St. Luke’s Episcopal Church
Building Use Policy
General Policies for All Users of St. Luke’s Facilities
Recognizing our responsibility to our parishioners and to our community, St. Luke’s Episcopal Church of Fairport encourages the use of its facilities by both our parishioners and by nonprofit, civic and other organizations. The following policy has been established by St. Luke’s Vestry to encourage and manage the use of our church facilities by both parish and non-parish organizations.
By St. Luke’s groups: Sign-up for available time on the parish calendar located on the wall by the church office. Please include start & end time, room, and group name.
By non-parish organizations: After appropriate times and facilities have been reserved for the functions of the various church groups, the remaining times and facilities may be reserved by non-parish organizations.
One-time commitments: Upon approval of the written application, the event will be marked on the Parish calendar by the parish secretary.
Regularly scheduled commitments: A master list of these commitments will be posted beside the calendar and will specify the activity, time, rooms used, days of week, etc.
Young children: To ensure their safety, young children must be supervised at all times.
In consideration of others, please start and end meetings on time and keep the church calendar up to date if there is a change of plans.
Set-up/clean-up: The leaders of all groups are responsible for setting up and cleaning up after their function or meeting. This includes returning furniture to its proper place, removing trash and placing in outdoor trash bin, sweeping/vacuuming floors if necessary, and turning out lights. Any equipment owned by a particular group needs to be removed or stored in the designated area. If your group is the last to leave the building, ensure all doors are locked and secure.
Borrowing furniture: No furniture, equipment, or utensils are to be removed from the premise without the permission of the Property Commission or Rector. Items are to be signed out by the Property Commission, the parish secretary or the Rector.
Schedule conflicts: If a conflict is encountered, the groups involved must be notified immediately and they must attempt to find a mutual acceptable solution. In the event this fails, the following priority shall take precedence:
Church service or one-time special church sponsored activities. (See Temporary Cancellation)
Approved regularly scheduled non-parish activities.
Approved one time non-parish activities.
Church group meetings.
Within non-parish groups, preference shall be given to nonprofit community organizations.
Other Conflicts: In the event other conflicts arise, St. Luke’s will designate someone to act as a facilitator, if necessary.
Last updated July 2016
Additional Policies for Non-parish Organizations
In addition to the general policies, the leader of non-parish organizations is responsible for:
Ensuring church doors are kept closed at all times except during loading and unloading.
Intervening if any condition is noticed which is potentially harmful to people or property.
Ensuring that only the scheduled rooms are used by your group.
Being considerate of St. Luke’s neighbors during outdoor activities.
Property damage: It is the responsibility of any non-parish group, which damages any church property, to repair or replace the damage to the satisfaction of St. Luke’s Property Commission.
No smoking: Smoking is not permitted in St. Luke’s buildings.
Playground equipment: The playground equipment is owned by St. Luke’s. No group may schedule or advertise use of this equipment without the consent of St. Luke’s.
Office equipment & telephone usage: The office equipment is intended for church use only. The copier may be used for occasional small jobs when available at a cost of 10 cents a copy. The telephones are reserved for church use except the kitchen phone which may be used to make occasional brief local calls or for emergencies.
Kitchen usage: Request to use the kitchen equipment and appliances will be considered for small “do-it-yourself” (not catered) functions. Consumable items must be provided or replaced. All equipment used must be cleaned prior to leaving.
Meal/beverage service: Meals or snacks are to be served only in the Great Room or Undercroft. Food service in other parts of the building requires permission of the Property Commission or Rector. No alcoholic beverages are permitted by non-parish organizations on church property.
Worship areas: Except in extraordinary circumstances (and then only with the consent of the Rector or one of the Wardens), the Worship and Columbarium areas are not available to non-parish organizations.
Signs, posters, and art work are to be displayed on church property only in areas designated by the Property Commission.
Temporary signs are to be removed as soon as practical.
Advertising for events to be held at St. Luke’s is subject to review and pre-approved by either of the church Wardens or the Rector.
Temporary cancellation of commitment: Even though space has been approved for use by a non-parish group, special one-time activities such as funerals, rummage sales, worship services, etc., will take priority. If a reservation needs to be canceled, notice will be given as far in advance as possible. Every reasonable effort will be made to avoid this inconvenience.
Insurance Coverage: In the event that the wardens and rector determine that insurance coverage is required, St. Luke’s reserves the right to require a certificate of insurance or a copy of the policy, which is satisfactory to the church.
St. Luke’s Episcopal Church
Building Use Policy
Application and Approval Process
Application Process: A request to utilize the facility must be made using the current Building Use Request/Contract form. Applications for long term usage may need a supplemental written proposal to explain the purpose and requested commitment.
Requests should be submitted as soon as possible using the following guidelines:
Single Use requests: 2 weeks prior to the request date.
Regularly Scheduled Requests: 2 months prior to the start date.
Contract Approval for Non-parish Organizations:
One time commitments: After determining there is no conflict with St. Luke's and other activities, permission shall be granted with the approval of 2 of the following: Sr. Warden, Jr. Warden, or the Rector and reported to the Vestry at the next meeting.
Regularly scheduled commitments: After the preliminary approval by the Rector and either the Sr. or Jr. Warden. A mutually acceptable written contract must be drafted. This contract shall be reviewed and approved by the church attorney, the Rector, and either the Sr. or Jr. Warden prior to final vestry approval. Also, other groups using the facilities with whom there may be a concern, may be notified and invited to provide an input at a vestry meeting. Approval or renewal shall be granted by a majority vote of the Vestry, which meets monthly.
One time commitments: Fees are to be negotiated at the time of request and are due upon approval. Some guidelines are:
Volunteer based nonprofit organizations: Nominal or no contribution
All other groups: $25.00 for the first hour and $10.00 for each additional hour.
Kitchen Usage: $25/event
Long term commitments: The Finance Commission will work with the Wardens and Rector to determine a reasonable fee to be recommended for approval by the Vestry.
St. Luke’s Episcopal Church
Building Use Request/Contract and Facility Rental Agreement
Name of Organization
Purpose of Organization
Type of Organization: (check one) Non-Profit ____ Profit ____
Contact Name Phone #
Contact Address/ Email:
Application Date: Date(s)/Time(s) Requested:
(For Long-term use attach a proposed schedule)
Purpose of Planned Use:
Number of People Attending: Adults: Children:
Facilities Requested: Great Room: Undercroft: Conf. Room:
Youth Room: Other:
Kitchen: Snack/Beverage Only: Meal:
Liability and Property Damage Insurance Carried by your Organization: $
Name of Insurance Co.:
Name of Agent:
Total fees Included: $ (For one time activities only. Full refund if not approved)
We agree to abide by the Building Use Policies dated July 2016, to pay for any damages to St. Luke’s property, and to release St. Luke’s from all liabilities resulting from this activity.
Date Signature of person assuming responsibility for this activity
Address and telephone # if different from above:
Permission is / is not granted for use of facilities as specified above.
Authorized by (2 signatures required)
Event marked on church calendar by St. Luke’s Yes
Acknowledgment of Payment: Date Paid: Amount Paid: $