Guidelines for use of Luther Center and the Sanctuary
Rev. March 2011
I. LUTHER CENTER
A Luther Center is primarily a fellowship hall, stage and kitchen area intended for the congregation’s use. Congregational use falls into several categories:
a. Congregational functions, ie. Functions open to the whole congregation, which are arranged by pastors, committees, task groups…
b. Auxiliary functions, ie. Functions given by various auxiliaries or groups in the church, such as choir, Trinettes, etc.
c. Family functions, ie family reunions, wedding receptions, anniversary parties, receptions and other celebrations, which do not relate directly to the congregation, but where a congregational member is the responsible party for using the facility and the function, is for a member or the immediate family of the member.
Please note
B. Luther Center is also available for use by other Lutheran organizations such as the Synod, LIME, ELW District or Synodical Organization, CELC, Good Samaritan Society… While the Synod, being housed here, has use of classrooms for their meetings, etc. free of charge, arrangements should always be coordinated through the office staff of Trinity. For special Synod functions requiring Luther Center (such as retirement dinners, parties, etc). Or for functions of these other groups, the contract procedure is followed, using the contract for congregational members. An agreement is signed covering use of the facility, including payi8ng $50.00 deposit, which will be applied to total usage fee. Any request for use of Luther Center with fees waived should first come before Council.
C. Non-congregational use is defined as use of the facilities, by outside parties and use is not permitted without the specific permission of the Pastoral Staff. Once approved, the lease agreement for non-congregational use is signed and a deposit of $50.00 is paid, to be applied to total usage fee. Non-congregational use falls into several categories;
a. use by other Christian organizations, ie. Temple Bible College, etc.
b. use by community organizations, ie. Black Women’s Association, Curling League, etc.
c. use by individuals, who are not Trinity members is not allowed, except for funerals.
D. Ongoing use by organizations having received Council approval. When Council has agreed to ongoing use by outside organizations, they may use the facility as indicated. Such use should be reviewed by the Council on a yearly basis, at its meeting each June. In May of each year the church office shall give a list to Council of all groups I this category. Examples of such use are Cocaine Anon., which use the facility on a weekly basis. (They do however give a donation each month)
Funeral receptions in Luther Center are held free of charge and without a written agreement when catered by one of Trinity’s Groups, Congregational auxiliary groups, who usually cater these, are reimbursed for their service directly by the family of the deceased. A written agreement is required if catered by an outside catering company.Note:
As well, Luther Center is to be vacated by midnight. No use of the facilities is permitted past 12 midnight. Other policies concerning the use of Luther Center are listed on the Contract form.
II SANCTUARY/ATRIUM
The Sanctuary is the ownership space for Trinity Lutheran, its congregation and auxiliaries. Primarily it is intended only for these groups. Exceptions to this are as follows;
A. Weddings are held in the sanctuary, even in the case of non-members, there is however a charge for this use (see Fee Schedule). All weddings must be accepted and led by one of the congregation’s pastors,.
B. Funerals are held in the sanctuary, generally for members onhly. The one exception to this is close relatives of congregational members; there is however a charge for this use (see Fee Schedule). All funerals must be accepted and led by one of the congregation’s pastors.
C. Lutheran organizations, such as Camrose College, CLBI, CELC, are also allowed to be held in the sanctuary. A congregational member should always serve as a contact and arrangements person for the group.
D. Local community groups such as the Suzuki School, DeCamera Singers, etc. are also permitted – with prior approval by Pastoral Staff. Once approved, then an agreement is singed including the charges for the use. Included is the prepayment of a $50.00 deposit, which will be applied to total usage fee.
No fees are waived nor are any other sanctuary use permitted without the specific permission of the Council.. NOTE: Music must be appropriate to a Christian environment.
III FACILITY FEE Facility fee includes the set-up, open/close of the doors, taking down the set-up and cleanup. Arrangements for this service are to be confirmed with the Church Office. The Lessee may take responsibility for all of the required tasks. In order to open/close, the Lessee must already have a key assigned to them for a different purpose, or have made arrangements with an individual that has a key. In all cases the Church Office must be aware of the person opening/closing the doors.
