Property Use and Parking Policy for Church Groups, Members, and Friends
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Effective Date: July 1, 2006 
Supersedes:
Booking Policy, July 20, 2004
Priority Policy, July 20, 2004
Facilities Reassignment Policy, July 20, 2004
Parking Policy, December 21, 2004

Approved by: Church Administrator
Reviewed by: Ministry Team Council

Property Use Overview
It is our intention that church facilities be used in furtherance of the Mission of the First Unitarian Universalist Church of San Diego, given below:

The Mission of First Unitarian Universalist Church of San Diego is to become an increasingly diverse community with differing beliefs yet shared values. In joy and mutual support we offer spiritual nourishment, create beauty, affirm the worth of each individual, and honor the democratic process. From this place we encourage all ages to learn and grow together while we labor for compassionate justice in our society and on our planet.

Groups and Individuals Who May Request Property Use
This policy is to define the use of church facilities and the parking lot for events that are sponsored by a church group, church member, or church staff member. Definitions of church groups, members, and friends are given below.

A church group is a group associated with one of the Ministry Teams. This includes church affiliated organizations. Ministry Teams taken together make up the Ministry Team Council and are co-led by church staff and members.

A church member is a person who has signed a Bond of Union card and is designated as an active, voting member.

A church friend is a person who has not signed a Bond of Union card, but is an active friend who has pledged at least the minimum pledge amount as designated by the Church Board of Trustees.

Requesting Use of Church Property

Property Use Request Forms
To request use of church property, which includes reserving rooms and/or patio space, complete a Property Use Request form. These forms are available in the church office, by e-mail to schedule@firstuusandiego.org, and on the church web site. Completed Property Use Request forms may be left at the church office or sent via e-mail to schedule@firstuusandiego.org.

Confirmation of Property Use Request or Notice that Request Cannot be Met
A Property Use Request Form received by e-mail will have an automatic response that the form has been received, but not yet acted upon. Within 3 to 5 business days, the staff person who schedules Property Use Requests will send an e-mail confirmation of the request being fulfilled or notice that the requested facilities are not available. If a confirmation or notice is not received within this timeframe, please call the church office and ask to speak to the staff person responsible for scheduling.

Property Use Fees
Church groups are charged for property use only for events that are announced and publicized to the public as well as events where a suggested donation is requested. Examples of these types of events are concerts, Looking Glass Theater productions, and forums with speakers. Events that are primarily group meetings and have a small suggested donation to cover expenses, such as potlucks are not charged a room use fee. Fees for events that are fundraisers are not charged for use of church property if the fundraising event has been approved by the Generosity Ministry Team. See separate Fundraising Policy. The fee, if applicable for any property use request, will be contained in the confirmation sent by the staff person who scheduled the property use.

The fees for property use for church groups holding events are contained in a separate handout available from the church office and on the church web site. Property Use Fees are reviewed by the Church Administrator on at least an annual basis. When changes in property use fees are made, these changes are announced to the Ministry Team Council and in the church newsletter at least 3 months in advance.

Suggested Donation to Attend Church Events
Under the church’s IRS exemption, please note that church groups may only suggest a donation to attend events. If someone wishes to attend an event without making a donation, they must be allowed to do so.

Priority Policy for Scheduling of Property Use
Reservations for use of church facilities receive priority as indicated below. If childcare is associated with an event, it enjoys the same booking priority as the event with which it is associated.

1. Worship Related Activities 

2. Ministry Functions 

3. Religious Education

4. Church Board Functions

5. Ministry Teams and the Groups Associated with Them

6. Church Affiliated Organizations

7. Church Member Life Passage Events

8. Church, Pacific Southwest District, and UUA Sponsored Conferences

9. Outside Groups Eligible to Reserve Space

If conflicts in scheduling occur and/or there are questions of priority, resolution will be facilitated by the Church Administrator in consultation with the appropriate Ministers, Director of Religious Education, Director of Music and/or other staff members.

Memorials and Weddings
Requests for use of church property by church members and friends for memorials and wedding are addressed under a separate policy.

Nonprofit Organizations with a 501c(3) Designation
Nonprofit organizations with a 501c(3) IRS designation may also request to use church property. A separate policy addresses the specifics of property use requests and fees for nonprofit organizations.

