Building Use Policy and Procedures
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1 Building Use Policy and Procedures Aloha Church of God Purpose Statement The church s facilities were provided through God s benevolence and by the sacrificial generosity of church members. The church desires that its facilities be used for the fellowship of the Body of Christ and to bring God glory. Although the facilities are not generally open to the public, we make our facilities available to approved non-members as a witness to our faith, in a spirit of Christian charity, and as a means of demonstrating the Gospel of Jesus Christ in practice. But facility use will not be permitted to persons or groups holding, advancing, or advocating beliefs or practices that conflict with the church s faith or moral teachings, which are summarized in, among other places, the church s constitution and bylaws. Nor may church facilities be used for activities that contradict, or are deemed inconsistent with, the church s faith or moral teachings. The Trustees are the final decision-makers concerning use of church facilities. This restricted facility use policy is necessary for two important reasons. First, the church may not in good conscience materially cooperate in activities or beliefs that are contrary to its faith. Allowing its facilities to be used for purposes that contradict the church s beliefs would be material cooperation with that activity, and would be a grave violation of the church s faith and religious practice. (2 Cor 6:14; 1 Thess 5:22.) Second, it is very important that the church present a consistent message to the community, and that the church staff and members conscientiously maintain that message as part of their witness to the Gospel of Jesus Christ. Allowing facilities to be used by groups or persons who express beliefs or engage in practices contrary to the church s faith would have a severe, negative impact on the message that the church strives to promote. It could also cause confusion and scandal to church members and the community because they may reasonably perceive that by allowing use of our facilities, the church agrees with the beliefs or practices of the persons or groups using its facilities. Therefore, in no event shall persons or groups who hold, advance, or advocate beliefs, or advance, advocate, or engage in practices that contradict the church s faith use any church facility. Nor may church facilities be used in any way that contradicts the church s faith. This policy applies to all church facilities, regardless of whether the facilities are connected to the church s sanctuary, because the church sees all of its property as holy and set apart to worship God. (Col 3:17.) Approved Users and Priority of Use The Trustees must approve all uses of church facilities. Generally, priority shall be given to church members, their immediate families, and organized groups that are part of the ministry, organization, or sponsored activities of the church. Church facilities and equipment will be made available to non-members or outside groups meeting the following qualifications:
2 1. Groups or persons requesting facility use must affirm that their beliefs and practices and planned uses of the facilities are consistent with the church s faith and practice. 2. The group or person seeking facility use must submit a signed Application for General Building/Equipment Use form. 3. The group or person seeking facility use must be willing to take responsibility for the facilities and equipment used and must agree to abide by the church s rules of conduct for facility use, as stated below and as described in any additional instructions by church staff. Who May Use the Building Primary users of the building are the on-going activities sponsored by ACOG as well as short-term or one-time programs designated by the Reaching Ministries Council, the Senior Pastor or the Board of Trustees. These include the committees, boards, classes, programs, outreach, worship services or special services such as funerals, memorial or dedication services. Mission activities established by the Reaching Ministries Council are also priority users as are members of the church family. Other primary users include: Adjunct, church-sponsored missions who help us carry out our program, and where the Church is a regular direct participant through volunteer or financial support (including providing regular meeting space), though there is usually leadership from outside the church. Examples include our Scout Units and Seniors Group. Supportive missions endorsed by the Reaching Ministries Council where the main church contribution is meeting space provided free or at less than full reimbursement cost Opportunity missions, designated by the Reaching Ministries Council, which are non-profit non-partisan groups with limited or no ability to pay. The Congregation encourages such groups to come use our building because they contribute to the evangelical or outreach endeavors of the Church. This may include concerts and speakers. Secondary users are groups or individuals from outside the Church whose goals and objectives are consistent with those of ACOG. They may be organized as nonprofit or for-profit groups, and may be either one-time or regular users of the building. They are asked to help defray the cost of maintaining and operating the space they use.
