New Providence Presbyterian Church - Maryville, TN
Friday, May 18, 2012
 
 
New Providence
Presbyterian Church
703 West Broadway Avenue
Maryville, TN 37801
865.983.0182
mail@newprovidencepres.org
 
 
Worship Services @ NPPC
9:00 a.m. FirstLight
11:05 a.m. Traditional
 
 
 
 
 
 
Constant Contact
 
     

Using Our Facilities

NEW PROVIDENCE PRESBYTERIAN CHURCH
 [This policy includes a separate Facilities Use Contract and a Facilities Use Checklist.]
 
 
The Church exists for the glory of God and for service to humankind. As a part of our effort to reach out to our members and to the larger community in Christian love, our facilities are available to both members and non-members for worship, teaching, and witnessing to the Gospel and for activities that are in keeping with the mission of the church.
 
Generally, facilities in the church building are available for use during the hours the church is normally open except Sunday at no charge. There will be a refundable deposit and a nominal charge (detailed in the Fees section of this policy) for use of the facilities during hours the church is not normally open (Friday evenings, Saturdays and Sunday afternoons).
 
USE OF CHURCH FACILITIES [1]
  • All use of church facilities must be scheduled through the church office. A staff member will be designated to consult the calendar and approve most uses, subject to availability of staff.
  • Requests for one-time use will be considered based on the guidelines set forth here. Requests for regularly scheduled use or any exceptions will be referred to the Policy Sub-Team. The staff will freely contact the Policy Sub-Team with any questions about a request.
  • The building or grounds shall not be used for political purposes or for profit making. Not-for-profit fund-raising activities may be allowed at the Discretion of the Policy Sub-Team.
  • The pavilion is available from 8:00 a.m. to 9:00 p.m. A key can be checked out by a representative of the group.
  • For off-hours use, the group requesting the use of the facility will receive and sign a Facilities Use Contract which includes guidelines and a copy of the Facilities Use Checklist that the custodian will complete to confirm the condition of the facility when the group leaves.
  • Facilities available:
    • Westminster Hall
    • Kitchen – not included in use of Westminster Hall or other church facilities unless specifically requested
    • Sanctuary (refer to the Sanctuary Use Policy)
    • Rooms 108, 109, 213, W202, W203, W207, W209
    • 117 (Chapel)
    • 118 (Choir Room)
    • 113 (Parlor)
    • 206
    • 2, 23
    • Pavilion - Does not include use of other facilities without prior arrangements through the church office.  Groups must furnish their own firewood
    • Pavilion Kitchen - Not included in the use of the Pavilion unless specifically requested through the church office
FEES
  • During the hours the church is normally open, the facilities are available to members and non-members at no charge. Donations to offset costs are gratefully accepted.
  • At times when the church is not normally open (Friday evenings, Saturday and Sunday afternoons), the facilities may be available to members and non-members at a charge of $35.00 per hour. This fee is to include time to set-up, take down, and clean up after the event.  Session may waive, in its discretion, any facility use charge and deposit set forth herein for church programs.
  • The Pavilion is available at no hourly charge. In addition to the hourly rate, there will be a refundable deposit of $100 to be used if the facilities are not left as they are found and, in the case of the Pavilion, if the key is not returned. The Pavilion key must be returned during normal office hours.
  • A check for the estimated hourly usage and deposit are due with the signed Facilities Use Contract, both of which must be received in the church office by the weekday prior to the event.
  • The Financial Coordinator will deposit the check.
  • The Financial Coordinator will refund the balance of the deposit within two weeks of the event, adjusting for actual time the facility was used and for any cleaning or repairs, if necessary.
  • The custodian on duty will inspect the facility after use and complete a Facilities Use Checklist. This checklist will determine if any deductions from the deposit are to be made.
  • If the custodian deems the clean up or setup of the facility to be unacceptable, the fee to be deducted from the deposit will be the hourly rate times the number of hours the custodian has to clean or set-up.
  • If there appears to be damage, the custodian will notify a member of the office staff who will then notify the Policy Sub-team.
  • The Policy Sub-team will have the final responsibility for determining the charge for the damage. Depending on the type of damage, this can be determined with input from the office staff, Facilities Management Team, Men’s Building Square, or others who may have knowledge of the item damaged. 
  • When the amount of the refund is determined, the Administrative Coordinator will sign the expense voucher allowing the Financial Coordinator to write a refund check.
  • If there is damage that exceeds the deposit, the Policy Sub-Team will be responsible for contacting the group to recover the additional amount owed.
  • If a request is made to use a facility on a holiday and a custodian chooses to work, that request must be submitted to the Policy Sub-team. If approved, the cost will be one and one-half times the normal hourly fee. All groups will be expected to stay within the time they request for facility use.
 
