1. Introduction

Church property and facilities are intended to be used primarily for functions of St. Barnabas Lutheran Church (“St. Barnabas”). St. Barnabas recognizes, however that its ministry to its members and the community at large is enhanced through a broad use of its facilities. Accordingly, the use of St. Barnabas facilities by other religious organizations, non-profit groups (including charitable, cultural, and educational organizations), individuals, and approved for-profit organizations is permitted, provided such use does not interfere with normal church functions.

This document sets forth policies, procedures, responsibilities, and terms of agreement relating to the use of St. Barnabas property and facilities and serves as the official policy governing use of St. Barnabas property and facilities. All previous policies become null and void as of the date of formal approval of this policy by the church council.

2. Building Use

a. St. Barnabas strives to serve the Plymouth community by allowing the use of the building by non-profit groups from the community. St. Barnabas does not have full time custodial services who set up and clean up after groups, so groups are expected to share these tasks. Each group is expected to respect the building as if it was their own and is responsible for the conduct of the members of their group while in the building. Proper care for the building by each user allows St. Barnabas to let groups use the building for under market cost.

b. The ministries of the congregation have priority in the use of the building. St. Barnabas reserves the right to modify or cancel a group reservation in the event of a funeral or the needs of a congregational ministry.

c. Each group is responsible for cleaning up after their group (see section on “Trash and Clean Up”).

d. The last group in the building is responsible to make sure all interior lights are turned off and all exterior doors of the building are locked when they leave (six doors on upper level, two on lower level). If your group was last in the building and the security system goes off because a door was left open, the group will be responsible for any costs charged against the church for police calls due to false alarm (costs assessed at ($200-$250).

e. Do not prop exterior doors open for any reason. Doing so may damage the doors and allow “critters” to enter the building. There are hex wrenches at each door that can be used to unlock the doors during the time your group is meeting.

f. Do not use glitter. It tracks all over the building and is difficult to clean up.

g. You are not allowed to use an additional room if it has not been reserved.

 2. Building Access

a. St. Barnabas office hours are Monday-Friday from 9:00am-3:00pm. The main entrance doors are open on Sundays from 8:00am-12:30pm.

b. For groups that are scheduled during regular building hours, the front doors will be open. Groups that use the building at other times will be issued a key fob for the east door. This key fob will be programmed to work only during the time your group is scheduled to meet. When your group is done with its event, you can return the key fob to the Administration Office or place it under the door if it is after normal business hours. There will be a $25 charge if you lose the key fob.

c. Key fob directions: Wave the key fob past the key pad on the wall to the right of the east set of doors. This will disarm the security system and unlock the door for 10 seconds. For security purposes we prefer that all groups enter through the main entrance, so the person with the key fob should unlock the doors at the main entrance for the rest of the group then lock the doors after everyone has entered.

3. Room Sets

a. Chairs & Tables: Each room has a standard set in place. DO NOT move the tables and chairs. Dragging the tables snags the carpet, bends or breaks the table legs, and wears out the rubber feet. Instruct your group members to not sit on tables or sit on chairs and lean back on two legs. This action can break the chairs. A fee will be assessed of $50/chair and $100/table that is broken or damaged. You will be sent a bill and the group will not be accepted back into the building until it is paid.

b. Wall Partitions: Wall partitions cannot be moved by outside individuals. If you need one of the wall partitions moved, this must be arranged when making the room reservation.

4. Light Switches

There are two types of dimmer light switches in the Narthex and Ministry Center. One type is a slide that needs to be “clicked” all the way down to be totally off. The other style has a combination slide/button and the button has to be pushed to get the lights totally on or off. After your event, check the lights to make sure they are off and not just dimmed. Please note there are several security lights in the halls that can not be turned off.

5. Kitchen Use

The kitchen is available only if specific permission has been given. Special directions need to be given by staff for using the kitchen and you must follow the guidelines and instructions. Contact church staff if your group wishes to use the kitchen for your event.

6. Food & Beverage

a. Groups may bring in their own food and beverage as long as the group cleans up after themselves. Groups are not allowed to use the kitchen without permission (see section on “Kitchen Use”). No red colored beverages. The red dye can’t be removed from the carpet.

b. St. Barnabas can provide fresh brewed coffee upon request. Donations for supplying the coffee are greatly appreciated. If using our glass cups, they must be rinsed and placed in the rack. Do not wash them with the dish sanitizing machine.

