St. James’ Church Undercroft & St. James’ House Use Policies
Vestry Policy, adopted September 1, 2008

Permitting use of the church undercroft or St. James’ House by both secular and religious groups desiring a meeting place for classes and special events is part of St. James’ service to the community.

The Church encourages classes with the first priority being Christian education.

Religious classes must be approved by the vicar or priest-in-charge who will also review all proposed classes to make sure they are wholesome and for the good of the community.

Permission may be granted to profit-making groups or persons based on the potential for community enhancement by the occasion or event.

General Use of Facilities

Any group using St. James’ Church facilities is expected to leave the area in a clean and orderly condition, with all of the group’s food and materials removed and trash properly disposed of.

Any youth groups must have responsible, adult supervision (over 18 years old) at all times.

Groups are welcome to use tables and chairs, furniture, utensils, and kitchenware as long as they are kept on the premises, washed/cleaned, and returned to their original position.

Groups should reset thermostats to their original settings (60-degrees F in winter; 80-degrees F in summer) and assure that the lights are turned off, windows and doors are closed and locked, all trash removed and all potential fire hazards are eliminated (stove, coffee maker, etc.).

St. James’ Church facilities are smoke-free, drug-free, alcohol-free environments.
Use of Kitchen Facilities

Only adults who are preparing food or cleaning up are permitted in the undercroft kitchen as the meal is being prepared and served.

The kitchen and dining areas must be left in the condition in which found.

Groups are required to bring all necessary ingredients for meal preparation and remove all unused ingredients.  Long-term storage of food or use of the church’s food or other non-durable goods is not permitted.

KITCHEN FACILITIES IN ST. JAMES’ HOUSE ARE LIMITED and may only be used for brief storage and serving, not preparation.
Fees

Functions held by members of any Episcopal church are exempt from all fees or deposits, as are teachers of approved Christian religious classes who do not charge for their services or classes.  No fees are charged to not-for-profit service organizations.  Donations to the church to help cover the cost of use are encouraged but not required.

If permission is granted to a profit-making group or person, the fee is $35 per day.  Teachers who charge fees for profit will be charged rental proportionate to their use (i.e., a one-hour class will be charged a prorated fee).

If kitchen facilities in the undercroft are used, the fee is $75 total per day.

A security deposit of $100 will be required of any non-Episcopal group using Church facilities for the first time only.  The deposit will be returned within three business days following the event, less any fees for damage or misuse.
Comments

Long-term sharing of St. James’ church facilities with another church is not subject to this policy, but is, rather, arranged by mutual agreement between the governing bodies of St. James’ Church and the participating church.

The Senior Warden and Junior Warden of St. James’ Church have the authority and responsibility to grant permission for use; the St. James’ office administrator maintains a calendar of events at the church office.

Disclaimer

Groups who publicly announce their meetings by purchasing advertising, widely distributing, or mailing information to the public must clearly state the person or group sponsoring the event.  Sponsors should not imply, directly or indirectly, endorsement for their event on the part of St. James’ Episcopal Church.

Persons or groups who misrepresent their status in order to use the church facilities, or who disregard any of the guidelines set forth in this procedure will forfeit their right to use the facilities.

I HAVE READ AND AGREE TO THE CONDITIONS OF THIS POLICY:

_________________________
Date

________________________ _____________________________________
Representative’s Printed Name Organization

______________________________ Tel.#__________________
Representative’s Signature


Approved: _____________________________________________________________
Senior or Junior Warden of St. James’ Church
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