First Baptist Church, Bonham Facilities Key Policy and Procedures February 12, Key Policy

Transcription

1 First Baptist Church, Bonham Facilities Key Policy and Procedures February 12, 2012 This Facilities Key Policy and Procedures document was developed to help ensure the safety and security of the buildings, equipment, furnishings, and, most importantly, the members of First Baptist Church and their families, visitors and their families, and Church staff members. The following policy and procedures were approved by the Church Administrator, the Ministerial Staff, the House and Grounds Team, and finally the Church, with input from the Body of Deacons. The Church Administrator and House and Grounds Team will review and assess the effectiveness of the policy and procedures annually, and will propose any changes deemed necessary. Key Policy Church Member Long-Term Key Possession and Use It is important that all keys to the facilities of First Baptist Church be accounted for on a regular basis. Initially, in February, 2012, a call will be submitted to the Church membership asking that every member who has a key to any of the facilities, or rooms in any of the facilities, complete a FBC Initial Facilities Key Usage document (attached). Members will document all keys in their possession, the reason(s) for long-term possession and use, and will agree to accept responsibility for prudent and reasonable use of the key(s) assigned to them. All existing key holder requests for key possession will be reviewed and approved by the Senior Pastor, Church Administrator, and House and Grounds Team. The member will also agree to surrender the key(s) when no longer needed, if the member moves membership to another Church, or is requested by the House and Grounds Team, upon recommendation by both the Church Administrator and the Senior Pastor. Church members who have keys that are no longer needed, do not match with any current locks, or cannot be identified, will be asked to return these keys to the Church office. The Church Administrator will then develop a master list that will show all distributed keys, by building, as well as by member. This FBC Facilities Key Usage document will be completed annually

2 (in January) for all members holding facility keys; the master key list will then be updated annually by the Church Administrator, and a report submitted to the House and Grounds Team. Beginning February 1, 2012, all new requests for long-term key possession and use by Church members will be submitted by completing the FBC Facilities Key Request form (attached). Members will state the facility key(s) requested, the reason(s) for long-term possession and use, and will agree to accept responsibility for prudent and reasonable use of the key(s) assigned to them. The member will also agree to surrender the key(s) when no longer needed, if the member moves membership to another Church, or is requested by the House and Grounds Team, upon recommendation by both the Church Administrator and the Senior Pastor. The Church Administrator and Senior Pastor will review the request, and if both are in agreement, will submit the request to the House and Grounds Chair for final consideration and approval. Upon this approval the Church Administrator will issue the key(s) requested and will add the key(s) and the member to the master key list. Church Member Temporary Key Possession and Use Church members who need temporary access to any of the facilities should contact the Church office and sign out a key to the specific facility or room. Members will sign a document stating they will agree to accept responsibility for prudent and reasonable use of the key(s) assigned to them. The key(s) should be returned as soon as they are no longer needed, before 4:30 the same working day. The FBC Records Secretary will keep a Temporary Key Use log. Temporary possession use of any facility key(s) overnight, or over a weekend, must be approved by either the Church Administrator or Senior Pastor, who will log this use in the Temporary Key Use log. Church Staff Member Long-Term Key Possession and Use Ministerial Staff All Ministerial Staff members, both full-time and part-time, will be issued facility keys necessary to fulfill their ministry. Ministerial Staff member keys will be issued on authorization of the

