CALERA BAPTIST CHURCH BUILDING USE POLICY

Transcription

1 CALERA BAPTIST CHURCH BUILDING USE POLICY Revised September 16, 2015 Calera Baptist Church 600 Whippoorwill Lane Calera, Alabama Tel: (205) /16/2015

2 CALERA BAPTIST CHURCH BUILDING USE POLICY INTRODUCTION 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 always to God s glory. Although the facilities are not generally open to the public, we make our facilities available to approved non-member persons and groups 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. However, facility use will not be permitted to persons or groups holding, advancing, or advocating beliefs, or advancing, advocating, or engaging in 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 facilities be used for activities that contradict, or are deemed by the pastor as inconsistent with, or contrary to the church s faith or moral teachings. The Church Council is the final decision-maker on whether a person or group is allowed to use 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. See 2 Corinthians 6:14; 1 Thessalonians 5:22. Second, it is very important to the church that it presents a consistent message to the community, which the church staff and members conscientiously maintain as part of their witness to the Gospel of Jesus Christ. To allow 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 be a source of confusion and scandal to church members and the community because they may reasonably perceive that by allowing use of our facilities, the church is in agreement with the beliefs or practices of the persons or groups using church 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 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. See Colossians 3:17. Building use activities fall under the jurisdiction of the church council or its official designee, which manages the use of building facilities. No commitment for building use is finalized until the Room Use Agreement has been completed and executed by the church council or its designee. Calera Baptist Church has had a number of long-standing relationships with several community organizations for ongoing use of the facility. Other local organizations and individuals have also used our facilities for one-time or short-term usage. Availability for ongoing usage is limited, but can be considered. Our first priority is for the program and membership needs of Calera Baptist Church. Lesser use priorities are for nonprofit groups that are supported by the church, then (2) other nonprofit organizations and finally (3) other for-profit organizations. Included in this guide are the following: 1. Steps to Facility Use Scheduling 2. Fees for Facility Usage 3. Rules and Regulations of Calera Baptist Church 4. Room Use Agreement Form 5. Release and Indemnity Agreement Form 6. Acceptance of Responsibility 7. Calera Baptist Church Clean-up Checklist 2 09/16/2015

3 STEPS TO FACILITY USE SCHEDULING 1. Fill out a Room Use Agreement. One is included in this guide or you may obtain one from the church office or at our website: 2. Attach any additional information you feel might be useful in helping us determine if we can accommodate your event. 3. Return the completed Room Use Agreement, Release Indemnity Agreement, and Acceptance of Responsibility forms to the Church Office at least 4 weeks in advance of the event. The church council or its designee will then evaluate your request and you will be notified if it is approved or not approved. After approval, applicable fees are due at the Church Office at least 2 week in prior to the event. 4. Once the event has ended a representative of CBC will perform walk through of the facilities and complete the Calera Baptist Church Cleanup Checklist. FEES FOR FACILITY USAGE* Please note the fee schedule below. All pricing is subject to change. Fees are based on one segment of time identified in the Starting and Ending Times section of this document. The Sanctuary and kitchen are not available for outside use on Sunday. Type A: Any event that is directly engaged with a ministry of Calera Baptist Church. These events are to include church-wide bridal teas, baby showers, and weddings of active members (as defined on application form). Type B: Members of the church looking to use the facilities for private programs, parties, etc. Type C: Non-profit educational and other non-profit organizations including Sister Churches, musical groups, service clubs, fraternal organizations, etc. Type D: For-profit organizations, Receptions, Weddings and other onetime Special Events Room Type A Type B Type C Type D Sanctuary (Gym) $0 $100 plus $100 Deposit Fee $800 plus $200 Deposit Fee $1,000 + $200 Deposit Fee Sanctuary (Gym) with Kitchen $0 $100 plus $100 Deposit Fee $800 plus $200 Deposit Fee $1,000 + $200 Deposit Fee Preschool Divided Classroom (15 children & 4 adults max) 3 rooms avail. $0 $50 per event (per room) $50 per event (per room) $50 per event (per room) Rooms Type A Type B Type C Type D $25 per hour $25 per hour $50 per hour $50 per hour $50 minimum $50 minimum Sound System in Gym (requires member of Audio/Visual Team from CBC) Tablecloths (Dry Cleaned Only & Accounted for by Designee) $16 per cloth* $16 per cloth* $20 per cloth $20 per cloth Tables $0 $0 $100 plus $100 Deposit *If a tablecloth becomes damaged or lost, a $60 fee will apply per tablecloth. $100 plus $100 Deposit 3 09/16/2015

