Rental of our Building

BUILDING USE POLICY

UNITARIAN UNIVERSALIST FELLOWSHIP OF MANKATO

Approved JANAURY 17, 2018

It is the policy of the Unitarian Universalist Fellowship, Mankato (UUFM) that the church building be available for meetings and programs that are compatible with the ministry and purpose of the church as expressed in the Seven Unitarian/Universalist Principles. This policy will also ensure that rental use of the building does not unduly interfere with regular programs of the Fellowship, its committees, or members and that it promotes good stewardship of the building and its furnishings.

PRIORITIES AND RENTAL FEES

Church committees and groups under coordination of the Board of Directors may use the building for regular meetings, programs and events at no charge.
Members, including children of members, and pledging friends may use the building without charge for rites of passage, provided that they have been members for six months prior to a request for space use, or they are pledging supporters, or have been regular contributing supporters for the previous year. Other uses may require a small fee as listed in the Building Use Fees section. All use of the building requires that contact be made with the Office Administrator. If the building use requested by a UUFM member is for commercial or other money making activity, specific approval must be given by the Board and a letter of intent agreed to by the member and the Board. This letter will specify the nature of the activity and participants, space(s) needed, and responsibility for building security and maintenance. The Board may charge a reasonable fee to cover costs associated with security, maintenance, heating or air conditioning, and other expenses connected to facility use.
Organizations and individuals not affiliated with the church, but whose purposes promote the values and purposes of the church, may arrange for use of space on a single event basis with approval of the Board of Directors, Minister or Office Administrator. Building use fees apply.
1. Organizations and individuals not affiliated with the church, whose purposes may not promote, but are compatible with, the values and purposes of the church, may use space on a single event basis with approval of the Board of Directors, Minister or Office Administrator, provided such use does not interfere with regular church programs or events. Building use fees apply.
2. Space will not be made available to partisan political groups unless the purpose of the group is clearly within the stated purpose of the church. Rental to political candidates is not allowed since it endangers the tax exempt status of the church. However, the building may be used for open, non-partisan discussions of political issues. At the discretion of the Board of Directors, these groups may be asked to seek sponsorship of an appropriate committee. Building use fees apply.
Fees may be reduced or waived for individuals or groups with limited funds at the discretion of the Board of Directors or Minister.

RESERVATIONS – Once the initial request for a date to reserve a space in our church has been received, it is “penciled in” on our calendar. The initial request is not finalized until the Building Use Agreement form has been completed, signed and received by the church office, along with the initial deposit payment(s). If another request for that date is also received before the building use agreement and deposit are received, that will also go on the calendar in pencil. The first signed building use agreement received along with the initial deposit(s) will be the one confirmed and “inked” on the calendar. A confirmation letter will be sent out immediately by the church office upon receipt of the signed Building Use Agreement form and payments.

CONFLICTS – Once the deposit and completed Building Use Agreement form have been received, the event is “on the calendar” and will not be canceled by the church to accommodate a program with a higher priority. If a scheduling conflict inadvertently occurs, the administrative staff will notify both groups promptly and involve both parties in efforts of collaboration so that, if at all possible, both groups can be accommodated.

LONG-TERM USE – Groups wishing to lease church space on a continuing long-term basis must receive prior approval of the Board of Directors.

MINSTER – The UUFM minister will officiate at rites of passage for members. Any other officiant requires consultation with the minister. The UUFM minister is also available to officiate for non-members. Any other Officiant requires approval of the minister. Please note that Officiants must be professionally trained and ordained clergy. If a non-member would like the UUFM minister to officiate, other ministers may be included as co-officiates with the UUFM minister.

SMOKING – The entire building is a non-smoking area. No smoking allowed.

USE OF ALCOHOL – The serving of alcoholic beverages requires prior approval by the UUFM. Alcohol may be served when it complies with all federal, state, and city regulations.

FACILITIES COORDINATOR – A Facilities Coordinator will be required for all Nonmember rentals. This member of the UUFM opens and locks the building, assists with locating what is needed, and takes responsibility for the building and its contents.

MEMORIAL SERVICE COORDINATOR – A Memorial Service Coordinator can be requested by family to assist with organizing volunteers and paid personnel for a Memorial Service. A fee paid to the UUFM is charged for this service. The fee may be reduced or waived for families with limited funds at the discretion of the Board or Minister.

BUILDING USE AGREEMENT FORM – Building use must be scheduled in advance through the church office. A completed Building Use Agreement form shall be required of all users, except church committees who use the building for events, programs, and regular meetings. Church staff will inform users of the space and facilities available, conditions for use, and procedures for opening and closing the building. It is the responsibility of users to follow these procedures and leave the building in good order.

FINAL PAYMENTS FOR MEMBERS AND NONMEMBERS (EXCEPT FOR MEMORIAL SERVICES) – Balance of all fees are due and payable 30 days prior to the event, including balance of Minister fee. Refunds will be made up to 60 days prior to the event. Deposits are non-refundable for cancellations made less than 60 days before the event.

FINAL PAYMENTS FOR MEMORIAL SERVICES – Balance of all fees are due and payable within 30 days after the event, including balance of Minister fee or Honorarium.

DAMAGES – The individual or group making this reservation is responsible for reimbursing the UUFM for any damages to the building caused by themselves or their guests.

UUFM WAIVER AND RELEASE OF LIABILITY – A completed Waiver and Release of Liability form must be submitted with your Building Use Agreement form.