The Vine Usage Policy and Bus Policy

Did you know that The Vine is available for your next program or special event? Whether you're planning a meeting, celebration, or community gathering, The Vine offers a welcoming and versatile space to bring people together.

We invite you to take advantage of this wonderful resource by hosting events that align with our Usage Policy. To ensure a smooth and successful experience, all events must be scheduled in advance through the church office, and established procedures should be followed.

The Trustees have thoughtfully approved the Usage Policy, which is included below for your convenience. We look forward to helping you make your next event meaningful and memorable at The Vine!

The Vine Facility Usage Policy
Version 5/2026 TDW
The PURPOSE of this Facility Usage Policy is to ensure that Winchester Methodist Church’s (WMC) The
Vine is used in a manner consistent with the mission, values, and beliefs of the Church. This policy provides
guidelines for scheduling, use, care, and security of all facilities. Use of ‘Church” in this document refers to
WMC
Eligibility for Facility Use - The Church facilities may be used by the following groups, in order of priority. 1.
Church-sponsored ministries and events, 2. Members of the church for personal events, 3. Partner
ministries or Christian organizations, 4. Outside groups whose activities do not conflict with this policy.
The church reserves the right to approve or deny any request at its discretion. The Church may cancel or
reschedule events in cases of emergency or emergency/priority Church functions.
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Application & Scheduling - A Facility Use Request Form must be attached, completed, approved, and have
written confirmation by Church leadership or the designated facility coordinator prior to event space will be
confirmed.
Conduct - Activities must be respectful and consistent with WMC Christian Values and Missions. No profane,
violent, or disruptive behavior. Children must always be supervised. Appropriate behavior of all people is
required.
A. Prohibited Items/Activities
• Alcohol, illegal drugs, and tobacco use are strictly prohibited on The Vine property.
• No activities that contradict the Church’s theological beliefs.
• No deep frying with portable fryers.
• No open flames except approved candles. Sterno cans must be used safely.
• No removal of Church equipment from the premises.
• Parking lot adjacent to The Vine Office is strictly paid parking. No other use or activities are allowed.
B. General Care of Facilities
• Nails, staples, or damaging adhesives are not allowed.
• Use only supplies and equipment approved for your event.
• Church-owned food ingredients (spices, condiments, paper goods) may not be used unless staff gives
permission.
• All trash must be bagged and placed in designated containers and removed from premises after event.
• Any damage, malfunctioning or broken equipment must be reported immediately; users may be
responsible for repair costs. Users are liable for covering the replacement costs associated with lost or
damaged items.
• A fire extinguisher is located on the wall to the seated side of the serving bar and must remain easily
accessible
• Rooms must be returned to their original setup, unless instructed otherwise.
• Check that all kitchen equipment is turned OFF before leaving, except the ice maker which always
stays ON
• Sweep and mop floors in all areas used, including the seated area.
• Wipe all counters, tables, and prep surfaces.
• Check the bathrooms, empty trash, and clean any debris
C. Kitchen Use Requirements and Responsibilities
• Kitchen use must be pre-approved
• Kitchen setup and cleanup is the responsibility of User
• Children are not allowed in the kitchen unless directly supervised by an adult.
• Water heater capacity is limited so use accordingly
• Food - Users must bring their own food, supplies, and paper goods unless specified. Remove all
food and beverages brought in, including leftovers from refrigerators, cabinets, and the premises.
Place used dishcloths or towels in the designated container.