4 RULES AND REGULATIONS OF CALERA BAPTIST CHURCH BREAKAGE All persons and/or groups using our facilities are expected to exercise reasonable care and judgment in such use of facilities in order to prevent defacement, damage, or breakage. The persons signing the Application for use shall be responsible for paying costs incurred by the church in cleaning, repairing, or replacing any part of the building or its furnishings and equipment damaged during the use of the facilities. The judgment of the Church Council or its designee has the sole decision in identifying the carelessness or irresponsible use subjected to more than the normal wear and tear by the persons or group involved. If it is determined that charges are to be assessed the funds setup for deposit will be held and additional damages will be billed to the person signing the Application For Use form. ROOM SETUP All rooms have been designated with a standard room setup. Any setup changes requested by the group are subject to approval by the Church Council or its designee and are not guaranteed to be approved. ORGAN AND PIANO USE Permission to use the organ or piano must be granted by the Calera Baptist Director of Music. If the user wishes to have instruments tuned, a craftsman approved by the Calera Baptist Director of Music or Organist will tune them at the user's expense. Pianos cannot be moved except by permission from the Director of Music. SANCTUARY FURNITURE Tables and only folding chairs can be used for any event. The tables and chairs are stored in the closet to the left of the stage. The renter has sole responsibility to setup and replace all tables and chairs back in the proper storage location. If all furniture is not placed back into appropriate areas the deposit fee may not be returned. If a church event (Type A) is taking place, then the sanctuary chairs may be utilized when the event is over 2 hours. SANCTUARY SOUND AND/OR VIDEO SYSTEM The Sanctuary sound reinforcement or video recording systems may be made available upon request. The systems may only be operated by the Calera Baptist sanctuary systems technicians (refer to page 6 for usage fee). Group-provided sound, recording, or video equipment may not be attached to church systems (including the electrical system) through cables or connectors. USE OF DJ s ON CHURCH PROPERTY The use of DJ s must go through specific approval process in order for DJ s to perform on any campus owned by the church. If DJ is considered then the following information must be submitted to along with the Room Use Agreement. 1. Name of DJ has to be supplied to pastor or his designee. 2. All songs and lyrics have to be provided to pastor or his designee for review. The pastor or his designee will approve or disapprove the music. 3. DJ must supply their own equipment to include speakers for use at any function at Calera Baptist Church. They will not be permitted to connect to any part of the sound system at Calera Baptist. SMOKING POLICY All members of all groups using our facilities shall abide at all times by a "no smoking" rule on church property. Violation of this rule is sufficient ground for a church staff member to withdraw immediately any group's use of the facilities and/or to deny use in the future. CONTROLLED SUBSTANCES POLICY The serving, consumption, or use of alcoholic beverages, marijuana, or other controlled substances shall not be permitted at any time on church property, including the outdoor areas and parking lots. 4 09/16/2015

