These guidelines have been formulated to address two conflicting concepts:
Examples of this type usage are family parties after a baptism or anni- versary Mass and a wedding reception following a wedding that takes place at Mary, Help of Christians. Parishioners may use parish facili- ties, following the procedures listed below.
Examples of this type organization are Altar Rosary Society and Boy Scout and Girl Scout troops sponsored by Mary, Help of Christians Church.
These organizations can use parish facilities without the need to com- plete a "hold harmless" agreement. Availability of facilities desired must be confirmed with the parish office as far in advance as possible. In scheduling use of the West Administration Room, note that use of this room for funeral meals holds a high priority in our parish ministry to the point that a funeral meal may preempt other scheduled activities if those can be relocated or rescheduled.
When an organization (e.g., a Boy Scout troop) meets on a regular weekly or monthly basis, the organization's leader should reconfirm the schedule with the parish office each May.
Reimbursement for utilities is not required, but the organization will be required to reimburse for breakage or other repair expenses resulting from their use of the facility.
To preserve our tax exempt status, parish facilities cannot be used if the agency or organization plans to conduct a business or generate profit from actions which take place on parish property.
If the non-business/not-for-profit criterion is met, the organization can use the facilities on an "ad hoc" basis (any recurring, periodic use must take the form of a lease), subject to approval of the pastor or his desig- nee. Scheduling is done as described in the preceding paragraphs.
If usage is approved, the organization must surrender to the pastor or his designee prior to the event a certificate of insurance naming Most Reverend Daniel E. Pilarczyk, the Archbishop of Cincinnati, and the Archdiocese of Cincinnati, and Mary, Help of Christians Church as "additional insured" on their policy. Minimum coverage on the policy is to be $1 million public liability coverage.
Reimbursement to help defray cost of utilities, set-up, and cleanup may be requested, using the schedule established in Case A.
NOTE: Because our facilities enjoy tax exempt status, they cannot be rented to non-parishioners unless the non-parishioners can qualify as meeting the requirements set forth for a separate corporation or organization.
These guidelines are not all inclusive, but should address most instances when an individual or group desires to use facilities at Mary, Help of Christians Church. The pastor is the final authority for inter- preting the category into which a particular request falls. For questions or clarification, call the parish office, 878-8353, Monday through Fri- day, 9:00am to 5:00pm.
It must be kept in mind that all of the space in all of the buildings at Mary, Help of Christians belongs to all of the parish. Many activities/organizations hold their meetings/functions here every day. It should be noted that we do not have sufficient facilities to always ac- commodate all these meetings/functions. Therefore, a procedure for al- location and assignment of space is provided.
Mary, Help of Christians policy is that the assignment of a new usage of any space is a decision that will be made by the pastor through the business office. Potential users of space must submit to the business office a written request for space, outlining the purpose, number of peo- ple to be accommodated, date(s) and time of use, and requested room. This request must be submitted at least a month before the planned activity.
Each activity/organization which currently has meetings/functions al- ready on the parish calendar must reconfirm such reservations with the parish office each May. This includes space in the school's cafeteria, All Purpose Room, and library (after normal school hours); the rec- tory's AD-East and AD-West; St. Francis Hall; and the church.