7. Trash and Clean-up

Each group is responsible for cleaning up after their activity.

· Check bathrooms to make sure toilets are flushed, trash is picked up, and counter is clean and dry.

· Soiled diapers should be wrapped in plastic bags before throwing away in the trash.

· Put all your garbage into the big cans in the kitchen or in the dumpsters outside.

· Vacuums are in the closet #1 in the east/west hall.

· Cleaning supplies can be found in the storage room across from the bathrooms.

Groups making an excessive amount of trash can either take it with them or will be responsible for extra fees from our trash hauler. Please recycle as much as possible. Recycle bins are provided in most rooms. A $25 fee will be charged if a staff person from the church has to clean up after your group. You will be sent a bill and the group will not be accepted back into the building until it is paid.

8. Audio/Video Equipment

Use of the Sanctuary and Ministry Center sound system and audiovisual equipment may be available upon reserving space. A $75 fee applies for the assistance of a Sound System Tech (3 hours or less) and $25/hour for each additional hour. Do not use any of the A/V equipment without permission.

9. Musical Instruments

Use of the pipe organ, pianos, or any other musical instruments requires specific permission from the church staff upon reserving your room.

10. Funerals

(see separate “Funeral Policies” brochure for information).

11. Weddings

All weddings must be approved by the pastor. The date and time of your wedding and rehearsal must be reserved for you by the Office Administrator and approved by the pastor (see separate “Wedding Policies” brochure for more information).

12. First Aid

There is a First Aid kit mounted to the cabinet in the kitchen pantry as you walk into the pantry from the kitchen. There are also 2 labeled drawers filled with medical supplies just below. Please let us know if you used any of the supplies so we can replace them. There is an AED machine in the coat closet near the front doors.

13. Room Cancellations

You are required to give a 24-hour notice of change or cancellation to your reservation. Please call the church office as soon as possible as there may be other groups looking to use that space. Failure to notify the office of cancellations may result in a group losing the privilege of meeting in the space.

 14. Property Damage

Please notify us if there has been a problem with the building or equipment by contacting office staff or leaving a note under the door of the church office if after hours.

15. Alcohol/Marijuana/Drugs Use

Use or possession of alcohol/marijuana/drugs (except for those prescribed by a doctor) are prohibited in the facilities and on the property.

16. Smoking Policy

St. Barnabas is a smoke-free facility.  Any person who wishes to smoke while at St. Barnabas must do outside in a designated area but not near the main entrance to the building.

17. Weapons Policy

St. Barnabas prohibits firearms and all weapons from its premises which include the parking lot, grounds and all buildings. Failure to abide by this policy will result in immediate cancellation of your event.

18. Advertising or Promotion

Advertising or promotion of events by users may not imply any endorsement or sponsorship by St. Barnabas unless specific permission is granted.

19. Personal Property

St. Barnabas is not responsible for the personal property of individuals or groups using the facilities or for property left on church premises by users of the facilities.

20. Adult Supervision

Adequate adult leadership and supervision must be present at all times during use of the facilities, including the parking lot. A minimum of two unrelated adults are required to be present before minors arrive and to remain until all minors have left the premises. If minors are not adequately supervised, your group may lose the privilege of meeting in the space. Additionally, all organizations serving minors must have satisfactory background checks on file for all adult volunteers and staff.

21. Snow Emergencies

We follow the Wayzata schools snow closing decisions. St. Barnabas is closed to all community groups if Wayzata is closed or there are no after school programs.

22. Insurance

Users with on-going rental contracts must provide continuous proof of liability insurance to St. Barnabas by providing a certificate of liability insurance with St. Barnabas listed as an additional insured on their insurance policy. Groups may not meet unless insurance is current, and certificate is up to date.

If you would like to rent space in our building for your event, rental fees are located in the “Facilities Use Agreement” below. Please sign the agreement and return it to brenda@stbarnabaslutheran.org. Also, please fill out the agreement with as many contact names and numbers as possible. If we need to close the building due to inclement weather or we need the space for a funeral, events in the building will be canceled or rescheduled. “Facilities Use Agreement”