facility management policy · 12/23/2019 · st. elizabeth ann seton catholic church facility...

Facility Management Policy

11/14/07

Revised: 02/13/2020

Version 1.5

St. Elizabeth Ann Seton Catholic Church


Facilities Policy v1.5 Rev 02-2020 of 32 Rev. 2/13/2020

Table of Contents

REVISIONS .................................................................................................................... 3

STATEMENT ................................................................................................................. 4

PRAYER FOR PARISH SERVICE AND EVANGELIZATION ................................. 5

WEATHER CLOSING POLICY ................................................................................... 6

EVENT REQUEST GUIDELINES AND PROCEDURES ........................................... 7

PROCEDURES FOR RESERVING FACILITIES ........................................................ 8

TIME OF USE ................................................................................................................ 8

HOLIDAYS: ................................................................................................................... 8

GENERAL USE POLICIES:.......................................................................................... 9

USE OF THE SANCTUARY ....................................................................................... 11

USE OF THE CLASSROOMS AND MEETING ROOMS ........................................ 12

USE OF BREAK ROOMS ........................................................................................... 13

USE OF OUR LADY OF FATIMA ROOM (formerly Choir Room) ......................... 14

USE OF SAINT POPE JOHN PAUL II ROOM .......................................................... 15

USE OF THE SCOUT/MUSIC ROOM ....................................................................... 16

USE OF THE MOTHER TERESA ROOM ................................................................. 17

USE OF THE MOTHER SETON ROOM/PARISH LIBRARY ................................. 18

USE OF THE FATHER SOLANUS ROOM ............................................................... 19

USE OF THE PARISH HALL ..................................................................................... 20

USE OF THE YOUTH ROOM .................................................................................... 21

USE OF THE PARISH HALL KITCHEN ................................................................... 22

USE OF THE PARISH ACTIVITY CENTER (PAC) ................................................. 23

USE OF AMPHITHEATER ......................................................................................... 24

USE OF CAFETERIA .................................................................................................. 25

USE OF SCHOOL CAFETERIA KITCHEN .............................................................. 26

USE OF THE GARDIAN ANGEL NURSERY .......................................................... 27

WEDDING POLICY .................................................................................................... 28

Date and Place........................................................................................................... 28

Liturgy....................................................................................................................... 28

Music......................................................................................................................... 28

Decorations ............................................................................................................... 28

Photography .............................................................................................................. 28

Servers....................................................................................................................... 28

Eucharistic Ministers ................................................................................................ 29

Use of the Church ..................................................................................................... 29

Rehearsal ................................................................................................................... 29

Financial Responsibilities ......................................................................................... 29

FUNERAL POLICY ..................................................................................................... 30

OFFICE AND WORK ROOM GUIDELINES ............................................................ 31

ST. ELIZABETH ANN SETON CHURCH FACILITY SCHEDULING REQUEST. 32




REVISIONS

Version Date Revision By Revision Description

0.1 5/4/07 J. Mays Initial document creation

0.2 5/17/07 Mays, Uelk Change wording – see noted changes

Added wedding policy

0.3 5/25/07 Mays, Uelk Replace Parish Office with Parish Office

General cleanup

0.4 6/13/07 Mays Clarify PAC usage

0.5 7/11/07 Mays Update PAC policy

0.6 9/11/07 Mays Add concession stand and amphitheater policy

0.7 9/25/07 Mays Add priority for scheduling, add scout room to

policy, fine tune verbiage throughout the

document

0.8 9/27/07 Mays Fine tune document

0.9 10/8/07 Mays Fine tuning

Create attachment 1 – Facility Scheduling Request

0.10 10/30/07 Mays Add Fr. Jim’s comments

1.0 11/14/07 Mays Release of version 1.0

1.1 10/4/17 Dynako,

Slocum

Updated to include new wing of school and

weather policy, fine tuning

1.2 2/19/19 Dynako Updated weather policy

1.3 12/23/2019 Dynako,

Slocum

Major changes including prayer, additional rooms,

room set ups and updated policies

1.4 1/9/2020 Dynako Updated some pictures

1.5 2/13/2020 Dynako Fine tuning




STATEMENT We, the body of believers called St. Elizabeth Ann Seton Catholic Church (SEAS), have been blessed

through prayer, sacrificial giving and diligent effort to occupy the facilities at 10700 Aboite Center Road.

