night the next week or the next month without checking with the office first.

14. If any of the staples provided by the church are needed such as soap, garbage bags, etc., please leave a note in the church office.

15. In the event you use a caterer be sure they have a copy of these guidelines and adhere to them.

16. When you leave be sure all appliances are off and lights are out.

Thanks for your cooperation. While this may seem like a long list it includes only matters that you would do normally after using your own kitchen and will not be a burden on any group. Working together we can keep our building as neat and clean as we would like to see the House of God.

Building Utilization Committee
Shiremanstown United Methodist Church

FACILITIES USE FEES FOR NON-MEMBERS 
AND/OR MEMBERS’ COMMERCIAL USE

A. SANCTUARY - $100.00

B. MULTI-PURPOSE ROOM - 311

1. Meeting or Banquet Use - $250.00 (up to 4 hours) 25.00 (each additional hour)
2. Funeral — Donation Encouraged
3. Recreation Use - $75.00/hour (includes use of athletic equipment)

One room — $25.00 (up to 4 hours)
Two rooms - $50.00 (up to 4 hours) $5.00 (each additional hour)
Funeral — Donation Encouraged

D. KITCHEN

Used as a cooking kitchen - $75.00 (up to 4 hours)
Used as a serving kitchen - $50.00 (up to 4 hours) 5.00 (each additional hour)
User is responsible for clean-up

F. KITCHENETTE 

$50.00 (up to 4 hours for cooking use) 
$25.00(up to 4 hours for serving use) 5.00 (each additional hour)

G. CLASSROOM/LIBRARY
Rooms 302, 303, 304, 305, 308, 309, 310
$25.00 (up to 4 hours) 5.00 (each additional hour)

H. NURSERY COMPLEX - Room 301

(with other room use) $25.00 (up to 4 hours) 5.00 (each additional hour)

If the rented facility requires additional janitorial service, The cost will be billed at the rate of $25.00/hour.

PERSONNEL FEES

Pastor

Organist