Building Use Policy for University and Community Groups

(PDF form for filing to office)

The Chapel of the Cross is glad to make its meeting space available to non-profit, service and education-oriented groups for regular or occasional meetings at no charge. We consider our buildings and our location a gift entrusted to us by God, and as part of our grateful stewardship, we share that gift with others. Because of the many demands on our buildings, however, by both parish and non-parish groups, the following are the conditions for use by the latter.

1) All recurring meetings or other events must be scheduled each year in August through the parish administrative assistant during regular office hours (929-2193) by a contact person willing to represent the group. Each group must also identify an alternate contact person. Any changes in schedule or contact persons should be communicated as soon as possible to the parish administrative assistant. Parish events take precedence (including the week of the ABC Sale each spring); other meetings are subject to change because of parish needs.

2) Because of the constantly changing demands on the parking lot, no parking privileges can be given to those participating in non-parish events even if the parking lot is empty at the time of your arrival or departure. Non-parish groups should use the Morehead or city lots. Failure to do so by even a few members of a group will result in cancellation of that group’s permission to meet here. Special parking needs may be discussed with the rector in advance of the event.

3) All rooms used should be arranged and left as they were found, clean and ready for the next group to use. Specific guidelines for the use of each room are posted in the room. Nothing is allowed to be stored here without specific permission from the rector.

4) No smoking is allowed in the buildings. Any smoking should be done outside and away from the building. Cigarette butts should be put in the proper receptacles.

5) No charges for programs held at the Chapel of the Cross may be made without the specific permission of the rector.

6) The rector’s permission is also needed for any religious service held here or for the use of alcoholic beverages on the premises

7) Evidence of current liability insurance is requested from each group at the time the event is scheduled. If you have questions regarding insurance, contact the parish administrative assistant.

I have read and accepted these understandings as conditions of our group’s use of space at the Chapel of the Cross. I will distribute copies of this signed statement to each member of the group, including new people as they join. I understand that this document will be renewed for recurring meetings in August of each year.

Signature ______________________________________________

Group ________________________________________________

Date __________________________________________________

Many groups use the facilities of Chapel of the Cross. I would like to ask your cooperation in helping us keep our buildings and grounds clean and welcoming. This is an enormous task given the size of our facility and its constant use. You can help by doing the tasks below at the conclusion of your meeting.

1. Return any tables or chairs you have used to their proper places.

2. Pick up papers and food particles from floor. If kitchen trash liners are full, remove them, deposit them in the trash building if a key is available, and replace it with another.

3. Remove your displays, posters and signs from the entire building once your event is over.

4. Turn off lights when leaving the room to help conserve energy.

5. If you should see anything that needs attention, please contact the facilities manager by filling out a maintenance request form in the parish office or calling 929-2193.

With your help, the entire Chapel of the Cross community will benefit by having a pleasant place in which to meet.

Thank you for your cooperation.

Tom Mander
Facilities Manager

Facilities Manager's Guidelines for Kitchen Use

Many groups use the kitchen facilities. Please leave them ready for the next group by completing the tasks below. Cleaning supplies are found in the island under the butcher block.

1. Wipe down all cabinets and cutting boards with disinfectant.

2. If the trash cans are full, tie the tops closed. If a key is available, place the bags in the brick trash house in the parking lot.

3. Replace the plastic bags in the garbage cans.

4. Sweep the floor and mop up any spills.

5. Wash, dry and put away the dishes in proper storage places with similar items. Do not leave dishes in the drainer to “air dry”.

6. Place wet dish cloths in the dish room to dry.

7. Turn off and drain the dishwasher according to the instructions inside it.

8. Mop up any water around the ice maker.

9. Do not leave leftovers in the refrigerator or freezer for others’ use unless prearranged. Use labels from the refrigerator door to date each item and designate its use. This includes condiments and other staples.

10. Take all leftover food home with you or deliver to the Inter-Faith Council shelter.

11. Spices and staple items may be stored in the pantry and must be labeled with the date placed in the pantry. Unopened nonperishable food items may be placed in the IFC food bin to be taken there.

12. Food items stored in the kitchen will be discarded if:
   * Not labeled with the date stored and its designated use;
   * Left in the refrigerator longer than one week;
   * Left in the freezer or pantry (except spices) longer than three months.

Thank you for your cooperation.

Tom Mander
Facilities Manager