These facilities will enable us to continually focus on our Mission Statement. The rapid expansion of SEAS

has necessitated that we expand and formalize parish policies. These procedures are not designed to make it

more difficult to administer our programs, rather they will help us use our resources in the most efficient

way possible to better support our expanding ministries. In addition, we need to ensure that we have taken

the necessary precautions to limit our liability in areas such as fire safety and security. It will be the

responsibility of each staff member to communicate these polices to the members of the parish assisting

with facility usage. Because we receive a large volume of requests to use our facility, we can only consider

events that help carry out the stated mission, vision, and values of SEAS. We must, as caretakers of this

parish, take proactive steps to ensure that the:

• Ministries of our parish have adequate facilities, resources, and time to meet our ministry goals.

• Users of our facility meet our stated mission, vision, values.

• Facilities are protected against loss or misuse by all users.

• Policies are followed by all users.

• Life of our facilities is extended through a proper and proactive maintenance replacement and

purchasing program for additional equipment and furnishings.

• Users of our facility complete and follow up with any necessary forms and documentation.

• We maintain at least the minimum requirements of safety that are required by the Diocese of Fort

Wayne/South Bend and our insurance carrier (Catholic Mutual). We follow all local and state laws

regarding events.

The Facility Management Office will assist with these objectives and oversee the use of our facility. They

also reserve the right to change scheduling and use of the building at any time. The Pastor is the final

authority for the use any of the parish facilities.




PRAYER FOR PARISH SERVICE AND EVANGELIZATION

We ask that each meeting start with a prayer. Below is a suggested prayer

but a different prayer, one your group prefers, will work.

Suggested Prayer

In the Name of the Father and the Son and the Holy Spirit

Heavenly Father, we come together to serve you and your Holy Church.

We join with our patron, Elizabeth Ann Seton, in remembering

that the first rule of our dear Savior’s life was to do your will.

As we gather together to serve you,

we pray that this may be our focus and purpose as well.

Asking you to bless our parish, please guide us in our work this day.

Amen




WEATHER CLOSING POLICY

When Saint Elizabeth Ann Seton Catholic School is cancelled due to weather conditions, all events

involving youth such as scheduled sporting events and practices, Religious Education classes, Youth

Group, Fraternus/Fidelis, Scouts, Nursery, etc., along with adult events such as Bible Study, Small Faith

group, choir practices, daytime groups, etc., are cancelled. Even if the weather clears later in the day, once

school is cancelled, events involving children remain cancelled for the whole day. For Adult events other

than those listed, please check with the program coordinator to see if the event is proceeding.

For weekend events, including Sunday Religious Education classes, Children’s Liturgy of the Word and

High School Youth Group, please watch for notices on local media and via Flocknote. However, we will

ALWAYS celebrate Sunday Masses, no matter the weather. If you can come, we will be here. Please use

your own good judgment about traveling on dangerous roads and slippery sidewalks.

Scheduled Daily Masses may occasionally be cancelled due to a severe weather event and will be

communicated through Flocknote and local Media.

In the event of a weather-related Saint Elizabeth School DELAY, morning Bible Study will begin at the

normal time. Eucharistic Adoration will not begin until after the 9:00 am Mass. If school is cancelled, there

will be NO Eucharistic Adoration. For other events please check with the program coordinator.

Revised 2/2019




EVENT REQUEST GUIDELINES AND PROCEDURES All event requests – members or non-members - must be sponsored by the Parish Office and align with the

stated mission, vision, and values of SEAS and align with the goals of the sponsoring ministry. The facility

of SEAS exists to sustain and grow the ministries of the parish. The ministries of the parish, religious

education, and school activities have priority in reserving space and time in the facility. If a request for

facilities use is made for the same date, the order of priority is as follows:

1. Funerals

2. Weddings

3. Parish ministries. Religious education, and School activities

4. Non-parish related activities (Pastor approved because of limited space availability)

The philosophy of external or non-member groups requesting the use of the SEAS facility must be

consistent with the stated mission, vision, values of SEAS and be sponsored by a SEAS Ministry. All

external or Non-member groups must be approved by Pastor. Non-parish events will not be placed on the

calendar more than six months in advance without the approval of the Facilities Manager. Weddings will

not be placed on the calendar more than 12 months in advance without approval of the Pastor.