Co-sponsored Events
Co-sponsored events are events where a church group associated with a Ministry Team takes an active role in planning, publicizing, and presenting/implementing an event with an outside organization that has a similar mission or purpose as the co-sponsoring church group. Such events are scheduled through the church group co-sponsoring the event and need to be approved by the staff leader of the Ministry Team of the church group. The church group is charged a fee, if applicable as indicated above.


Additional Information on Property Use

Keys
The church group, member, or friend requesting to use church property must indicate on the Property Use Request form the church member who will open the room and ensure that the room is locked after the use of the property. If no one in the group has a key, this must be indicated on the Property Use form and, if possible, a staff member will be assigned to open and lock the room.

Condition of Property
The church group, member, or friend who requests the use of church property, is responsible to ensure that the property is left in good condition. If the property is not left clean and in good condition, future requests may not be accepted.

Sound Technician
A church group, member, or friend may be required to engage a church-approved sound technician when the function will include the use of the church’s sound system in the Meeting House or Bard Hall. The fee charged for a sound technician is an hourly fee set by the Church Administrator with a two-hour minimum.

Because the sound system in Bard Hall is relatively simple, the staff person performing scheduling, with the approval of the Church Administrator, may waive the requirement for a sound technician for individuals that are familiar with the equipment.

Event Coordinator
An Event Coordinator or church member who has been trained in facilities emergency procedures is required for weddings, memorials, large meetings, or conferences.

Smoking
The smoking policy of the church must be followed and is covered under a separate policy.

Alcoholic Beverages
Beer, wine, or champagne may be served on the Church property; the Meeting House and Chapel are accepted. Hard liquor may not be consumed on church property. Alcoholic beverages may not be sold on Church property.

When an alcoholic beverage is served, an attractive, non-alcoholic beverage must also be provided. The consumption of alcoholic beverages shall not be the main focus of any event held on church property. Unopened alcoholic beverages may be stored in the Church kitchen under lock and key. Opened alcoholic beverages may not be left on church property.

No Food Locations
No food or beverages are allowed in the Meeting House or the Chapel.

Animals in Church Buildings
Dogs and other animals are not allowed in church buildings. Exceptions are made for assistance animals and animals for educational purposes. Any animals on church property must be attended at all times and on a leash.

Facilities Reassignment
The Church, as represented by Church staff, will make every effort to avoid reassigning functions. If a need for a reassignment should arise, a church representative will notify the group in advance, except in an emergency.

Member and non-member weddings, holy unions, commitment ceremonies, memorial services, and member-sponsored life passage and commemorative events (e.g. anniversaries) are not subject to being moved, except that the Church, as represented by Church staff, may cancel or move any property use, whether reserved or not, in the event of a natural disaster, national or local emergency, church-related emergency, or damage to, destruction of, or closure of the area reserved.

At the discretion of the Church, as represented by Church staff, it may authorize a party that seeks to reserve facilities that are already reserved (the “requesting party”) to take the following additional action:

• The requesting party may be offered an opportunity to contact the individual, committee, or group that has reserved the facilities in order to work out a solution. (Be advised that no pressure or badgering by any party will be tolerated. Such actions will result in the
cancellation of the reservations or the denial of the group’s pending and future reservations). If the parties agree on a solution, reservations will be made or adjusted.

after both parties confirm their agreement to the Church staff person performing scheduling or other authorized representative.

• If the parties are unable to work out a solution, the scheduling staff will make or adjust the reservations in accord with the Priority Policy, subject to facilities being available.
• Either party involved may appeal the scheduling decision to the Church Administrator, who will make a decision after consulting with the Ministers, the Religious Education Director, and/or the Director of Music.

Advance Booking

Church facilities may be requested to be booked in advance as per the guidelines given below:

• Church groups, members, friends, and staff may request to book property up to 2 years in advance of a function.

• Members and non-members may request to book weddings, holy unions, and commitment ceremonies more than 1 year in advance.

• Members may book member-sponsored events that commemorate significant life passages (e.g., coming of age, anniversaries, significant birthdays) up to 1 year in advance.