FACILITY USE REQUIREMENTS
Alcoholic Beverages, Drugs
Consumption, use or possession of alcoholic beverages or illegal drugs is not permitted on the premises.
 
Smoking
New Providence Presbyterian Church is a smoke-free facility. Smoking and all use of tobacco products are prohibited in all buildings, including the Pavilion.
 
Food and Drink
Food and drink are allowed in the following areas only: Westminster Hall (front and rear) and the Pavilion unless prior permission is secured from the Church Office.
 
Decorations
No decorations are to be hung from the ceiling, curtains, stage curtains, walls or light fixtures. Any material for the meeting may be affixed to the wall with masking tape only and must be removed immediately after the meeting.
 
Furniture, Kitchen Equipment
In all rooms except Westminster Hall, furniture must be restored to its original arrangement. In Westminster Hall, the custodian on duty should be consulted about how the room is to be arranged following the group’s use of the facility.
 
Furniture and kitchen equipment, tables, and chairs may be removed from the premises only for church purposes by church members with prior approval by the Policy Sub-Team. (amended 09/18/01)
 
Electronic Equipment
Use of audio and visual equipment is to be approved by and scheduled through the office. Televisions, VCRs and CD players are not to be removed from the premises. Camcorders, digital cameras and
portable sound systems may be taken from the premises only for church use and only with specific prior approval and scheduling.
 
 
 
Office Equipment
Use of New Providence Presbyterian Church office equipment (copier, fax, etc.) is not permitted by outside organizations.
 
Setup
It is the responsibility of any outside group using the facility to set-up and take down all tables and chairs needed for the event.
Tables and chairs must be returned to the storage area from which they were taken.
If the room was already set-up with tables and chairs and the group changes this arrangement, the arrangement must be put back as it was found. In the case of Westminster Hall, the custodian is to be consulted about how to arrange the room after its use.
Take care not to scuff the floors when moving tables and chairs.
If a room with furniture (sofa, chairs, coffee table, etc.) is used and the furniture is moved, all furniture must be put back as it was found.
If the set up is at a time when a custodian will not be present and the group is not familiar with New Providence, the group must make prior arrangements with the church office to be sure they know where tables and chairs are stored for set up and take down.
 
Clean Up
It is the responsibility of all groups using the facility to clean up all areas used for the event.
All trash must be placed in trash containers, the trash liners tied shut and trash taken to the outside dumpster for disposal. Clean trash liners will be made available for the trash containers. 
Floors must be swept or vacuumed of all debris. Spills on hard surface floors must be damp mopped.
Tables, countertops, coffee tables, etc., must be damp wiped of any food or spills.
Kitchen sinks must be rinsed clean of food or drinks.
Any food stored in the refrigerator for the event must be removed before leaving. Any food left in the refrigerator will be removed.
If the Nursery diaper pails are used, the trash liner must be removed, tied shut, taken to the outside dumpster, and the trash liner replaced.
Pavilion fireplace debris and ashes should be spread out in the firebox to allow natural cooling. Church custodial staff will remove ashes and debris at a later time.
Remember to turn off any appliance or equipment used, turn off lights and lock the room door when you exit.
 
Damage
During regular hours, the facility and equipment will be checked following use and the cost of any damages is expected to be reimbursed for an amount determined by the Policy Sub-Team. For off-hours use, the custodian on duty will inspect the facility after use and complete a Facilities Use Checklist, and the cost of repairing any damage will be deducted from the deposit. If there is damage that exceeds the deposit, the Policy Sub-Team will contact the group to recover the additional amount owed.
 
Theft
The church is not responsible for theft of personal items on church property.
 
Cancellation
New Providence Presbyterian Church retains the right to cancel any scheduled facility use up to 48 hours prior to the event if those facilities are deemed necessary for the church to carry out its pastoral ministry.
 
Approved by Session 5/15/01
Amended 9/18/01
Amended 10/02/01
Amended 5/18/04
Amended 5/18/2010
Amended 9/21/2010

[1] This policy applies to properties owned by the church and designated for church use. It does not apply to church-owned rental properties occupied by individuals or families nor does it apply to weddings.