If a conflict arises between ministries that cannot be resolved, then the parties involved can go to the

Facilities Manager for a resolution. The Facility Room Request Form (see Attachment 1) needs to be

completed and e-mailed directly to [email protected] for consideration and approval before the event is

publicized. It is the event requestor’s responsibility to schedule and cancel event requests for ministry

group and for any groups their ministry sponsors. The Event Request must be fully completed. Requests

will be scheduled on a “first come, first serve” basis – but are subject to change based on the broader

needs/goals of the parish. The Parish Office will notify the user of any conflict or questions to negotiate

changes of times or rooms.

1. Requests for Special Events, use of the Sanctuary, and/or Parish Activity Center, and/or Parish Hall

will be approved by the Facilities Manager (or appropriate designee) contingent on completeness of

information submitted and prior approval during the budget process. Notification of approval will

come from the Parish Office.

2. Use of specific ministry areas (Nursery, Youth Room, Choir Room, etc.) will be approved by the

Facilities Manager. The Facilities Manager will notify the Ministry that oversees that area of the

building.




PROCEDURES FOR RESERVING FACILITIES

1. The Parish Office decides or approves of event place and event time. If event is for an external group

the Parish Office is sponsoring, then it is the Parish Office’s responsibility to verify that the group’s

mission and values align with the stated mission, vision, and values of SEAS and align with the

sponsoring ministry’s goals. The Pastor must approve of all external group events.

2. The Parish Office checks for potential conflicts and sends back to the requestor if a conflict is detected.

The Parish Office schedules if no conflict is detected.

3. The Parish Office reviews the request and enters the information into Parish Schedule.

• If no conflict exists or approvals are needed, signs off on printed copy of request and returns it to

requestor.

• If a conflict is detected, sends back to requestor.

4. Staff and Ministry responsibilities for member and non-member event sponsorship include but are not

limited to the following:

• Physical on-site presence during the event as recommended by the Parish Office

• welcoming and hospitality

• questions and answers

• guideline and policy adherence

• Pre and post event communication with event leadership as requested by the Parish Office.

5. Any exception to these procedures must be approved by the Facilities Manager.

TIME OF USE Normal Schedule: The facilities may be available for use from 7:00 am until 10:30 pm, unless otherwise

noted. Any facility requests for approved parish Holidays (listed below) must be approved by the Parish

Office. If the facility is needed past 10:30 pm arrangements must be made at time of booking.

HOLIDAYS: • New Year’s Day (January 1)

• Good Friday

• Holy Saturday

• Easter Sunday

• Memorial Day (last Monday in May)

• Independence Day (July 4)

• Labor Day (first Monday in September)

• Thanksgiving (fourth Thursday in November)

• Day after Thanksgiving

• Christmas eve day

• Christmas

• Day after Christmas




GENERAL USE POLICIES: The following list is to be read, understood and adhered to by all users.

1. All users are to use only the rooms assigned due to the set up, preparation and clean up for other events

within the facility. The conduct of all persons attending programs is expected to be respectful of the

environment of the Lord’s house. When children are in attendance they must be under the control of

their parents or adults at all times and are not permitted to roam freely on parish property.

2. Smoking and the use of illegal substances are not permitted on parish property.

3. Alcohol is permitted on parish property if approved by the Facilities Manager for a specific event. The

sponsor of the event must provide security by a member of the Fort Wayne Police Department or the

Allen County Sheriff Department and is responsible for the expense of security. An Indiana State

alcohol permit must be present to serve alcohol.

4. The user will be held financially responsible for any damage done to parish property associated with

the scheduled event.

