GOOD SHEPHERD CATHOLIC CHURCH PARISH OPERATIONS AND PROCEDURES MANUAL

Transcription

1 The following plan pertains only to Good Shepherd Catholic Church, Alexandria, VA. It is not intended to be exhaustive or transferable to other parishes or non-profit organizations. -Updated January 2018 GOOD SHEPHERD CATHOLIC CHURCH PARISH OPERATIONS AND PROCEDURES MANUAL 8710 MOUNT VERNON HIGHWAY ALEXANDRIA, VA ~ January 31, 2018

2 Table of Contents Welcome... 4 Introduction... 4 Purpose... 4 Stewardship... 5 Communication... 6 General Guidelines... 5 Ministry Leader Responsibilities... 5 Operations... 6 Safe environment for Children and Youth... 6 Child Safety and Supervision... 6 Nursery Use and Guidelines... 7 Financial Controls... 8 Facility Use Qualification for the use of the Facilities Event/Ministry Sponsor Requesting Use of Facilities Scheduling Participant Behavior Keys and Access Information Security System Procedures Set up Clean Up Safety Accidents and Medical emergencies Event Reporting Interior Use Guidelines Alcohol Beverage Policy No Smoking Policy Equipment, Furnishing, and Supplies Prohibited Decorations Walls and Windows Music and Amplified Sound Storage Thermostats Parish Rooms Church and Narthex Prayer Room Parlor Lounge Commons Memorial Hall... 18

3 Creedon Hall Kitchen Classrooms Exterior Guidelines Parking Lot Field and Grounds..22 General Information Insurance Facility Fees Solicitation Policy Trash Recycling Flyers and Posting Candles Ministry Leader Agreement (Addendum A) Building Use Form for Outside Groups (Addendum B) Resources (addendum C) Key Disbursement and Request (Addendum D) Acknowledgement 29

4 WELCOME Good Shepherd Catholic Church (GSCC) welcomes you as a member of our parish. Please read these guidelines in their entirety for important information. You will be asked to sign the attached agreement indicating you have read, understand, and abide by the guidelines. Our Parish is blessed with many ministries and a facility to enable us to carry out the mission of the Church. A parish staff member is the leader of each group and is responsible for understanding and communicating parish and diocesan policies, financial controls, communication, and ensuring proper use of the facility. INTRODUCTION This manual has been developed to provide the how-tos of organizing and implementing ministry programs. It is intended to help organizers to know what to do and how to get it done in a way that avoids the pitfalls that lead to frustrated efforts and discouragement. Experience is the best teacher and, as such, will educate us on how best to proceed. This manual is the fruit of our experience thus far and is an evolving document; updated from time to time as experience teaches us how to do things better or differently. It is hoped that all parish organizations find this to be a helpful guide and resource for planning and implementing ministries through our worship, prayer, formation, fellowship and outreach ministries. This manual provides uniform and standardized procedures that enable the parish to provide a welcoming and safe facility in compliance with federal, state and county regulations, reporting requirements, diocesan guidelines, and canon law. PURPOSE Good Shepherd Catholic Church is a parish within the Catholic Diocese of Arlington. The parish exists to bring people into a closer relationship with God and to fulfill their individual call to live their Baptismal Promises. The people of the parish the Church, are invited to pray, worship and celebrate the Mass; be formed in the teachings of the faith, gather in fellowship and be sent forth in service. The Good Shepherd Catholic Church (GSCC) facility is available for parish-sponsored programs that are consistent with the vision and values of the parish: The Vision is to be loving as Christ loves, serving as Christ serves. Commitment to lifelong spiritual development through our liturgies, prayer, formation, and service. This Manual provides guidelines and procedures to ensure responsible Stewardship of parishioners time, talent, and treasure and promotes safe use of parish facilities. The procedures avoid misunderstanding on financial controls, safe environment, scheduling, communication, facility use, and equipment. Parishioners have invested their God-given gifts of prayer, time, talent and treasure to provide space, equipment, and an environment for ministries to flourish. Therefore, proper oversight must be given to ensure good Stewardship: Financial controls; Safe environment for children and youth; Safe and accessible facility for seniors and the handicapped; Facilities to effectively carry out the mission; Procedures for scheduling and use of space; Proper care and safety by all users when using the facility; Knowledge of and implementation of the Emergency Management Plan; Protection of facilities against damage, loss or misuse; Responsible use of energy; Appropriate use of space; Thorough cleanup, including proper disposal of recyclable items in appropriate bins; Extension of facility life through proper maintenance; Communications within and outside the parish to promote the vision and mission

