KC FIRST CHURCH OF THE NAZARENE BUILDING USE POLICY, REGULATIONS, & RESPONSIBILITIES Kansas City First Church of the Nazarene is available for use by church members and non-church members, such as service organizations, others churches, community groups, and city, county, state, and federal governmental agencies. It is the desire of this church to provide service to church members, nonchurch members, and the community by sharing our facilities. In exchange for using the building, we ask you to contribute toward the costs of utilities, maintenance, and custodial supplies, for non-church functions. Please note that Kansas City First Church of the Nazarene is a smoke-free and alcohol-free facility. In addition, groups wishing to use the church s facilities must have beliefs and philosophies that are in accordance with those of Kansas City First Church of the Nazarene. Use of the building and facilities will be considered with the following priority: 1. Kansas City First Church of the Nazarene activities, programs, and church members 2. Nazarene Denominational Events 3. Other Churches 4. Non-profit Service Groups (e.g. Salvation Army, Red Cross, Community Health Services, Boy/Girl Scouts, Etc.) 5. Other Groups, including: service organizations, community groups, and governmental agencies A calendar of scheduled events requiring building use shall be maintained in the church office for ready reference by the church staff. All organizations and groups that are not part of the regular structure of Kansas City First Church of the Nazarene are required to submit an Application for Building and Facility Usage (attached). Building use will be scheduled through the church office and building coordinator. Applicants may visit www.kcfc.org and fill out the forms located under Facility Use. If approved, the agreement will then be completed and signed. This procedure applies for all applications for building and facility use, whether the request use is for one time, weekly, monthly, or occasional use. Processing the application may take up to 30 days. Groups will be held responsible for any damage to church facilities. Time Limitations Groups using the facility on a continuing basis will have their contracts reconsidered every six months. Renewal is at the discretion of the church staff and/or church board.
BUILDING USE POLICY, REGULATIONS, & RESPONSIBILITIES, PAGE 2 Obtaining Approval for Building Use The process for obtaining approval for building/facility use is as follows: 1. Obtain and read a copy of Building Use Policy, Regulations and Responsibilities, to become familiar with your responsibilities when using the First Church facilities. Please return a signed and initialed copy to the church office. 2. Determine the space(s) you would like to use. You may access our online resources to determine which rooms you need, or a representative from your group may contact the building coordinator. 3. Fill out the Building Use Form (available at kcfc.org/facility-use/building-use-form) and submit for approval. 4. The church staff will review your application for calendar conflicts and feasible of request. If approved, you will be contacted regarding specific details concerning use, restrictions, or arrangements. Responsibilities for Building & Facility Use 1. Your group shall designate in writing one person who will be responsible and be the contact person, acting as Event Coordinator. This person shall make arrangements for everything needed. If the Event Coordinator is not on site during the event, an on-site person should be designated. In case of emergency, the person acting as on-site Event Coordinator should be reachable by cell phone at all times during the event. 2. In case there should be a building evacuation, the on-site group leader shall determine a meeting place outside of the building for the group to meet, confirm that all persons are accounted for and provide this information to the church staff and emergency personnel if requested. 3. If the group is meeting during office hours on weekdays, the building will be open and ready for your group. Office hours are generally 8:00am-5:00pm, Monday through Friday, excluding legal holidays. If the group is meeting during non-office hours, the contact person will need to arrange access to the building and space requested by contacting the building coordinator. 4. The Event Coordinator, or someone designated by the Event Coordinator, should: be the first person to arrive and show people where the group is meeting after the meeting, make sure the area is completely picked up and restored to the same condition as the group found it close all windows dispose of all garbage and waste paper in the proper receptacles make sure no one in your group remains in the building following the conclusion of your activity 5. The last person to leave will turn off all lights, except designated night-lights, and make arrangements with the building coordinator to ensure all doors are locked and secured. 6. If there is a change in the group s meeting date and/or time, the contact person will call the church office at least 24 hours prior to the event. Changes in dates or times will only be made if they do not conflict with activities at the church. 7. All youth activities must have adult supervision. Youths must limit themselves to their assigned areas only. Wandering through the halls, other rooms, and moving into other areas of the building is strictly prohibited. Supervising adults are encouraged to periodically remind youths of these restrictions.