5. If furniture or equipment is to be moved, it must be returned to the original location following event.

6. The user is expected to leave the building reasonably clean and remove all items associated with their

program immediately following the event.

7. The furnishings and equipment (tables, chairs, portable sound systems, etc.) owned by SEAS are to be

used exclusively for ministry functions of SEAS. No furniture, equipment, audio, video or musical

equipment may be removed from parish property

8. Those using parish facilities must confine themselves to permitted areas and to the equipment agreed

to under this agreement. It is not permitted to take tables and/or chairs from other rooms and/or areas

of the parish.

9. Parish equipment, i.e., TV/VCR, projectors, screens and/or sound equipment is subject to availability

and approval and must be included in the agreement.

10. Dining or the serving of food is limited to pre-approved designated areas. See Kitchen Usage Policy

for further details.

11. Any publicity or promotion by the facility user must be approved by the SEAS Facilities Manager.

12. There will be no decorations affixed to the walls, moveable partitions or surfaces in the classrooms

without the consent and approval of the Facility Management Office. If approved; nails, screws, tacks,

glue or cellophane tape may not be used on the walls, carpet, furniture, tile floor, woodwork, or

windows. Please use the grip-it strips in the rooms for hanging posters, etc. Only gaffer’s tape may be

used to tape down wires and cables on the floors.

13. No signs, banners, flags, streamers, etc. are to be attached or hung from any wall, post or beam within

or outside the parish without the approval of the Facilities Management Office. If approved; nails,

screws, tacks, glue or cellophane tape may not be used on the walls, carpet, furniture, tile floor,

woodwork, or windows. Please use the grip-it strips in the rooms for hanging posters, etc. Only

gaffer’s tape may be used to tape down wires and cables on the floors.




14. Please note that many facility windows and doors have a protective film which will damage easily with

any type of tape so any damage caused by not following the above rule will result in the user being

held financially responsible.

15. No flyers, windshield advertising or solicitation of any kind will be permitted on parish property.

16. All scenery or props must be free-standing. No nails, screws or stage hooks may be used in the

Sanctuary or elsewhere on the parish premises, without the approval of the Facilities Manager.

17. The transfer or passing on of permission to use parish facilities to those other than to which this

agreement was made is strictly prohibited.

18. Parish sound equipment in the Sanctuary must be operated by parish technicians approved and trained

by the Music Director.

19. The Facilities Manager shall have the right to determine and acquire the use of outside security and fire

personnel in the event they are required.

20. Any cost associated with use of outside security or fire personnel will be the responsibility of the user.

21. If alcohol is served at an event, security must be provided. Please note permission from Pastor is

required to have alcohol.

22. Organizations engaged in partisan political campaigns are not eligible to use parish facilities for their

programs. No events shall be held that: promote anti-Christian values or teachings, teach anti-Catholic

doctrine, endorse actions that oppose the parish’s statement of faith, and promotes reincarnation or

satanic beliefs.

23. Report any maintenance problems and damages to the on-site custodian immediately or call Rob

Slocum at 260-450-9216.

24. The Sponsoring Ministry (or Designee) shall inspect the facility to assess the condition of the building

and equipment which was used to verify that rooms and furnishing were returned to proper order.

25. Any exceptions to these policies must be approved by the Pastor and/or the Facilities Manager.




USE OF THE SANCTUARY The Sanctuary is to be a house of prayer and worship. All those who enter should respect it and conduct

themselves accordingly. The capacity of the Sanctuary should not exceed 925 people at any time. The

Sanctuary may be reserved following the Event Request procedures. The user is responsible for the care

and condition of the room and its furnishings. Use of the Sanctuary will be approved through the Facilities

Manager.

• There will be no decorations affixed to the walls, pews or surfaces in the Sanctuary without the consent

and approval of the Facilities Manager.

• All furnishing and equipment must be moved by approved SEAS personnel only.

• There will be no food or drink allowed in the Sanctuary.




USE OF THE CLASSROOMS AND MEETING ROOMS • There will be no decorations affixed to the walls, moveable partitions or surfaces in the classrooms

without the consent and approval of the Parish Office. If approved; nails, screws, tacks, glue or

cellophane tape may not be used on the walls, carpet, furniture, tile floor, woodwork, or windows.

