Crown of Life - Facilities Use Policy

Transcription

1 Crown of Life - Facilities Use Policy Statement of Policy Crown of Life has been blessed with wonderful facilities to be used by our members, regular visitors, faculty and students as we carry out our mission of being a Christ-centered family, guiding all people into heaven through God s love and grace. To this end, our facility use policy exists to ensure that everyone who uses our facilities adheres to the following tenets: - Activities conducted fit with our beliefs as listed at - The use of this church and its facilities glorifies God. - All members and visitors are treated as honored guests. - The life of our facilities is extended through proper care and maintenance. - Appropriate energy conservation, cost reduction and safety measures are observed. - Our facilities are properly protected against loss, damage and misuse. Applicability / Scope The primary use of the facilities and equipment of Crown of Life Lutheran Church and School is for the ministry that is organized, led and conducted by Crown of Life staff, members and participants of the various organizations supervised by Crown of Life. While this policy applies to all persons using Crown of Life s facilities, preference will be given to functions that directly support the mission of Crown of Life. Outside group use of our facilities shall be limited to Crown of Life Lutheran Church and School sponsored groups and must have a church or school member present during all outside group activities/events unless specifically authorized by the Senior Pastor or Church Administrator. Typically, Crown of Life facilities are only available to outside groups that are non-profit organizations whose vision and core values are consistent with those of Crown of Life and are not in conflict with Crown of Life s ministry or beliefs, however, for-profit organizations may use the facilities on a not-to-interfere basis with any Crown of Life (church or school) activity/event or non-profit organizations that have permission to utilize Crown of Life facilities. All for-profit organizations that are authorized to use Crown of Life facilities must pay the fair market value rate as contained in the Fee Structure listed on the last page this policy. Facilities will be allocated based on the following priorities: 1. Crown of Life activities, which include, but are not limited to: a. Worship services b. Sunday school classes and Bible studies c. School classes, activities and events d. Ministry-specific work done at the church 2. Crown of Life special programs/events, which include, but are not limited to: a. Vacation Bible School b. Christian camps/programs c. Entertainment Events 3. Crown of Life ministry support activities, which include, but are not limited to: a. Committee, team and staff meetings b. Small groups and community bible studies c. Youth activities (Teen Community Bible Study, Highway 912, etc.) Council Approved [December 16, 2013] Page 1 of 11

2 4. Crown of Life sponsored events/activities, which may include, but are not limited to: a. Weddings and funerals b. Banquets, meetings, and rehearsals for non-ministry groups 5. Outside non-profit groups, which may include, but are not limited to: a. Chamber of Commerce b. Boy Scouts / Cub Scouts c. Non-profit Sports Leagues 6. Outside for-profit groups. 7. All other Crown of Life congregation and school casual use. Facility Scheduling Reservations for use of Crown of Life s facilities are accepted on a first come, first served basis, after applying the order of priorities described above. No part of the facility may be reserved more than 12 months in advance unless approved by the Church Administrator or Senior Pastor. For outside groups, reservations will not normally be accepted more than 90 days in advance, however, Crown of Life reserves the right to negotiate long-term agreements for use of our facilities in the event those agreements are determined to be in Crown of Life s best interest. Several factors are taken into consideration when Crown of Life reviews facility requests: 1. Is the requested activity/event consistent with Crown of Life s mission statement? 2. Does the requested activity/event comply with all guidelines laid out in our Facilities Use Policy? 3. What are the short and long-term impacts to our facilities and equipment? 4. Is the requested space available? (Note: An outside group s reservation may be adjusted or cancelled in the event an unforeseen church or school activity or event requires use of the same space on the same date and times). The master facilities schedule shall be maintained by the Church Administrative Assistant with oversight by the Church Administrator. Conflicts in scheduling should be discussed with the Church Administrator and if a resolution cannot be reached, the Church Administrator will refer the conflict to the Church Council for resolution. Extended hours of operation are available with prior approval by the Church Administrator. Every facility use request must include the name and contact information of the person that will be the onsite responsible party for ensuring all provisions of this Facilities Use Policy are carried out as required. The facilities support two main groups at Crown of Life: the congregation and the school. It is recognized that while school is in regular session, the school shall have first priority over the use of the gymnasium, those classrooms regularly used by the school, the outdoor athletic/soccer field, playground, sand volleyball court, and outdoor classroom and stage. Should any organization within the congregation desire to use these facilities during school hours (6:00 AM to 6:00 PM), they must receive prior permission from the Church Administrator. Only the school s Principal can authorize the Church Administrator to alter the gymnasium or classroom schedule to accommodate a non-school event during school hours. The school s priority does not extend to those hours after 6:00 PM or on weekends. All groups must display a cooperative attitude regarding waiting until church/school groups have finished their activity before starting the planned event/activity. Council Approved [December 16, 2013] Page 2 of 11

