Maple Grove United Methodist Church

Facility Use Policy

Statement of Purpose

Maple Grove United Methodist Church (UMC) facilities are provided through God’s benevolence and by the generosity of its members.  The church desires that its facilities be used for the fellowship of the Body of Christ and always to God’s glory.  The facilities are available to members and approved non-member persons and groups.  However, facility use will not be permitted to persons or groups holding, advancing, advocating, or engaging in belief or practices that conflict with the church’s faith or moral teachings, which are defined in the UMC Book of Discipline.  Nor may facilities be used for activities that contradict, or are deemed by the Pastor as inconsistent with, or contrary to the church’s faith or moral teachings.  The Maple Grove UMC Administrative Council is the decision-authority on whether a person or group is allowed to use church facilities.

For the use of church facilities, priority shall generally be given to members of the church, their immediate families, and organized groups that are part of the ministry, organization, or sponsored activities of the church.  For purposes of this policy, members shall mean those who have formally joined Maple Grove or have been regular attendees for at least one year.  Members can request use of church facilities for use by relatives.  Such requests shall be considered as member requests.  Church facilities and equipment will be made available to non-members or outside groups meeting the following qualifications:

• Groups or persons requesting facility use must affirm that their beliefs and practices and planned uses of the facilities are in harmony with the church’s faith and practice.
• The group or person seeking facility use must submit a “Facility Use Request” and sign a “Facility Use Agreement” form. Those forms can be printed as hard copies which must be returned to the church office, Facility Coordinator, or the pastor, or can be submitted as electronic forms from the Maple Grove website (https://www.maplegroveumc-wnc.org/link/).
• The group or person seeking facility use must be willing to take responsibility for the facilities and equipment used and must agree to abide by the church’s rules of conduct for facility use, as stated below and as described in any additional instructions by church staff.

Facility Use Rules of Conduct

1. No alcohol may be served in church facilities.
2. Smoking or vaping in or on any church property is prohibited.
3. Groups are restricted to only those areas of the facility that the group has reserved.
4. Food and beverages are allowed only in the Fellowship Hall or as authorized by the Facility Coordinator.
5. Church equipment, such as tables and chairs, must be returned to original placement, unless otherwise agreed upon prior to the event.
6. For single non-member events, buildings will be opened by the Facility Coordinator, the Pastor, a representative of the Board of Trustees, or a church member. For non-member ongoing events, the Facility Coordinator may provide a key to the individual submitting the Facility Use Request.  Access to the facilities will be provided ONLY for the area(s) requested on the Facility Use Agreement form.
7. At no time should children be left unsupervised in or around the church while their parents are participating in activities on church property. The church DOES NOT accept responsibility for any injury to a child while unsupervised.  Parents will also be responsible for any damages to church property caused by their children.
8. No animals other than service animals are permitted inside any of the church facilities.
9. The user individual/group is responsible for proper care and security of group members’ personal property inside and outside the building(s). The church assumes NO responsibility for any lost or stolen or left behind article.
10. All lights must be turned off and doors locked upon departure.
11. Clean-up is the responsibility of the individual or group using the facility. Any used facility must be returned to equivalent or better condition than it was prior to use.  If clean-up is inadequate, any security deposit may be withheld.
12. Abusive or foul language, violent behavior, and drug or alcohol abuse are strictly prohibited while using church facilities. Any person exhibiting such behavior will be required to leave the premise.
13. The facilities are currently exempt from property taxes. Any use that jeopardizes the property tax exempt status of the church is prohibited.

Fees

Maple Grove UMC church members will not be charged for use of church facilities.  Other individuals/groups will be charged for the use of church facilities in accordance with the current fee schedule.  In addition, a security deposit will be assessed and will be refundable based on the condition of the facility subsequent to the event.  The facility fee and security deposit should be remitted to the church 21 days prior to the event to ensure that the date desired is held.  If an event is cancelled by the requestor through notification to the Facility Coordinator, the Pastor, or Administrative Council 48 hours prior to the event, any fees or security deposits paid will be refunded.  If the Pastor, Administrative Council, or their designee, determine that a calendared event must be cancelled or stopped, the church shall refund the money to the user.  However, refund may be declined due to a false statement on the application or concealment of a material fact.  Requests for any custodial services should be made at the time the application for building use is submitted; an additional fee will be charged for such services.

Church Equipment

1. The church’s audio system shall be used only under the direction of the Pastor or authorized church representative.
2. All pianos and organs are off limits unless authorized by the church organist through the church office.
3. Thermostats or other plant equipment control devices shall not be changed or altered.
4. The church’s wi-fi system may be used for legal purposes consistent with the moral principles of the church. Log on information can be obtained from the Facility Coordinator, Pastor, or church representative.

Weddings

Members of Maple Grove may reserve church facilities as far in advance of the wedding ceremony as they wish.  Others, including members who have been members for less than one year at the time of scheduling, may not schedule their weddings more than six months prior to the ceremony.  No weddings or rehearsals, whether for members or non-members, may be scheduled on holidays.  No materials (e.g. flower petals, rice) may be scattered inside or outside of the church during or at the conclusion of the wedding ceremony.

Weddings are a state and church institution.  All state laws must be followed.  The Pastor of Maple Grove UMC shall be the coordinating Pastor for all weddings.  The visiting pastor’s name and address should be provided in order that the Pastor of Maple Grove United Methodist Church may extend an invitation and ask his or her assistance in maintaining the traditions of the United Methodist Church.  The Pastor has the right to refuse to perform any wedding.  Exceptions to this policy are at the discretion of the Pastor of Maple Grove UMC.  The marriage license is to be given to the presiding Pastor before the service.  The ceremony will not be performed without a valid marriage license.

Funerals

Upon the death of one of our members or constituents, please contact the church or Pastor as soon as possible.  Upon receiving your call, arrangements will made to coordinate the Pastor’s schedule and to reserve the Sanctuary for the service.  Please note that our Pastor is here to serve and care for you and your family.  Our Pastor also earnestly desires to know of those who need comfort and counsel as they face death.  By being involved early in situations of death or impending death, the Pastor can help immensely with the necessary decisions regarding arrangements as well as caring for the spiritual needs of those involved.

All services are conducted by the Pastor and are services of worship for the community of faith.  While the form of the services may differ, each is a service of witness to the resurrection of Jesus Christ.

Memorial Service – The Memorial Service is a service in which the remains are not present.  Interment of the remains in a Service of Committal has either preceded the Memorial Service or will take place at a later time.

Funeral Service – The Funeral Service is a service in which the remains are present in either a casket or an urn.

Graveside Service – The Graveside Service is a service that takes place at the burial site.

Fellowship Hall and Kitchen

Users are responsible to return the Fellowship Hall and kitchen to the condition in which they were found.  This includes the general cleaning of all surfaces, sinks, and floors as well as the replacement of any items moved from their original location.  Specific kitchen instructions are as follows.

1. Rinse and place all dirty dishes in the dishwasher and turn it on if it is full.
2. Gather dirty linens and leave on the countertop to be washed (members may take them home to wash).
3. Replace clean cutlery into the cutlery boxes.
4. Wipe down all countertops and especially any spills on the stove, microwaves, or in the ovens.
5. Only church members may leave food in the refrigerator or freezer; non-members must remove or dispose of any leftovers. No food may be left in the refrigerator or freezer unless it is marked with the date it was placed in the refrigerator/freezer and must be used or removed after 10 days.  However, food in original unopened containers may be left in the refrigerator/freezer until its expiration/use-by date.
6. Dispose of all waste in the large trashcans with the lids fastened firmly.