• Safety & Food Handling - Wash hands frequently and use gloves when needed. Keep raw foods
separate from cooked foods. Monitor cooking appliances to prevent fires or burns. Ensure proper food
temperatures for serving and storage.
• Users must leave the kitchen as clean as, or cleaner, than found; otherwise, a cleaning fee may apply.
• Surfaces - Wipe counters, tables, and prep surfaces. Clean all stovetop, ovens, microwaves, sink,
appliances used. Sweep and mop all kitchen floors after use. Broom/mop are located in the closet
opposite the bathrooms.
• Utensils -Wash, rinse, and dry all utensils used. Put all cleaned items back in their properly marked
places
• Trash - All trash generated by the event must be bagged and carried off the premises.
D. Security
• Users must follow all building security procedures.
• Keys will be issued only if necessary and must be returned immediately after use.
• All doors must be securely locked and lights turned off before leaving.
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• HVAC should be set on ______ F○
I have read, understand and agree to comply with the above policy: Name: ________________________
Date:_________
The Vine Facility Usage Form
Version 5/2026 TDW
Applicant Information
Name of Responsible Party/Organization: __________________________________________
Primary Contact Person: _________________________________________________
Phone: ___________________________Email:________________________________
Address: _______________________________________________________________
Event sponsor Type: (indicate one below)
1. Church-sponsored ministries and events
2. Members of the church for personal events
3. Partner ministries or Christian organizations
4. Outside groups (consistent with policy)
The church reserves the right to approve or deny any request at its discretion.
2. Event Information
Event Name/Type: ________________________Purpose of Event: _________________________
Event Date(s): _________________________Event Time: From ____________ To ____________
Set-Up Time Needed: _____Expected Attendance: _____ Is the event open to the public?______
3. Facilities/ Requested - Indicate all areas you plan to use:
• Kitchen (Kitchen use must be pre-approved)
• Nursery
• Large front room w/tables chairs
• Equipment___________________________
• Other: ______________________________
4. Insurance & Liability
Some events may require proof of liability insurance. Certificate of insurance? Yes _____
No_____ NA _____
USER agrees to indemnify, defend, and hold harmless WMC and its agents from and against any
claims, liabilities, damages, losses, and expenses arising from this agreement, unless such liability or
loss is the result of WMC’s sole negligence or willful misconduct.
5. Inspection & Deposit
Church staff or the facility coordinator may conduct a post-event inspection. The deposit may be
withheld for any unclean or damaged property. Additional cleaning and damage charges may be
assessed if needed.
6. Policies & Agreement
By signing below, the applicant/responsible party agrees to abide by the attached WMC The VINE
Usage Policy.
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I have read, understand, and agree to comply with The Vine Facility Usage Policy. I accept
responsibility for the event, attendees, and any damage or violations that may occur.
Applicant Signature: ____________________________________ Date:
_______________________
Approval (Church Office Use Only)
Facility Request Approved: (Circle One) Yes No
Kitchen Request Approved: (Circle One) Yes No
Approved By: ____________________Title/Role:_______________ Date Approved: ____________
Notes/Special
Conditions:________________________________________________________________________
Designated Facility Coordinator/Contact ______________________________________
Fees & Deposits (Office Use Only)
Security Deposit: $200 _Donation: ________Received by:_______________________________
Payment received? YES _____ DATE ___________ NO_____ N/A_____
Notes/Special
Conditions:________________________________________________________________________