Please use the grip-it strips in the rooms for hanging posters, etc. Only gaffer’s tape may be used to

tape down wires and cables on the floors.

• Food and soft drinks may be served. All leftovers are to be removed immediately following the event.

• All trash must be placed in the appropriate trash receptacles.

• Furniture should not be moved from room to room. All rooms have a standard set up of which they

need to be returned to after an event/meeting.




USE OF BREAK ROOMS Break rooms are provided for the convenience of the parish staff, employees and parish members.

• Break rooms should be kept clean and orderly by every user, including labeling of food with name and

date, not using another’s food, and placing all food to be discarded in the trash.

• There will be no decorations affixed to the walls or surfaces in the rooms without the consent and

approval of the Facility Management Office. If approved; nails, screws, tacks, glue or cellophane tape

may not be used on the walls, carpet, furniture, tile floor, woodwork, or windows. Please use the grip-it

strips in the rooms for hanging posters, etc. Only gaffer’s tape may be used to tape down wires and

cables on the floors.




USE OF OUR LADY OF FATIMA ROOM (formerly Choir Room) The Our Lady of Fatima Room is available for groups of 25 or less. The user is responsible for the care and

condition of the space and its furnishings.



• There will be no decorations affixed to the walls, movable partitions or surfaces in the rooms without

the consent and approval of the Facility Management. If approved; nails, screws, tacks, glue or




• Furniture should not be moved from room to room. The Our Lady of Fatima Room has a standard set

up of which it needs to be returned to after an event/meeting. (see photo)




USE OF SAINT POPE JOHN PAUL II ROOM (JPII) The Saint Pope John Paul II Room is available for groups of 25 or less. The user is responsible for the care

and condition of the space and its furnishings.








• Furniture should not be moved from room to room. The Saint JPII Room has a standard set up of

which it needs to be returned to after an event/meeting. (see photo)




USE OF THE SCOUT/MUSIC ROOM The Scout/Music Room is available for meeting for groups of 25 or less. Priority scheduling will be given

to the scout groups on a first to schedule basis. The user is responsible for the care and condition of the

space and its furnishings.




the consent and approval of the Facility Management Office. If approved; nails, screws, tacks, glue or




• Room is only available for groups/activities after school hours.

• Furniture should not be moved from room to room. The Scout/Music room has a standard set up of





USE OF THE MOTHER TERESA ROOM The Mother Teresa Room is available for meeting for groups of 60 or less. Priority scheduling will be given

to the adult groups on a first to schedule basis. The user is responsible for the care and condition of the









• The Mother Teresa Room is dedicated to adult education. Although other groups may request the use

of room; adult education is given priority.

• All crafts must be supervised by proper number of adults. No glitter allowed.

• Furniture should not be moved from room to room. The Mother Teresa Room has a standard set up of





USE OF THE MOTHER SETON ROOM/PARISH LIBRARY The Mother Seton Room is available for meeting for groups of 25 or less. Priority scheduling will be given

to the adult groups on a first to schedule basis. The user is responsible for the care and condition of the





the consent and approval of the Facility Management Office If approved; nails, screws, tacks, glue or




• This room serves as the Parish library.

• The Mother Seton Room is dedicated to adult education. Although other groups may request the use of

room; adult education is given priority.


• Furniture should not be moved from room to room. The Mother Seton Room has a standard set up of





USE OF THE FATHER SOLANUS ROOM The Father Solanus Room is available for meeting for groups of 15 or less. Priority scheduling will be

given to the adult groups on a first to schedule basis. The user is responsible for the care and condition of

the space and its furnishings.








• The Father Solanus Room is dedicated to adult education. Although other groups may request the use

of room; adult education is given priority.


• Furniture should not be moved from room to room. The Father Solanus Room has a standard set up of





USE OF THE YOUTH ROOM The Youth Room has a capacity of 85 or less. Priority scheduling will be given to the Parish youth

activities on a first to schedule basis. Any school related activities must get approval. The user is

responsible for the care and condition of the space and its furnishings.