5 NO GAMES OF CHANCE Church policy prohibits the use of games of chance or gambling on the church premises. activities as raffles or lotteries. This would include such SUPERVISION OF CHILDREN AND YOUTH This church has adopted the policy of Safe Sanctuaries for children and youth. expected to follow the guidelines of this policy including the following: All users of the facility are Ø No fewer than two adults must be present at all times during any program or event involving children. Ø These adults must be 16 or older. Any questions regarding this policy should be directed to the church council or its designee. NURSERY USE The nursery facility may be available by arrangement at least 4 weeks prior to the event by identifying on the Application for Use form when making reservations through the church office. Our safety for our children on any of our premises is upmost interest. Therefore, the Child and Youth Abuse Prevention policy will be followed any time a nursery room is occupied. FOOD AND DRINK All food and drinks are to be supplied by the renting party. All food and drinks must be taken from the facility after the event. If the kitchen has been reserved for the event all food may be stored in the refrigerator or freezers. There is to be no use of the stove, deep fryer, convection oven, etc for any event. All food must be prepared and brought into the facility. The warmer may be used in the kitchen for food. DECORATIONS All decorations require prior approval of the church council or its designee. Decorations may be placed only on the tables or chairs. No decorating is permitted in the hallways. All such decorations must be removed immediately and completely following the event. All balloons that float into the rafters of the sanctuary must be removed, or forfeiture of the deposit will occur. STARTING AND ENDING TIMES The facilities can be rented for events Type B, C, or D, during the following times: Ø Monday through Friday from 8:30am through 9:30pm Ø Weekends from 9:00am through 6:00pm. The building must be completely cleared not later than 10:00pm on weekdays or 6:00pm on Saturday to allow the building to be closed promptly. Exceptions to these times must be approved in advance by the church council or its designee and will be subject to a custodial surcharge. STORAGE There is no excess storage available for organizations other than church groups and, as such, all organizations using the facility will be responsible for the storing of their materials offsite. BICYCLES AND SKATEBOARDS No bicycles or skateboards are allowed inside the church facility. PARKING Parking in the church parking lot or designated handicapped parking spaces is available only during the period of time that a group has contracted to use the facility. Parking is available on a first-come, first-served basis and excludes certain spots that may be specifically reserved at all times for staff of the church. Any damage to vehicles is at the owner's expense; the church is not responsible for theft or damage to personal property. 5 09/16/2015

6 SECURITY Our church works to maintain a safe and secure environment within the facility. However, no systems are foolproof. We ask that all users pay close attention to personal property and valuables, not leaving them unattended. The church is not responsible for theft or damage to personal property. FINAL DECISIONS In case of doubt or uncertainty by any person or group about the application or interpretation of these regulations, or in our customary practices not specifically mentioned here, the church council or its designee shall decide the matter and all individuals and groups shall abide by the pastor directions or forfeit immediately the use of any part of the facility. Arrangements for access into the church facility will be made upon approval of the Room Use Agreement form. EMERGENCY SCHEDULING CONFLICTS The church reserves the right to pre-empt any facility use for its own in cases of emergencies, such as funerals. Notice will be provided as early as possible. I have read and understand the terms and conditions associated with the use of Calera Baptist Church's Building Use Policy. I agree to all of the terms and conditions as set forth herein. Signature & Printed Name 6 09/16/2015

7 PLEASE COMPLETE ENTIRE FORM Calera Baptist Church 600 Whippoorwill Lane Calera, Alabama Tel: (205) ROOM USE AGREEMENT Name of Organization: Responsible Person: Organization Active Member Inactive Member Non-member Active Member is defined as an individual who: Is listed as a member according to church documents Actively attends Calera Baptist Church Actively supports the mission and activities of Calera Baptist Church Actively supports Calera Baptist Church through financial giving Non-Profit Status: Federal ID No.: Address: Organization Daytime Phone: Fax: Organization's Purpose: Event Name and Description: Date of Request: Contact Person's Name: Date(s) Requested: Start Time: End Time: (Dates may not be scheduled more than nine months in advance, except with specific permission.) Will the event be recurring? One time Only Weekly Monthly Multiple Days Which day of the week? (Circle one) Monday Tuesday Wednesday Thursday Friday Saturday 7 09/16/2015