5 STEWARDSHIP As Christian stewards, we receive God s gifts gratefully, cultivate them responsibly, share them lovingly in justice with others, and return them with an increase to the Lord. United States Bishops Pastoral Letter on Stewardship Since 1965, Good Shepherd has valued the gifts of parishioners as the foundation for parish ministries. The cornerstone of our ministries are pray, learn, serve, and participate in engaging parishioners in our parish family. We are committed to vibrant liturgies, life-long faith formation, and service to our parish, community, and the world, welcoming to visitors and newcomers and sharing our God-given gifts with each other. Stewardship of the parish resources includes the day to day operations and ensures the safety and security of parishioners, volunteers, visitors, vendors, and staff. The Emergency Management Plan addresses specific weather and external risks to the parish. Parishioners, volunteers, and staff are responsible for reading and implementing actions needed to protect people and the parish facility. As grateful stewards of God s generous blessings, offertory contributions are the primary means for funding parish ministries and activities. We encourage all parishioners to make a yearly pledge as a commitment to financial support to the parish. Thus, the yearly budget process enables us to maintain a consistent funding and effective investment of treasure in our ministries and outreach. The Pastor, Clergy, and staff are grateful for the sharing of parishioners God-given gifts, of time, talent and treasure. The parish conducted a Capital Campaign in 2012 to upgrade and renovate large portions of the facility. The maintenance and care of this investment are a shared interest and responsibility. We are keenly aware that the demands for parish resources (space and finances) are infinite, yet our resources are finite. We acknowledge we have the privilege and responsibility to be sensitive to the needs of our parishioners and their finite gifts in how, when, and what we ask them to share. Thank you for carefully discerning fundraising plans; ensuring they do not undermine our larger message of Stewardship - sacrificial giving. Fundraising efforts should work together in a fashion that builds unity of mission and purpose as a parish family. Periodically, fundraising projects will be organized to help fund special needs in the parish and the local community. Fundraisers, including items for sale, food sales, or requests for donations must be reviewed within the context of other programs and events. All fundraisers, including Free Will, offerings need prior approval by the Pastoral Associate. The purpose of pre-approval allows for a broad look at all Stewardship activities that occur and helps each ministry achieve the greatest success. COMMUNICATION Parishioners and members of our community enjoy access to parish information via a growing mix of digital, print and social media. However, these new communications channels are not without challenges and limitations. Ease of computer access creates an environment for the unauthorized and inconsistent posting of information, as well as conflicting information from other sources. In 1997, the United States Conference of Catholic Bishops (USCCB) published a document entitled The Pastoral Plan for Church Communication affirming the place of mass communication as a means to spread the Good News of Jesus Christ to the world. The document was written primarily as a guide for diocesan planning. However, it has become clear that parishes also have a responsibility to participate in mass communication of the Good News. The expansive nature of communications technology has necessitated the development of this communications policy to facilitate continued growth in the area of communication and establish boundaries protecting the integrity of the information.

6 External Communication Maximize best practices for wide-ranging delivery of the Good News via mass media, social media and electronic communications channels. Ensure all communications reflect the character and Christian values of our parish. Ensure all ministries and programs have appropriate opportunities for and frequency of communications to parishioners regarding ministries and parish programs. Minimize the risk to the reputation of the parish that can be caused by improper and unauthorized external communications. Church communication may not be used for partisan political messages. Association, representation or endorsement of, or by, any political candidate, party, or campaign, whether actual, inferred or implied is prohibited. See the Virginia Catholic Conference Handbook on Political Activities. ( Advertising - No aspect of church communications may be used to promote any activity resulting in a financial gain of a staff member, parishioner, or business, except sponsored advertising, which supports printing the Sunday bulletin or the International Festival. Communication Channels - Unauthorized websites, blogs, social network sites, direct mailings, and use of the parish name and logo are not permitted. Only members of the Communication Team shall maintain external communications channels on behalf of the parish. All content on website, monitors, social media, apps, blogs, bulletin or other media outlets is under copyright protection. MEDIA RELATIONS Only authorized staff spokespersons; the Pastor, Parochial Vicar, Pastoral Associate, may communicate directly with members of the media on behalf of the parish. It is in the best interest of GSCC to maintain relations with the media in an open, pragmatic manner and respond promptly to their legitimate interests. All media requests should be recorded accurately and passed on to the Pastor and Pastoral Associate. Media requests include inquiries for interviews, commentary, and information, and include all media, TV/Radio, newspapers, magazines, local/national media, social media, and Internet sites. Authorized spokespersons will respond on behalf of the parish, or assist in identifying the appropriate staff member, to handle the response. Ministry volunteers are not authorized to speak to reporters without advance knowledge and coordination with the Pastoral Associate. Volunteers who are approached by the media should be instructed to direct all media calls to the Pastoral Associate. CRISIS COMMUNICATIONS When a significant event or grave situation occurs, it is important to communicate the unexpected event or situation to the pastor and Diocesan Communications Office immediately. These may include but are not limited to natural disasters, accidents with injury, law enforcement or firefighter notification and response at the parish, death, serious misconduct by a student, faculty, staff, lockdowns, etc. Communication from the parish regarding unexpected events or serious incidents must be directed to the Pastor.