A floor plan of Luther Center is provided on the contract, so that the Lessee can indicate the set-up desired. The Lessee is to clear final set up arrangements with the church office, at least 48 hours in advance of the event. If additional work is requested, beyond what is listed in the policy, then appropriate additional compensation should be made. It is expected that the Lessee, immediately after the function, will clean the premises of their own decorations, table service, etc. returning the space to the condition in which they initially found it. This includes kitchen area and kitchen appliances if used. The Lessee is also responsible for sweeping and if necessary mopping the floor.Please Note
IV LUTHER CENTER
Congregational Functions and Auxiliary Functions – no charge.TABLE OF FEES FOR USAGE: If clean-up is not seen to be according to these provisions (including set-up vacating building and clean-up) then the damage deposit will be forfeited. When there has been no damage deposit paid, then the Lessee will be charged by the church for additional janitorial services. There is no other free usage of Luther Center by either individuals or family in the congregation, or by groups or individuals outside of the congregation, without prior Council approval.
Family Functions (Lease Agreement required)
- a charge of $1 per person attending, children 2 and under free.
- an additional charge of $25 for the use of the kitchen,
- an additional charge of $25 for use of the dishwasher. Please note: The Lessee must make arrangements with the church office to instruct those using the dishwasher, unless they are already familiar with our dishwasher
- if needed, an additional charge of $50 for the opening/closing,
- if needed, an additional charge of $50 for the set-up/clean-up and
- if needed, an additional charge of $2 for each tablecloth used.
Lutheran Organization Use (Lease Agreement required)
- a charge of $1 per person attending; children 2 and under free.
- an additional charge of $25 for the use of the kitchen.
- an additional charge of $25 for use of the dishwasher Please note; The Lessee must make arrangements with the church office to instruct those using the dishwasher, unless they are already familiar with our dishwasher,
- if needed, an additional charge of $50 for the opening/closing,
- if needed, an additional charge of $50 for the set-up/clean-up and
- if needed, an additional charge of $2 for each tablecloth used.
Non-Congregational & Non-Lutheran Organization Use (Lease Agreement required)
(To be signed only after Pastoral Staff has approved the request)
- a minimum charge of $200.00 for the hall (for a group of 75 or less), an additional charge of $150.00 per additional person attending.
- an additional charge of $35 for the use of the kitchen,
- an additional charge of $50 for dishwasher. Please note: The Lessee must make arrangements with the Church Office to instruct those using the dishwasher, unless they are already familiar with our dishwasher.
- if needed, an additional charge of $50 for the opening/closing,
- if needed, an additional charge of $50 for the set-up/clean-up
- if needed, an additional charge of $2 for each tablecloth used, and
- the balance of the rent due, plus a damage deposit of $150 is to be paid at the church office prior to the event (estimating the number of people who will be attending), when the Lessee makes final arrangements for set-up and access to the facility. The copy of the rental agreement serves as a bill for usage. The damage deposit cheque shall be returned to the Lessee after the function, when any money still owing is also to be paid.
SANCTUARY/ATRIUM1. Weddings (No Lease Agreement necessary)
a. Contributing Members
- Suggested honorarium for use of facility, including facility fee* of $300.00
- Charge for Organist arranged directly with the Organist for a cost of $150.00
- Charge for Opening and Closing $100.00
- Suggested honorarium for Pastor of $200.00
b. Non-Members
- Charge for use of facility, includes Facility fee* of $350.00
- Charge for Organist arranged directly with the Organist of $150.00
- Charge for Pastor of $350.00
- Charge for Opening and Closing $100.00
2. Funerals (No Lease Agreement necessary)
a. Contributing Members
- Suggested honorarium for use of facility including facility fee* of $100.00
- Charge for Organist arranged directly with the Organist of $150.00
- Charge for opening and closing if needed $100.00
- Luther Center Set up $50.00
- Charge for refreshments arranged directly with Ladies Group
b. Non-members
- Charge for use of facility, includes facility fee* of $250.00
- Charge for Pastor of $350.00
- Charge for Organist arranged directly with the Organist of $150.00