• The Youth Room is dedicated to youth education. Although other groups may request the use of room;

youth education is given priority.


• Furniture should not be moved from room to room. The Youth Room has a standard set up of which it

needs to be returned to after an event/meeting. (see photos)




USE OF THE PARISH HALL (including Parish Hall Kitchen) The Parish Hall is available for parish events, dinners and meetings. The Parish Hall is available for groups

of 200 or less. The user is responsible for the care and condition of the space and its furnishings.

• All food will be served from the parish hall kitchen and is restricted to parish hall and gathering area.

All leftovers are to be removed immediately following the event.


• All food service must be coordinated with the Facility Management Office and the Parish Office.






• We have disposable products (paper plates, plastic utensils, napkins, etc.) available for use. The user

may use our products or provide their own disposable products. If using our products, the user is

responsible for making sure products they need are available one week prior to events and notifying

the Parish Office if the stock is not adequate. Also, please contact the Parish Office if your event

consumes the last of a product or runs product low.

• The user is responsible for cleaning the parish hall and parish hall kitchen (if used). Refer to the list

posted in the parish hall kitchen. This includes but is not limited to:

− wiping chairs, tables, and counters

− removal of trash

− sweeping the floors

− washing dishes

• Children are not permitted in the parish hall kitchen without adult supervision

• The parish hall has a standard set up of 10 octagon tables on each carpeted side (160 chairs); and 3

eight-foot rectangular tables in the tiled middle area. Additional tables and chairs are available, but the

event sponsor must return the parish hall to the standard set up after event. (see photos)

• Audio and visual equipment is available but must be secured and tested at least 24 hours prior to event.

• Any craft activity must be supervised by an adult

− Please note use of glitter is prohibited




USE OF PARISH HALL KITCHEN The Parish Hall Kitchen is viewed as a separate area and may be reserved by ministries for use in preparing

and serving meals.

• Only trained personnel are authorized to reserve the Parish Hall Kitchen.

• The Parish Hall Kitchen must be reserved through the Parish Office no less than 30 days in advance.

• Arrangements for the catering of food may be made through the Parish Office.

• The user will be responsible for cleaning up the Parish Hall Kitchen area.

• Children are not permitted in the Parish Hall Kitchen without supervision of proper number of adults.




USE OF PARISH ACTIVITY CENTER (PAC) The PAC is available for productions and large gatherings. The capacity of the PAC should not exceed 500

people at any time. Space within PAC may be reserved following the Event Request procedures. The user

is responsible for the care and condition of the room and its furnishings. Use of PAC will be approved

through the Parish Office.

• Use of the PAC is limited to parish sponsored activities only.

• All food service must be coordinated with the Facility Management Office and the Parish Office and

follow the Use of Kitchen guidelines.






• The PAC will be closed on holidays (refer to the Holiday section of this document).

• If the PAC is used for a non-sport event such as a concert; the blue protective mat must be in place

before chairs are put in place.




USE OF AMPHITHEATER The amphitheater is available for meetings. The amphitheater is available for groups of 100 or less. The

user is responsible for the care and condition of the space.

• No furniture will be moved from the cafeteria to the amphitheater


• All food served is restricted to the amphitheater area. All leftovers are to be removed immediately

following the event.


• There will be no decorations affixed to the walls.

• The user is responsible for cleaning the amphitheater. This includes but is not limited to:


− sweeping the amphitheater floor




USE OF CAFETERIA (excluding School Cafeteria kitchen) The cafeteria is available for parish events, dinners and meetings. The cafeteria is available for groups of

200 to 400. The user is responsible for the care and condition of the space and its furnishings.

• All food will be served from the cafeteria and is restricted to cafeteria. All leftovers are to be removed

immediately following the event.








• The user is responsible for cleaning the cafeteria. This includes but is not limited to:

− wiping chairs, tables, and counters


− sweeping the floors

• The School Cafeteria kitchen is not normally available for use for events (see School Cafeteria kitchen

for exceptions). Access to an ice machine and utility sink are available via the North hall door.