7 GENERAL GUIDELINES Our desire is for everyone to realize and respect that many individuals/groups use the facilities for a variety of activities every day. To make all events enjoyable and safe, all who use the facility must adhere to the following guidelines: The conduct of all persons is expected to be respectful of everyone in and surrounding the facility. Users will maintain appropriate noise levels that respect our activities in adjoining spaces, our residential neighbors, and the parking lot. Activities and programs are limited to the space assigned. Candles are allowed only in designated areas. Users are expected to leave the building clean, and in the same condition, it was before the event. All outside items associated with an event must be removed immediately following the event. Tables and chairs may not be moved from their designated area. Furniture and equipment (i.e., tables, chairs, microphones, etc.) purchased and owned by the parish will be used exclusively for ministry functions and may not be removed from the premises. The parish staff reserves the right to re-assign small groups who have reserved large meeting facilities into smaller meeting spaces (as needed). MINISTRY LEADER RESPONSIBILITIES Ministry leaders are staff and volunteers. Staff leadership is important as role models to volunteers in supporting and adhering to the handbook. Therefore, staff and volunteer leaders will: Follow all policies. Learn and follow the policies that apply and consult with the appropriate individual when there is any doubt about policy. Ensure trained staff and volunteers are onsite for the entire event. Provide for safety at the event, prevent and stop any unsafe operation. Ensure that the posted legal capacity of the facility is not exceeded. Strictly observe liquor laws and comply with conditions specified in the permit. Assume full responsibility for the conduct of members and others in attendance for the space assigned. Restrict use of the facility to the purpose scheduled and not permit the use for any other activity. Be respectful of parishioners and our neighbors. Assure event coordinators receive, read and follow the policies of this manual. Prohibit non-approved use. The following items are not allowed in or on church property at any time: Weapons; Controlled substances/drugs; Any behavior that would distract from a Christian atmosphere. Violation of any guidelines or regulations could lead to the loss of eligibility to use the facility. Good Shepherd Catholic Church reserves the right to cancel use if the group is not in compliance with the parish Vision, Mission and Parish Operations and Procedures Manual.

8 OPERATIONS To promote parish ministries; ensure the safety of parishioners, visitors, vendors and staff; and effective use of facilities; all users will comply with the following policies. SAFE ENVIRONMENT FOR CHILDREN AND YOUTH Children are the most precious resource of the family and the Church. The greatest care must always be taken when the safety of children is involved. The parish is committed to providing a safe environment for all children entrusted to our care and assisting each child the opportunity to grow in faith, grace, and wisdom. All employees and volunteers with substantial contact with children are required to comply with diocesan child safe environment procedures. Any group/ministry/or event with children in attendance is required to comply with the Catholic Diocese of Arlington Child Protection and Safety requirements: Children must at all times be under the direct supervision of a parent, guardian or Safe Environment trained and fully compliant adults. Fully Safe Environment compliant means: o Attended a VIRTUS session within 45 days of beginning their volunteer work; o All paperwork has been completed and submitted; o The background check has been returned as Clear. VIRTUS is one element of our Protecting God s children program. VIRTUS is a three to four-hour awareness session that instructs adults of the parish who interact with children. CHILD SAFETY AND SUPERVISION Staff and ministry leaders should monitor the premises. Every individual should have a specific reason for being at the event. When children and youth are dropped off by a parent they must be part of a scheduled ministry; i.e., registered in RE, participating in Youth Group, choir or another ministry. When parents and children come together to the church, the child must be supervised by their parent(s) at all times and are not permitted to roam freely on parish property. Child or children means any natural person(s) less than eighteen (18) years of age. Ministry leaders are required to provide adequate and appropriate supervision of children/youth at all times. Event coordinators are responsible for making sure children do not leave until released directly to their parent, guardian, or a person designated with written authorization. Trips to the bathroom, especially for younger children, should be with a parent or legal guardian. Children may not be released into an unsupervised situation. When children attend parish events without their parents, the following ratios will apply: o The ratio of chaperones/supervisors to children (over the age of 3) is 1:10 for day trips and 1:7 for activities lasting more than 12 hours. Separate ratios apply for Nursery-aged children <3 year-old. o In the event an insufficient number of chaperones/supervisors, the event will be canceled. o Under no conditions will a person under 18 be used to satisfy the requirement for chaperone/supervisors. For off-site programs, a list of all adult chaperones and proof of Safe Environment compliance must be provided to the Safe Environment Coordinator, Mary Beth (m.mcnichol@gs-cc.org) at least one week before the event. NURSERY USE AND GUIDELINES Good Shepherd has established the following rules for the security and safety of all families who use the Nursery. The Nursery may only be used when scheduled for a particular event or class and only when staffed by a Good Shepherd staff member or Safe Environment compliant volunteers. These rules apply to any and all children using the Nursery or Classrooms for child care whether during Mass or a special event. Questions or concerns regarding the Nursery Rules or Operations should be referred to Joan Sheppard, Director of Faith Formation, at (703) or j.sheppard@gs-cc.org.