3 Procedures for Requesting Building Use All "primary users," church sponsored committees; classes; programs; missions; including adjunct, supportive, and opportunity missions shall make their request for space by completing the Application for General Building/Equipment Use form (acog001). If these users need additional space on a particular date, they must request this by completing the same form requesting the additional space. Once space has been assigned, the church still reserves the right to reassign space (to another adequate space in the building) due to new or emergency needs of the church. "Secondary users" seeking either one-time or regular space shall complete the Application for General Building/Equipment Use form (acog001). The form will be reviewed by the Administrative Staff at their weekly staff meeting to determine its feasibility, considering space and staff availability, and the merits of the request. Space will be approved only if this space use will not interfere with activities of primary users or maintenance of the building. For regular "Secondary" users and certain regular "Primary" users, a "Contract for Long Term Use of ACOG Facilities" must be executed in the form approved by the Board of Trustees. This contract will spell out the exact times and rooms to be made available, the reimbursement fees to be paid, and the requirement for each group to carry its own liability insurance to protect the Church from liability. Attached, as a contract addendum, will be a set of "Rules for Use of ACOG Facilities" which require the users to follow building security and other rules as determined from time to time by the Board of Trustees. Building Use Approval Any member of the Reaching Ministries Council or the Senior Pastor may approve a building use request for activities associated with their ministry. All others should be forwarded to the Administrative Staff for review and for approval. It is the responsibility of the person or group approving a building use request to resolve any scheduling conflicts that will result from the approval of that request. Permission to use the Sanctuary must be approved by the Senior Pastor. Building Use Reimbursement Fees Fees for using the church facilities will be established by the Board of Trustees using a formula designed to reimburse the church for the costs of operating and maintaining the building. A fee plus a cash cleaning deposit normally will be charged to all Secondary Users, and to those Primary Users that can afford to cover all or part of the church's cost. The cleaning deposit will be returned within 7 days if the space is left in an acceptable condition after use. The fee for using the various rooms in the building will be based on its share of the total church space, to apply to ongoing and one-time users. "Full reimbursement"
4 fees are based on the room size and number of hours used, with extra charges added for any additional custodial services required. The "full reimbursement fee" covers a proportionate share of the church's cost of utilities, supplies, custodial services, and building depreciation. For one-time users, this full reimbursement fee is a higher amount based on the higher administrative costs to the Church. This fee may be reduced or waived for Primary users, at the discretion of the official approving the request. A reduced fee will cover some of the custodial costs of the church for that space. Reduced or waived fees for Secondary users must be approved by the Board of Trustees. Ongoing users paying under contract for space should pay the church monthly. One-time users must put down a 50% non-refundable deposit within one week of confirmation of space, and pay the balance at least 30 days prior to the scheduled event. Building Use Rules for All User Groups The following rules should be followed when using any of the facilities at Aloha Church of God: 1. Only approved rooms may be used, not other rooms in the church. Please observe the hours you were designated to use. 2. If you were issued a key or lock combination, you are not allowed to share it with any other persons. Copying of our keys is prohibited. 3. Users must follow building security principles to protect the church and its equipment: Make sure all lockable doors are closed and locked before leaving the building. Be aware if unauthorized persons are around your area, and report this to the church staff. Do not enter any rooms you did not reserve. 4. Use of the church office, telephone, copy and fax machines is not automatically available to users. Such use must be pre-arranged with church staff. 5. Access to the internet is not available to users. 6. There is NO SMOKING allowed anywhere inside the building or within 10 feet of an exit. 7. Food or beverages are not allowed in the Sanctuary or Lobby. 8. Noise must be limited to reasonable levels so as not to disturb other building users. 9. Users should leave the room as they found it and no later than the exact time specified on the building use form. Trash containers should be emptied in the dumpster on the far side of the west parking lot, all furniture returned to its proper place and the area cleaned before leaving.
5 Kitchen: Use of the kitchen and the equipment/utensils therein must be specifically requested on the Application for General Building/Equipment Use form (acog001). Approval for use of adjoining rooms does not automatically include the kitchen or its equipment/utensils.
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