• We have disposable products (paper plates, plastic utensils, napkins, etc.) available for use. The user

may use our products or provide their own disposable products. If using our products, the user is

responsible for making sure products they need are available one week prior to events and notifying

the Parish Office if the stock is not adequate. Also, please contact the Parish Office if your event

consumes the last of a product or runs product low.

• The Cafeteria has a standard set up to accommodate the daily School lunch program. Additional chairs

and tables are available, but the event sponsor must return the Cafeteria to the standard set up after the

event. (see photo)




USE OF SCHOOL CAFETERIA KITCHEN (limited access) The School Cafeteria kitchen is not available for all events. It must pass local and Federal inspections to

keep its school lunch certification. The result is that it must be cleaned in a specific way. Also, all products

in the School Cafeteria kitchen itself must be inventoried and reported to the Federal government. Any use

of the Cafeteria Kitchen requires mandatory training from the Food Service Director. There will also be a

$50 charge to bring in a staff member to clean the School Cafeteria kitchen to sanitation standards.

Therefore, using the kitchen requires prior approval from Food Service Director and Facility Manager

• After approval from Parish Office, contact must be made to Food Service Director

• Only trained personnel are authorized to reserve the School Cafeteria Kitchen.

• No raw meats can be prepared, and No food can be stored in School Cafeteria kitchen refrigerator or

cupboards. There is a parish refrigerator available to use in the Parish supply closet. (see photos)

• Children are not permitted in the School Cafeteria kitchen

• The user is required to supply all articles of preparation (some pots and pans are available in the Parish

supply closet)

• The user is required to clean School Cafeteria kitchen area and remove any refuse (staff member will

then disinfect and sanitize kitchen)




USE OF GUARDIAN ANGEL NURSERY ROOM The Guardian Angel Nursey Room is available for groups of 25 or less. The user is responsible for the care

and condition of the space and its furnishings.

• No Food is allowed during scheduled Nursery hours that include childcare.


• The room currently id set with one meeting table. An additional table is available in the Storage Room

located in the Nursery. If the second table is used, please return it to the Storage Room at the end of

your event.

• If the play area is used, please return all toys to the shelves. No toys should be left on the ground.

• If electric outlets are uncovered, please replace cover when finished.






• Furniture should not be moved from room to room. The Guardian Angel Nursery Room has a standard

set up of which it needs to be returned to after an event/meeting. (see photo)




WEDDING POLICY

Date and Place

Before making any other plans, contact the parish office to speak to our Liturgical Administrative Assistant

to begin the process of scheduling a wedding. The celebration of marriage is permitted on Friday evenings

and on Saturdays at 11:00 am, 2:00 pm and 6:30 pm throughout the year, EXCEPT FOR HOLY WEEK

AND LENT. Weddings are permitted during Advent, but not encouraged. If a wedding does take place

during the Advent season, the special nature of the season should be respected by avoiding too much pomp,

festivity and decoration.

The pastor must grant permission for another priest to witness the marriage. Individuals still must fulfill

requirements of St. Elizabeth Ann Seton Parish for pre-marriage preparation.

Liturgy

The Liturgy is a prayer for all present. It is the celebration of a sacrament---a serious and, at the same time,

joyous encounter with God. Our priests and the Director of Liturgy and Music will be happy to assist in

planning the liturgy.

Music

The Director of Music and Liturgy will provide music for all weddings and will help select music that will

be suitable for the wedding. The Director will make all final decisions concerning the appropriateness of

music, following the guidelines issued by the Office of Worship of the Diocese of Fort Wayne-South Bend.

It may be possible to bring in your own organist or cantor if they are qualified. The Director of Liturgy and

Music or his delegate must be present at the liturgy to ensure that things go smoothly. The final decision

regarding outside musicians will be made by the Director. There are fees for musicians and for the Director.

(See Financial Responsibilities.)