9 Children occupying the Nursery must be no younger than 12 months old (and able to walk on their own), and shall be no older than three years of age. Adult/Child ratio in the Nursery (or classrooms when they are being used for child care) is determined by the age of the youngest child. The following Adult/Child Ratio chart applies: Age of YOUNGEST child months 24 months 3 years >3 years (for Special Events) 1 Adult Per Children 1 adult per 4 children 1 adult per 8 children 1 adult per 10 children Notwithstanding the above, it is desirable to have a minimum of two fully Safe Environment compliant adults in any room (Nursery or Classroom) where child care is being provided. Maximum capacity in the Nursery is 12 children and 3 staff/volunteers. All families using the Nursery during Mass must have a current, updated yearly, Nursery Registration Form on file. All adults working or volunteering in the Nursery must be fully compliant with Diocesan Child Protection Requirements BEFORE they may volunteer. Volunteers must be at least 16 years of age. A Safe Environment Compliant Adult Volunteer must be accompanying volunteers under 18 years of age. The Nursery utilizes a pager system to reach parents in the event a child is sick, needs to use the restroom, needs a diaper change, or is inconsolable. Parents agree to keep pagers with them at all times and to report promptly to the Nursery if their Pager is activated. Parents who do not respond to the call may lose their nursery privileges. The Nursery is typically open for the Sunday 2:00 pm Masses. Any event that seeks to offer Child Care must receive approval in advance from the Director of Faith Formation by completing the Nursery Registration Form. The Parish Receptionist will not open the Nursery unless a Group has received prior approval and scheduled the use of the Nursery. Parents must sign their child IN and OUT of the Nursery. If someone other than a parent will be picking up your child, that individual must be listed on the Nursery Registration Form. No food or drink is allowed in the Nursery at any time. Special Events: Children up to age ten may remain in the Nursery as long as fully compliant staff or volunteers supervise them, and the group sponsoring the special event has provided age-appropriate activities for them. In no event shall children older than age 10 use the Nursery.

10 FINANCIAL CONTROLS Financial Controls are put in place to ensure: Responsibilities, policies, and procedures related to ministry spending and management of income. Ensure operations within approved budgets and prompt reimbursement of valid expenditures. Ensure parish income is managed accurately, timely and safely, as a faithful steward of the Parish s treasure. Assure that Parish finances are handled with accountability and transparency, following all diocesan and parish internal controls procedures. Timing - Budgets are prepared annually for three fiscal years. The assumed increase in recurring expense will be factored into yearly budget guidelines. Responsibilities: Pastor - approve the annual Good Shepherd budget, any subsequent or significant changes, and expenditures to execute the approved budget. Finance Council (FC) Reviews the budget making certain it meets the parish strategic goals and objectives. Ensure the budget reflects sound financial management principles. The Finance Council reviews financial statements quarterly. Pastoral Associate (PA) Collaborate with the FC as an ex-officio member of the FC and advise the Pastor on the Parish operations. The PA reviews all disbursements and has authority to approve expenditures and sign checks. Business Manager (BM) Prepares annual budget, provides monthly reports, cash flow statements, and annual report to the diocese. Ministry Directors Collaborate with committees in the preparation of the budget line items. Ensure execution of the budget line items is in accordance with the approved budget, monitor budget to actual amounts and explain any variances. Business Manager - Prepare appropriate portions of the parish budget, ensure the expense approval process is followed, prepare checks and/or authorize advance expenditures and process reimbursements. Maintain a separate account for the International Festival raffle and bingo expenses and receipts. Administrative Assistant Process requests for orders of goods and services from all Ministry Directors. All ministries are expected to operate within the budget guidelines. Specific line item adjustments should be addressed throughout the year. Procedures for Reimbursement Budget-approved expenditures: o All purchase orders for goods and services should be sent to the Administrative Coordinator. o Purchases under $500 must be approved by the responsible Director. Purchase over $500 must be approved by the Pastoral Associate. Completion of the Expense Request Form is required. o Requests for payment are submitted by the responsible Director to the Business Manager. o The Business Manager will prepare the check for signature. Allow 5-7 days for check approval and signature. o Administrative Assistant is responsible for all ordering and will obtain goods/services from designated merchants who directly invoice. Invoices must be approved by the Director, and turned into the Business Manager. If a purchase is over $500, then a Purchase Request Form must be completed before ordering. o No blank checks will be issued for purchases. Reimbursement checks will be made out to a specific person, by name, and never to Cash. Obtaining goods/services for non-budgeted items or costs over the budgeted amount: o The Director/Committee Chairperson should submit a request to the PA explaining the need, estimated amount, and why the expense was not in the original budget request. The PA and BM will make recommendations to the Pastor.