 

BUS POLICY

Winchester Methodist Church Bus/Vehicle Policy
Approved & Adopted 07/19/2026
1.0 Purpose
This policy is to provide guidance for using the Church Bus. The Board of Trustees of
the Winchester Methodist Church (WMC) is responsible for the oversight and use of
the WMC vehicle(s).
2.0 Bus Usage Objectives
The Church Bus to be used to extend the Church’s ministry opportunities beyond the
confines of the church building. It is WMC’s intention that its use will broaden its
members’ and groups’ understanding of themselves as Christians and by enabling its
members to experience other settings for fellowship, worship, education, recreation, and
outreach.
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3.0 Responsibilities
• All matters involving ownership, insurance and maintenance are the ultimate
responsibility of the WMC Board of Trustees.
• The title, state license tags and insurance for the bus will be in the name of the
Winchester Methodist Church.
• Maintenance, repairs and the direct supervision of this policy is the responsibility
of a Bus Coordinator assigned by the WMC Board of Trustees and the WMC Board of
Trustees.
• The Church Office can authorize emergency repairs less than $500. Note: An
emergency repair is a repair that is required to prevent drivers and/or passenger
from being stranded during a trip.
4.0 Use of the Bus
• ELIGIBILITY: Any group that is a direct ministry of Winchester Methodist Church
shall be allowed to use the bus. Groups sponsored by or connected to WMC shall be
allowed to use the bus upon special request made to and subject to approval of the
Trustees. The bus will not be available to individuals nor to outside groups or
organizations.
• NUMBER OF PASSENGERS: The maximum number of passengers MAY NOT
exceed the capacity of the bus design, including the driver. The maximum number of
passengers (including driver) is 15.
• SCHEDULING PROCEDURE: All proposed uses of the bus will be requested
through the Church Office by contacting the Church Office Manager. Availability is on
a first come, first serve basis. The organization or group using the bus is responsible
for securing a driver from the approved driver list (see Church Office Manager) The
Church Office Manager will keep a calendar for the bus and will enter all reservations
on the calendar. The Board of Trustees/Bus Coordinator reserves the right to reject
any application for use of the bus.
• BUS FUEL: Each group using the bus will be responsible for the cost of gasoline,
as appropriate, during their use.
• The bus must have at least a ½ tank of fuel at the end of use.
• TRIP SUPERVISION: It is the responsibility of the group or trip sponsor using the
bus to provide proper adult supervision. Adult/child ratios will be kept according to
the church’s Safe Sanctuary Policy guidelines (Not established at the time of this
policy).
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o Persons supervising children and/or middle school youth (grades 6-8) will
be at least 18 years old and will be at least five (5) years older than the oldest
child/youth participant.
o Persons supervising high school youth (grades 9-12) will be at least four
(4) years older than the oldest youth participant.
• PASSENGER CONDUCT: All users of the church bus are expected to conduct
themselves in a manner that exemplifies Christian principles. The Trustees reserve
the right to deny use of the bus to passengers whose conduct becomes detrimental
to the general safety of the group. Vandalism or property damage shall be paid for by
the person/group responsible for the damage and constitutes due reason to deny
use of the bus for future trips. Trip sponsors and adult supervisors shall have sole
responsibility for passenger conduct. Each person participating in any activity or
event during use of the bus is responsible for safekeeping of personal items. The
WMC will not be liable for clothing, handbags, or other items lost, missing, or
damaged.
• BUS CLEANLINESS: Each group is responsible for cleaning the bus, including
picking up all refuse, cleaning spills, cleaning/sweeping/vacuuming all debris from
the seats, floor, corners and ledges, seat backs and bottoms, and any dirty, sticky
areas on floor and foot rests. Clean and close all windows Any group that does not
adequately clean the bus per standards of the Bus Coordinator, potentially looses
privileges of future use of the bus.
• TRIP RECORDS: The driver is responsible for completing the Bus Log and
reporting any comments/issues to the Church Office following the trip. Maintenance
needs will be specifically (orally) mentioned to the Bus Coordinator and/or the
Church Office Manager.
• ILLEGAL DRUGS, ALCOHOL, or TOBACCO are not allowed on the bus by
passengers or driver.
• SAFETY EQUIPMENT: There is a first-aid kit, fire extinguisher, reflective
emergency triangles located in the bus. Each driver is responsible for equipment and
supplies appropriate for the season and trip planned (e.g. warm blankets, emergency
food, water, maps, jumper cables, etc.). Drivers will complete their own pre-trip
inspection checklists to ensure that all items are present. For every trip, at least one
functioning cell phone must be taken.
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• FOOD/DRINKS: Consumption of food/beverages/gum is allowed while inside the
bus, provided the group cleans the bus upon return.
5.0 Drivers
• Must be on the approved driver list (see Church Office Manager for list).
• Drivers receiving traffic violations are responsible for payment of any fines
incurred.
o Note: some traffic violations may cause the loss of driving privileges.
• Drivers will notify the Bus Coordinator and Church Office immediately in case of
an accident.
• Drivers will secure and lock ALL doors when the bus is parked.
6.0 Operating requirements
• Driver is encouraged to carry a cellular telephone, if possible, to enable them to call the
Church Office in case of EMERGENCY, accident, breakdown, etc.
• Driver is encouraged to carry a credit card or other means to pay for emergency repairs.
In case of a breakdown, call the Church Office or Church Trustee to authorize the
emergency repair to be made
• Church Office - (931) 280-0157
• Bus Coordinator: Chosen by the Trustee Committee each year (contact information
provided in the Van Log and updated each calendar year)
• NOTE: If repairs cannot be made or are major in nature, the Church Staff is to
coordinate an effort to pick-up and return any WMC affiliated group.
7.0 Operations and Maintenance
• The Trustees are responsible for major items of upkeep such as insurance coverage,
tires and repairs. The Church Bus Coordinator (or designee) will provide for
operational maintenance such as registration, fuel, oil and filter/lube, exterior wash,
tune-ups, and preventative/routine maintenance, etc.