BUILDING USE POLICY, REGULATIONS, & RESPONSIBILITIES, PAGE 3 8. If custodial services are needed for setting up of tables/chairs, it must be noted on the building use form. The church will be in touch with the group contact person concerning the arrangements to be made at the church. 9. If several groups are meeting at the same time, each group must cooperate on kitchen usage, noise levels, etc. 10. It is expected that each group abide by the time allotted for their activity. There may be other groups that have reserved the same room/area. Insurance Does your group carry liability insurance? [ ] Yes [ ] No I understand that if so I will be responsible for providing a certificate of liability insurance to the church staff, General Conditions for Building/Facility Use 1. There will be no alcoholic beverages, tobacco products, and/or illegal drugs of any kind on the church property. 2. The use of abusive language and/or behavior will not be permitted. 3. There will be no signs or advertisements placed on church property without prior consent. 4. Please observe parking signs posted for handicapped and senior citizens. The loading and unloading of vehicles at curbs is allowed, but vehicles must be moved to a parking space when loading and unloading is complete. 5. Gambling and firearms are not allowed on church property. 6. It is recommended that any groups wishing to make arrangements for on-site security personnel contact the KC Police Department directly. Rules for Kitchen Use 1. All groups must contact the church staff for setup, special kitchen needs, and use of kitchen equipment/appliances. 2. All groups using the kitchen area are responsible for the complete clean up of the entire kitchen area following its use. All dishes, glassware, pots & pans, cooking utensils, and silverware are to be washed, dried, and put away before the last person leaves the church. All leftover food must be removed, unless previous arrangements have been made with the church office. Rules for Gym Use Please be respectful of our facilities. Anyone who attempts to damage lighting fixtures, projectors, or other technical equipment in our gymnasium, will be given a verbal warning for the first offense. Subsequent infractions will result in revocation of gym use.
BUILDING USE POLICY, REGULATIONS, & RESPONSIBILITIES, PAGE 4 Execution of the Agreement Approval of the use of the building/facilities covers only the stated group/organization and its members collectively. No organization or individual except Kansas City First Church of the Nazarene has the authority to grant permission for building use. Groups/organizations using the building and facilities are to strictly observe the time schedule agreed upon. Failure to Fulfill Contract Failure to fulfill one or all of the sections of the Agreement for Use of the Building and Facilities will result in the review and re-examination of the agreement with the group or organization. Hold Harmless Agreement Whereas Kansas City First Church of the Nazarene hereafter referred to as Church; whereas hereafter referred to as User includes not only the undersigned but all members of its group. It is therefore agreed: the User of the facility agrees to hold the Church harmless from all claims arising from User s use, conduct, or management of the facility, grounds, or contents, including damage or theft of or to the property, when such claims arise out of the acts of omission of User or usage by User. User further agrees to hold the Church harmless from all costs, attorney s fees, expenses, and liabilities incurred in connections with such claims. The User, represented by the undersigned, agrees to observe all existing Board policies and the Church s Building Use Policy. The User acknowledges the Church s right to revoke the further use of any assigned facility from the User without notice to the User. The User may not transfer, misrepresent or abuse scheduling requests. Changes to scheduling requests must have written consent from the Church staff or board. Signature below indicates a guarantee by the signee that all participants have been informed of and agree to the above and to comply with the rules of usage as described in the Church s Building Use Policy., Signature of User Group Representative Date
BUILDING USE POLICY, REGULATIONS, & RESPONSIBILITIES, PAGE 5 The following is a fee schedule for the use of the facilities of KC First Church of the Nazarene. Hourly usage rates apply for events lasting up to 4 hours. Events requiring space beyond 4 hours will be charged the daily rate. The church staff will negotiate requests for extended use. Areas Requested KCFC Ministries Nazarene Ministries Outside Groups (non-profit, and for profit) Gym (used as gymnasium) Gym (as event space) Large Kitchen (food prep/event) Small Kitchen (food prep/event) Staging for Caterer (classrooms, kitchen, etc) NA $17.50/hr; $50/day $35/hr; $100/day NA $25/hr; $100/day $50/hr; $200/day NA $50/event $100/event NA $17.50/event $35/event NA $10/event $20/event Westside Room NA $25/hr; $100/day $50/hr; $200/day Fellowship Hall NA $25/hr; $100/day $50/hr; $200/day Southside Room NA $25/hr; $100/day $50/hr; $200/day Youth Room NA $25/hr; $100/day $50/hr; $200/day Sanctuary NA $37.5/hr; $125/day $75/hr; $250/day Sanctuary Foyer NA $25/hr; $100/day $50/hr; $200/day Classrooms NA $17.50/day $35/day Choir Room NA $17.50/day $35/day Technician NA $75/event $150/event fee schedule revised: January 2016 All ministries affiliated with KC First Church of the Nazarene and families of KCFC attenders will not incur any charges for building use. Other Nazarene ministries (including, but not limited to The Global Ministry Center, Nazarene Publishing House, MidAmerica Nazarene University, Nazarene Theological Seminary, KC District Church of the Nazarene, and KC Rescue Mission) may rent the facilities at a rate of 50% of regular fees. Special agreements will be assessed and negotiated by the church staff and/or church board. I agree that I have read and agree to all building use responsibilities and obligations as outlined in the KC First Church Building Use Policy, Regulations, & Responsibilities., Signature of User Group Representative Date