11 Obtaining services from Individual Contractors: o A W-9 form will need to be issued to the individual or partnership that is providing services and will be receiving $ or more by the Ministry Director. o The individual will turn in the completed form to the Ministry Director and will be included when requesting payment. Parish Credit Cards: The PA determines what staff member will hold a credit card. All credit cards need to be stored in a secure location. Individuals are prohibited to charge personal items to parish credit cards. The individuals responsible for the card will turn in all original receipts as soon as the bill comes into the office. Obtaining check advances: The Office of Internal Audit of the Diocese does not recommend issuing checks for advance purchases. Checks will not be issued without proper documentation, including complete address, and W9 forms. Special Considerations Emergencies - responsible authority notifies the Pastor and the Pastoral Associate who decide if further counsel with committees is warranted. True emergencies are initially funded out of current budget until deliberate discussions take place to determine the most appropriate account. Diocesan approval is required for expenditures over $30,000. Capital Improvements and Replacements are investments that extend the useful life of a facility. o Major components include structural and mechanical systems. o Once a Capital Improvement or Replacement project has been completed, payment will be made through the DIAL (Diocesan Investment and Loan) Capital Improvement and Replacement Fund (managed by the Catholic Diocese of Arlington) or transferred from operating checking account to DIAL Capital Improvement and Replacement Fund. This will ensure that appropriate costs are posted to the DIAL Capital Improvement and Replacement Fund as they occur. The DF will determine where to pay the expenses from, the operating account or the DIAL account based on the frequency and amount of the expense. o True emergencies can be handled as cited above with the Capital Replacement Fund reimbursing the operating fund when appropriate. o Normal operations and repairs are funded through the operations and repair budget. Funds will not be collected for families through the parish. In special circumstances where parishioners wish to provide support to a family in a time of crisis or need, funds will be provided directly to the family. The PA and DF should be notified, in advance. All ticket sales and receipts for Social Events must be counted and turned into the Business Manager or dropped into the safe the same day as the event. Reimbursement check requests will follow the procedure above for routine reimbursements. Coordinators do not reimburse themselves from the ticket sales or receipts. Reimbursements should be made no later than one (1) week after the activity. Procedures for Income Receipts All income should be counted and handed to the Ministry Director and placed in a safe on the day of the event. The Director will prepare a Deposit Request, place the request in the Business Manager s mailbox and cash in a safe and inform the DF receipts are in the safe. The deposits need to be counted by two individuals who initial the deposit request form. The Business Manager assigns a volunteer to count the funds and prepare the necessary deposit slips for the bank. Receipts will be deposited as soon as possible. Expenses should not be taken out of the income collected. A separate expense reimbursement needs to be submitted.

12 International Festival International Festival (IF) & Raffle - IF expenditures are approved by the respective chair; IF Operations and Raffle Chairpersons. IF Chairperson will approve reimbursement to booth/activity chairpersons for expenditures after receiving receipts for those expenditures. The IF Chairpersons will submit the reimbursement request to the Business Manager. The Business Manager will prepare the checks as noted above. All income from raffle and bingo must be accounted for separately from other IF operating income. After the festival, the Business Manager will prepare a summary of operating and raffle income and expenses and submit it to the PA, Pastor and FC. Fiscal Year Budget Timeline: January February March April April May June July Mid-year review Review timeline with Financial Council Publish timeline to Directors 3 Year budget submitted to FC Business Manager reviews individual budgets with FC and PA FC recommends FY 20X-20X+3 budgets to Pastor Pastor approves final parish budget Start of new fiscal year TECHNOLOGY The parish provides technology resources for the use of staff, volunteers, and vendors. Access to computers, monitors, and WiFi are managed through individual directors. There is a guest WIFI option parishioners and visitors can access without a password. FACILITY USE QUALIFICATION FOR THE USE OF THE FACILITIES Priority for the use of the facilities shall be given to parishioners and groups that are a part of the ministry, organization, or sponsored activities of the parish as follows: Parish-sponsored ministry programs and events, councils and committees. Charitable organizations sponsored in the diocese and community on a space available basis. The facilities and equipment of GSCC will be made available only to non-parishioner groups that meet the following qualifications: Groups whose general objectives are in harmony with the principles and objectives of GSCC. Groups willing and able to take responsibility for their activities and for the facilities and equipment they wish to use and are willing to abide by parish guidelines and policies. Groups that are known to GSCC, e.g., Good Shepherd Housing Ventures in Community, United Community Ministries. GSCC reserves the right to cancel any use agreement at any time if the group is not in compliance with Good Shepherd Catholic Church s mission and Facilities Use, Policies and Procedures Guidelines Manual. Groups must comply with the diocesan risk management policies providing: o Certificate of Insurance/Liability o Use Form, as required. Event/Ministry Sponsor The Event Sponsor is the parish staff leader who accepts responsibility for adhering to the policies in the Facility Use, Guidelines and Procedures Manual. For certain events, a volunteer may be delegated this responsibility. Volunteers will be required to adhere to all policies. Ministries with more than 10 members or events spanning more than 8 hours (including set up and clean up time) require more than one Event Sponsor. The event sponsor must meet the following requirements:

13 At least 21 years old. Present throughout the entire event, from set up through clean up. Responsible for and capable of abiding by guidelines established in this document and returning facilities to original condition. Each group and sponsor is required to ensure that proper behavior and conduct are maintained. Any person who persists in an activity that is not permitted will be asked to leave the facility. Contact the Pastor or PA for assistance. GSCC will not be responsible for the loss or theft of any personal property. o Personal items are the sole responsibility of the owner. GSCC is not responsible for damage to vehicles. GSCC does not allow rental to any for-profit group intending to make money during an event. Except for guide dogs, pets are not permitted. The parish is governed by the Catholic Diocese of Arlington and is required to be in compliance with Fairfax County laws, zoning regulations, and guidelines from emergency personnel. In 2012, the parish applied for and received a Special Use Permit Amendment (SUPA), Addendum E. Number seven outlines the required closing time as 10:00 pm for events. In accordance with zoning and permitting through Fairfax County: Facilities are available between 7:00 a.m. 9:30 p.m. o Our closing time is 9:30 pm, meaning attendees have cleaned up their area, and are leaving, not just ending and cleaning up. This allows time for our cleaning crew to have an empty building to clean and do setups for the next day. Use outside these hours will be restricted to Liturgical events, i.e., Christmas Eve, and Easter Vigil, and must be approved in advance by the Pastoral Associate. Requesting Use of Facilities: The parish facility is in use approximately 100 hours per week. Scheduling, use, and wear and tear on the various rooms and spaces requires all users to be good stewards of the gift of our facility; flexibility and adaptability are required by all users. There are occasions when space may be available, but the setup may not meet the request. There may be multiple events scheduled throughout the day requiring users to adjust to a common setup. The Administrative Coordinator, Sheila Keys (s.keyes@gs-cc. org), in conjunction and in consultation with the Pastoral Associate is responsible and empowered to make adjustments. Scheduling Parish Liturgy and Faith Formation programs take precedence over all other functions or meetings. Church ministry related meetings take precedence over a secular meeting. Every attempt will be made to accommodate all parish related ministry and meeting requests. Responsibilities of requesting party: o Provide the following information to the appropriate Ministry Director: o Date/Time/Duration of event o Estimated number of attendees o Required Set-Up o Equipment Requests o Ensure all sponsors, volunteers and attendees are aware of, and in compliance with facility policies. o Ensure that all Ministry Leaders are aware of the Emergency Management Plan, available in the front office. o Notify the Facility Coordinator, via to facilities@gs-cc.org, of any problems with the facility upon your arrival. o In the event of a serious issue, electrical, plumbing, etc., contact Larry immediately. o Provide notification if there is damage incurred during the event. o Information on setup or facility concerns should also be provided to the appropriate coordinator to support the resolution. o After building use, clean all the areas. The area should be returned to the same condition as before use. Scheduling of programs is done on a fiscal year basis. The facility is not open on Federal and Diocesan holidays.

14 Meeting or event scheduling will be handled through the Director responsible for the program. o You are expected to arrive and depart at the times scheduled. If you find you do not need the meeting space, please be considerate and contact the responsible Director. Participant Behavior The conduct of all persons attending programs is expected to be respectful of the property and other groups, maintaining noise levels that respect others in adjoining spaces. Activities and programs are limited to the space that is assigned. Groups may not move to a space other than that which was reserved nor move furniture or equipment. The capacity of each room within the facility should not exceed fire code capacity as indicated. Violation of these guidelines could lead to the loss of eligibility to use the facility. Keys and Access Information Keys will be provided to those individuals who have a demonstrated need for requiring a key. Keys will be issued through the Administrative Assistant, Mary Beth McNichol, m.mcnichol@gs-cc.org. Keys should not be shared. Duplicates should not be made. Lost keys or non-compliance with key usage policies could result in the loss of key privileges. Others will be required to pick up a key during office hours or make arrangements for someone to unlock. Arrangements will be made for key return through the Facilities Coordinator. See Addendum D for the key request form. Security System and Procedures The parish has security cameras to monitor entrances and exits, the church, office, workroom, kitchen, Memorial Hall, and hallways. Security system codes will be provided to those individuals who have a demonstrated need and take responsibility for opening and closing. Training and codes will be handled through the Facilities Coordinator. Codes should not be shared. Set-up Setup information shall be provided when reserving a space, a minimum of two weeks before the event. If any changes are made to a reservation s setup within these two weeks, the administrative coordinator should be notified. Failure to do so may result in the ministry being responsible for their setup. For funerals, advance notice is not possible. Direct requests for a set up must be made to the scheduler. Non-parishioner groups shall provide for their own set up unless prior arrangements are made. Furnishings and equipment shall not be moved from one reserved space to another. Posters, decorations, etc. shall not be attached to front doors, walls or ceilings. Cleanup The facility must be returned to the same condition it was in at the time it was occupied. All groups using are responsible for cleaning. Includes sweeping and vacuuming. Kitchen cleanup, removal trash to the dumpster, proper disposition of recycling, and wipe down all surfaces or tables used. All furnishings and equipment shall be arranged or returned to their original positions. The space shall be left clean and all trash or garbage disposed of in the dumpster. Safety The safety of parishioners and visitors is primary in the operation and use of the parish facility. Be familiar with the Emergency Management Plan. Exits may not be obstructed. Hallways to Exits may not be used to store anything. A clear path of at least 36 wide must exist to all marked Exits or hallway to an Exit.