Decorations

The floral arrangements, candles and ribbons should be tastefully simple as becoming the House of the

Lord. Unity candles are no longer allowed as part of the church ceremony. If candles are used along the

pews, they must be enclosed in a glass chimney and attached to the pews in a way that does not scratch the

pews. Glitter and balloons in arrangements are NOT permitted. Bows on the pews are to be attached by

ribbons or elastic bands only; no wires or adhesives are permitted. The church does not provide candelabra

other than the regular candles used for Mass. Flower girls may not drop petals, real or artificial, in the aisle.

It is proper and fitting that the wedding flowers be left in Church, but you may take your flower

arrangements if you wish; please appoint someone to be responsible for this. There will be no decorations

affixed to the walls, movable partitions or surfaces in the rooms.

Photography

The photographer may not take pictures from the sanctuary area (up by the altar) during the Wedding Mass

and/or ceremony. Specific questions or concerns of the photographer should be addressed to the priest

before the wedding. The use of video cameras and their placement in the church should be discussed with

the priest. Show proper reverence for the Blessed Sacrament if pictures are taken after the wedding service.

On Saturday, a 2:00 pm wedding party must be out of the church by 3:30 pm.

Servers

Relatives or friends, who are servers and would like to serve, please make this known to the priest in

advance. If servers are to be appointed by the priest, inform him of this request in advance.




Eucharistic Ministers

Relatives or friends, who are Eucharistic Ministers and would like to serve, please make this known to the

priest in advance. If Eucharistic Ministers are to be appointed by the priest, please inform him of this

request in advance.

Use of the Church

Ladies in the wedding party are welcome to use the Nursery and the men will use the Parish Hall.

After the wedding, have a responsible family member, a friend, or the florist to be in charge of cleaning up

in church—taking bows from the pews, removing the aisle runner and booklets, if used, etc.

Immediately following the wedding service or Mass, the bride and groom and the wedding party will have

their wedding pictures taken. Therefore, receiving lines are not allowed in church or gathering area. Rice,

bird seed, flower petals, or any other items may not be thrown at the bride and groom on parish property.

Blowing bubbles, releasing birds, butterflies, balloons or other items is not permitted. The practice of

leaving church to drive around and then returning to church for picture taking is not allowed.

Alcoholic beverages may not be provided or consumed on church property. Smoking is not permitted

anywhere in the building.

Rehearsal

The time and date of the wedding rehearsal must be coordinated with the priest. If you wish a priest outside

the parish to witness the wedding, please ask permission from the pastor. Bring the marriage license to the

parish office two weeks prior to the wedding.

Financial Responsibilities

The total obligation to the Church is $200.00. The wedding fee is payable no later than 30 days after initial

meeting with the priests. The wedding date/time will be secured when the fee is received in the parish

office. There are many people who spend time preparing for the wedding and participating in the

ceremony. The fee includes marriage prep classes, parish wedding coordinator, and the altar server(s). Fees

for the music director, cantor and any additional musicians, if desired, are to be negotiated directly with

them. The fee is fully refundable if the wedding is cancelled for any reason.




FUNERAL POLICY • Funerals of parish members and their immediate family members have priority over non-parish

members.

• Funeral scheduling is to be coordinated with the Parish Office.

• Music for funerals must be appropriate for a parish setting and be approved by the Music Director or

Pastor.

• Request for a printed program, musicians, technical needs, etc. must be included in the initial request.




OFFICE AND WORK ROOM GUIDELINES • Offices and work rooms should be kept orderly and as neat as possible. Facility Management will

empty trash and vacuum on a regular basis. It is the responsibility of each employee to dust their own

work area.






Attachment 1

Facilities Room Request Form

Email completed form to:

[email protected]

St. Elizabeth Ann Seton Church Facilities Room Request Form

Event Name: ___________________________________________________________________________

Group/ Organization_ Contact Person

Phone Number Email Address:

Requested rooms

Date: Start time: End time:

Setup and tear down times needed

Number of People to attend _________________

Is there cost to participants?

Will there be alcohol? (Permits and Pastor’s permission needed)

Will there be food?

Requesting babysitting for event?

Audio visual and technology needs? (tested 24hs prior to event)

Staff member sponsor

Brief description of event and/or other important notes:

mailto:[email protected]

facility management policy · 12/23/2019 · st. elizabeth ann seton catholic church facility...

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