8 Room (s} Requested: Preschool Rooms Sanctuary (Gym) Sanctuary (with kitchen) $ Usage Fee $ Usage Fee $ Usage Fee Tablecloths How Many $ Cleaning Fee Sound System $ Usage Fee Anticipated Number of Participants: Will a participant fee be charged for the event? Yes No Will food or drink be consumed? Yes No Special Needs or Requests: Set Up Instructions: 8 09/16/2015

9 RELEASE AND INDEMNITY This Release and Indemnity Agreement is between the above-named organization ("Organization") and Calera Baptist ("church"). RECITALS Ø The church is the owner of the real property and improvements located at 600 Whippoorwill Lane, Calera, Al, ("Property"). Ø The Organization desires to use the property described above for meetings and/or other activities. AGREEMENT NOW THEREFORE in consideration of this church permitting the Organization to use the Property and improvements described above, the Organization agrees as follows: 1. The Organization hereby releases, discharges, and covenants not to sue the church or its Trustees, administrators, directors, agents, officers, members, volunteers, and employees, from any and all liability, claims, demands, losses, or damages arising out of the Organization's use of the Property. If any member, guest, invitee, or participant of the Organization makes any claim against the church or its Trustees, administrators, directors, agents, officers, members, volunteers, or employees, in connection with the Organization's use of the Property, the Organization will indemnify, defend and hold the church and its administrators, directors, agents, officers, members, volunteers, or employees harmless from any and all litigation expenses, attorney fees, losses, liability, damages, and costs arising out of such claim. 2. The Organization represents that it carries standard general liability insurance coverage with a minimum of $500,000 per occurrence. Upon request, Organization will provide the church with proof of liability insurance, and if requested, will add the church as an additional insured under Organization's general liability policy. ACCEPTANCE OF RESPONSIBILITY I agree to be responsible for the conduct of those coming to, or participating in, the activity for which this application is being made, and for any damage beyond normal wear and tear that may occur as a result of this activity. I will remove all signs and decorations posted by my group immediately after the meeting/event has ended. I further agree that the church property will be used in accordance with the Rules and Regulations of Calera Baptist Church, and I hereby consent to the Release and Indemnity Agreement. Signature: Print Name: Title: Check Number: Date: Billing Address: 9 09/16/2015

10 FOR OFFICE USE ONLY ROOM USE CATEGORY: Request Approved: Request Denied: Agreed Upon Fees: $ 10 09/16/2015

11 CALERA BAPTIST CHURCH CLEAN-UP CHECKLIST The pastor or his designee will walk through all rented facilities to confirm that all areas are clean. Upon satisfaction of all areas and completion of this form, the deposit will be refunded by check by mail. Please respond to each checklist item. If checklist item is not applicable for scheduled activity, write "N/ A" in space provided below: Remove all decorations, including floral arrangements and/or plants put up for your event, including any poster putty that was used Wipe off and break down all tables and return to storage closets located to the left of the stage Fold all chairs up and store on chair carts located in storage closet to the left of the stage Sweep and mop area(s) that you used. bathrooms) (Mops, brooms, and buckets are located in Janitor's Closet by Make sure all gym equipment is returned to proper storage place Dust mop gym floor after use of any sporting activity, if applicable Empty dirty mop water inside drain of Janitor's Closet (Please do not leave standing water in buckets) Take all trash out to large dumpster in the parking lot Wash, dry, and put all utensils used in kitchen, if applicable Make sure all water faucets are turned off in kitchen, if applicable, and all bathrooms Lock kitchen door, if applicable Turn off all lights in building, including the kitchen, if applicable, and all bathroom areas AC/Heating Thermostat must be turned off or set to the required setting posted on the thermostat, if applicable Make sure all outside doors are closed and locked upon your departure Make sure all chairs in the auditorium are placed for Sunday services, unless instructed otherwise Tablecloths are clean and accounted for Signature: Date: Witness: Date: This form to be signed and returned with key /16/2015