15 Accidents and Medical Emergencies In the event of a medical emergency: Render urgently needed first aid, if you are qualified, that is needed for the situation. Call You can also call from a cell phone. Tell the operator your name and from where you are calling. Notify the operator of your exact location: Good Shepherd Catholic Church 8710 Mount Vernon Highway Alexandria, VA phone Indicate whether a single person or more than one individual is involved. The exact location of the injured person(s), i.e. inside the Hall, Give as much information as known, for example: The injured party has severe chest pains and has trouble breathing. The name and a description of the injured person. Stay on the line with 911 until the paramedics arrive. Designate someone at the entrance to direct emergency personnel. Incident/Event Reporting After dealing with the emergency but before leaving the property, the Parish Office, a priest and the Pastoral Associate must be notified of the incident. If none of these people is present, call the parish office and follow the directions for contacting the answering service to leave a message. Fill out a report Workers Compensation Report of Injury, including the name(s) and as much information as you can to identify the injured person and the nature of the injury. Include the names of witnesses to the accident or injury. Provide as many details as possible. The report must be submitted to the Business Manager, which is forwarded to the Diocese. Interior Use Guidelines The parish has multiple spaces for parish ministries. The following guidelines apply: Food and beverages are not allowed in classrooms or anywhere other than Creedon Hall, Memorial Hall, Commons, and Parlor Lounge. Table cleanup, sweeping, mopping, putting trash in the dumpster, etc. are the responsibility of any group serving food and beverages. Groups must return table, chairs and all fixtures to their original configuration, to support a follow-on group. Classrooms and kitchen will remain locked unless use is specifically requested. Kitchen See Kitchen on page 19. No furnishings or equipment shall be removed from the building without permission from the Pastoral Associate. All supplies must be returned to their original places, and mops must be rinsed and stored properly. All lights must be turned off and all doors locked securely upon departure. Authorization to use one space does not authorize the use of other spaces. Groups may only use the space that they have reserved. o Extend into other empty spaces impacts other groups. o Expand into other space cannot take place in any area without prior permission. Alcohol Beverage Policy For limited specific events alcoholic beverages may be served. Serving alcoholic beverages during hours of religious education is prohibited. Serving minors are prohibited at all times. Open, unsupervised serving of alcohol is prohibited at events at which minors are present. The event sponsor is responsible for verifying those drinking alcohol are of legal drinking age. Alcohol may not be left unattended and must be removed immediately after the event. Servers must monitor individuals consumption. Alcohol is restricted to the Hall and patio for special events; it is not permitted outside the facility, except for the International Festival.

16 Sale of alcoholic beverages even as a part of a purchased meal or admission to an event requires obtaining an Alcohol Beverage Control license. A copy of a liquor license must be submitted to the Facilities Coordinator and posted during the event. Dinner or other events where alcohol is sold requires an ABC License signed by two un-related people. No Smoking Policy All indoor facilities are non-smoking. Doorway areas are considered part of the building and are smoke-free. Do not leave cigarette butts on the ground. Dispose of cigarette butts safely. Smokeless tobacco is not permitted at any time. Equipment, Furnishings, and Supplies Church owned equipment (tables, table coverings, chairs, audio visual equipment, kitchen equipment which includes utensils, pots, plates, punch bowls, coffee pots, prayer books/cards, etc.) should not be taken from the church for personal use. A director, who accepts responsibility for the receivers and transponder, may sign out interpreter equipment. o The director must submit a request for use of the equipment. o The director agrees to inventory equipment before and after use. Due to difficulties in moving equipment and in compliance with occupancy limitations, groups are restricted to using the equipment (e.g., tables, chairs, etc.) found in the area they are using. All rooms are equipped with the number of chairs for the capacity of the room. Equipment should be identified in conjunction with reserving space. Prohibited Decorations Attached to TV screens or the "Smart Boards". Anything attached to the hall projection screens or sky-fold dividers. Anything that covers or blocks the view through any window in any door. Anything hung from light fixtures, sprinkler heads, equipment or thermostats. Plastic film or coverings due to fire danger. Fog and smoke machines. Aluminum foil and other metal decorations may not be used near electrical outlets. Water decorations. Walls and Windows Do not use staples; push pins, nails, screws, tape, or glue on any wall or window. No writing on any wall or floor. Bulletin boards are available to post information. Bulletin Boards in the Faith Formation hallway are restricted to Faith Formation advertisements and information and may be used only with permission of the Director of Faith Formation. Blue painters tape may be used in the classrooms. Approved sticky Flip Charts may used on walls. All postings must be removed after the event. Music and Amplified Sound Music is an important part of the liturgical, spiritual, formational, and fellowship life of the parish. The sound system in the church and hall are designed to meet the needs of various ministries. The Director of Liturgy and Music must approve the use of the organ, instruments or equipment. Directors responsible for a ministry requiring the use of the sound system and/or equipment will be trained and are responsible for training volunteers. Directors will ensure ministries use the equipment for and in the manner intended. Volunteer leaders of music groups will be trained on the sound system and must be present during ministry programs. Sound levels must respect others in adjoining spaces. Amplified sound that can be heard in surrounding rooms is not allowed.