3 Senior Pastor. These keys will be documented on the master key list maintained by the Church Administrator. Acceptance of these keys by Ministerial Staff members implies that each staff member will use the keys issued in a prudent and reasonable manner, and agrees to surrender any keys upon termination of employment as a Ministerial Staff member of FBC, Bonham. Non-Ministerial Staff All Non-Ministerial Staff members, both full-time and parttime, will be issued facility keys necessary to fulfill their job descriptions, or duties assigned. Non-Ministerial Staff member keys will be issued on authorization of the Church Administrator. These keys will be documented on the master key list maintained by the Church Administrator. Acceptance of these keys by Non-Ministerial Staff members implies that each staff member will use the keys issued in a prudent and reasonable manner, and agrees to surrender any keys upon termination of employment as a staff member of FBC, Bonham. General Key Use Guidelines No member or staff member shall make any copy of any FBC facility key(s); copies of keys shall be made only by the Senior Pastor, Church Administrator, or Building Superintendent upon direction by the Senior Pastor or Church Administrator. The Church Administrator shall be made aware of any key copies made and update the master key list. No member or staff member shall temporarily loan any key to any non-member. Keys may be loaned to members for periods of less than 24 hours, but members are requested, if possible, to follow the Church Member Temporary Key Possession and Use process stated above. Holders of any facility key(s) must be aware of the security issues resulting from inappropriate use of keys, and will agree to lock any facility they may use. Annual Review and Assessment of This Policy and Procedure Annually, in February, the Senior Pastor and Church Administrator will review the effectiveness of this Policy and Procedure and will make a report to the House and Grounds Team,

4 including any suggestions for revisions as a result of the review. The House and Grounds Team will make any final decisions on any revisions to the Policy and Procedure, as well as any timeline, and responsible person(s) for implementation of any revisions. Submitted to Church Ministerial Staff, November 28, Submitted to House and Grounds Team, December 18, Reviewed by the Deacon Body, February 6, 2012 Approved for implementation by First Baptist Church, Bonham, February 12, 2012.

5 First Baptist Church, Bonham Initial Facilities Key Usage Request First Baptist Church, Bonham, is implementing a new Facilities Key Policy and Procedure. While recognizing the facilities of FBC belong to God, and members and staff should have access to the buildings, equipment and furnishings to carry out the ministries and benevolences of the Church and to fulfill the Great Commission of Christ, we should also be good stewards of God s blessings. The Facilities Key Policy and Procedure was developed to help ensure the safety and security of the buildings, equipment, furnishings, and, most importantly, the members of First Baptist Church and their families, visitors and their families, and Church staff members. To this end, if you have any keys for any of the FBC buildings, or rooms in any of the buildings, please complete this form and return to the Church Office before March 2, A master list of keys for every building will be completed and reviewed annually. Thank you for your assistance in this. Name Address Telephone Number(s) Key(s) in Possession (building, room) Ministry or Purpose I have read and agree to abide by the FBC Facilities Key Use Policy and Procedure and agree to not make copies of any keys. I also agree to surrender the key(s) on change of membership. Printed Name Signature Date Reviewed by: Senior Pastor ( ) Approved Initials Date Church Administrator ( ) Approved Initials Date House & Grounds Rep. ( ) Approved Initials Date

6 First Baptist Church, Bonham Facilities Key Usage Request First Baptist Church, Bonham, has implemented a Facilities Key Policy and Procedure. While recognizing the facilities of FBC belong to God, and members and staff should have access to the buildings, equipment and furnishings to carry out the ministries and benevolences of the Church and to fulfill the Great Commission of Christ, we should also be good stewards of God s blessings. The Facilities Key Policy and Procedure was developed to help ensure the safety and security of the buildings, equipment, furnishings, and, most importantly, the members of First Baptist Church and their families, visitors and their families, and Church staff members. Please use this form to request issuance of any facilities keys: when complete, please return to the Church Office. If approved, you will be issued the appropriate key(s) and you name will be added to the master key list. A master list of keys for every building will be completed and reviewed annually. Thank you for your assistance in this. Name Address Telephone Number(s) Key(s) Requested (building, room) Ministry or Purpose I have read and agree to abide by the FBC Facilities Key Use Policy and Procedure and agree to not make copies of any keys. I also agree to surrender the key(s) on change of membership. Printed Name Signature Date Reviewed by: Senior Pastor ( ) Approved Initials Date Church Administrator ( ) Approved Initials Date House & Grounds Rep. ( ) Approved Initials Date