17 Outdoor music, other amplified sounds, noise, lights or activities that disrupt the surrounding neighbors are not allowed. Music by DJs and/or live bands may be permitted but must be identified on the Facility Use Application as part of the event description. Storage Equipment and resources need to be stored adequately to protect their use for ministries. Personal equipment or materials may not be stored or left at the parish. Use of storage without permission may result in items being discarded. Thermostats Temperature is pre-set based on facility usage and needs. Individuals should not open thermostat controls and adjust the temperature. The thermostats will be adjusted seasonally. Ladder Use All staff and volunteers who need to use a ladder must attend diocesan provided ladder training. Ladder training is held yearly. Requests for use of a ladder must be submitted in writing two weeks in advance and include the name of staff and volunteers who need to use a ladder. The Facilities Coordinator will provide access to ladders. All ladders are properly stored and locked when not in use. Parish Rooms The parish is blessed with a variety of spaces that support the spiritual, formational and outreach of parishioners. We must treat each of the available spaces as we would our own homes. Church, Prayer Room, and Narthex The church is our primary place of daily and special worship celebrations. The prayer room is a place for quiet prayer. The narthex is a transition space providing time and space that allows parishioners to begin to prepare for Mass, sacramental celebrations and prayer. Extra care should be given to ensuring that God s house is a place that supports the liturgical activities of the parish. All activities held in the church, prayer room, and narthex should be consistent with worship, prayer, spirituality and devotion. Prayer Room The Prayer Room is a small space used for prayer and quiet reflection. Visitations may be held in the Prayer Room. The Prayer Room is not intended to be a meeting or event space. Parlor Lounge The Parlor Lounge is a medium sized space available for small faith sharing groups. Setup of the lounge should use the chairs and equipment provided. o Chairs and tables should not be moved into the Parlor Lounge Food and drink may be served in the lounge. o Supplies should be returned to the appropriate cabinets. o Sink and counters should be free of spills and crumbs. o Coffee service is available in the lounge Commons The Commons is a beautiful gathering space and is often the first impression of the parish by parishioners and visitors. Every effort must be made to ensure that the area is warm and welcoming. Considering it is centrally located; scheduling and use require consideration of all other activities and needs, especially events in the Narthex, church, and Creedon Hall. The use of the Commons must be reserved in advance to ensure a manageable number of activities occurring on any given weekend.

18 Groups advertising or conducting a sale must not obstruct the flow of people entering or leaving the church. Displays should be kept to a minimum and are to be removed after Masses on Sunday. Information Center and video screen are an excellent medium for updating parishioners on events. The Information Center counter is available on a first-come first served basis by no more than three groups. Scheduling of the Information Center is through the calendaring system. Memorial Hall Memorial Hall allows for individual entrance into Creedon Hall. The space also leads to restrooms and storage. Hospitality, food sales, and informational displays may occur in the space, but subject to scheduling guidelines. Creedon Hall Creedon Hall is a large multi-purpose room that may be divided to accommodate smaller groups and programs. Each section of the hall has separate audio-visual equipment, lighting and sound controls. Training is available through the responsible director. No more than two sections of the hall may be reserved except for parish-wide events and liturgical functions, Palm Sunday, Holy Thursday, Easter, and Christmas. Faith Formation has priority over all fellowship events. o Large groups may have the opportunity to expand into three sections if no other group requests use of the hall 10 days in advance of the date. The hall is not a gym. Therefore, balls and other sporting types of equipment are not allowed. The sky-folds are room dividers and sound buffers. They should not be used to lean on, pound on or used as a wall. When lowering or raising sky-folds, appropriate signage or verbal instructions must be given to ensure obstructions (doors) do not impede its action (raising, lowering). Office The parish office is open Monday through Friday from 9:30am to 5:30pm and the first and third Sunday of the month 8am to 4:00pm. The offices are for the use of employees. Access to offices are restricted to those with the appropriate keys. Kitchen The kitchen is used by many people and groups. Groups that use the kitchen must adhere to the standards listed in this document The kitchen is a central place for preparing food for fellowship and outreach programs. Users of the kitchen must fully comply with all food safety procedures, be responsible for the cleaning and returning items to their designated spot. Organizations using the kitchen are required to comply with the following procedures: Formal training on kitchen equipment is required before use is permitted. o Training may be scheduled through the appropriate Ministry Director. Children are not permitted in the kitchen unless part of an RE or service related function. o Children must be supervised while in the kitchen, and Safe Environment ratios must be met. All utensils, pans, and decorating items must be put away at the end of the event. o Groups must put items in the correct cabinets. This will make it easier for all groups to use the kitchen and cooking supplies. Scalding is one of the most common injuries in the kitchen. Make sure to turn pot handles away from the front of the stove. Scalding can occur from hot steam as well. Be careful when lifting lids from hot food. Handling Knives: o Always cut away from your body when using a knife. o Always use a cutting board. o Keep knives clean (including handle) slippery handles can cause injuries. o Do not put knives in a sink of soapy water they may not be seen, and accidents can occur. o Wash and dry carefully keeping sharp edge away from your hands. o Always lay them flat, never on the back or edge.