3 Crown of Life reserves the right to decline any request or cancel existing requests for the use of its facilities if it is determined that those activities hinder in any way the ministry, mission or purpose of Crown of Life or conflict in any way with Crown of Life s ministry or beliefs. In addition, Crown of Life reserves the right to cancel scheduled events/activities with short notice if it is determined that those activities could potentially result in an increased risk of injury and/or damage to Crown of Life property. Crown of Life Internal Groups To request use of one or more rooms, the requestor must complete the forms listed below: - Calendar & Room Request Form. If a specific room configuration is needed and/or any type of sound or media support is required, the request form must include a diagram of the space with the desired configuration and/or list all sound or media required. Outside Groups Please note the following outside group restrictions prior to submitting a Calendar & Room Request Form: 1. Our facilities are not available to outside groups for fundraising or for-profit activities, unless written approval is granted by the Senior Pastor or Church Administrator. This permission must be sought prior to completing the process outlined below. 2. Our facilities are not available to outside groups engaged in partisan political campaigns. Our facilities may be used as a political polling place for elections with prior approval of the Senior Pastor or Church Administrator. 3. All child safety requirements listed in the Crown of Life Safety Manual must be adhered to at all times. Rental of any part of the facilities to outside groups requires the group to obtain a Crown of Life member sponsor for the event. The outside group will be required to pay a security deposit, which may be retained in the event of facility damage or failure to clean the reserved room or area after the event. Adult supervision is mandatory for all activities involving children (age 17 and under) the following rules apply: 1. The Crown of Life member sponsoring the outside group must be present during all outside group activities/events. 2. A minimum of two adults (excluding the Crown of Life member) are required for every event. 3. Any event with greater than 20 children must have an adult-to-child ratio of no less than 1-to-10 with an additional adult serving in an oversight capacity (no children assigned). 4. All child safety requirements listed in the Crown of Life Safety Manual must be adhered to at all times. We will consider inquiries from outside groups regarding the availability of our facilities on specific dates. However, the scheduler will not make any promises or commitments regarding facility usage. To request use of our facilities, outside groups must submit the documents and fees as listed below: Council Approved [December 16, 2013] Page 3 of 11

4 1. Certificate of Liability and Property Insurance Coverage. 2. An executed copy of the signature page to this Facilities Use Policy signed by an authorized representative of both the outside group and Crown of Life. 3. Calendar & Room Request Form. If a specific room configuration is needed and/or any type of sound or media support is required, the request form must include a diagram of the space with the desired configuration and/or list all sound or media required. Programs in the Sanctuary or Edge Event Center that require the use of the sound and/or video systems require that a Crown of Life Audio/Visual Technician be present. This service fee will be in addition to the room rental fee. 4. The deposit and at least 50% of all applicable fees must be paid within one week of receiving notification that the Calendar and Room Request Form has been approved. The balance is to be paid no later than two weeks prior to the event or the event will be cancelled. 5. All improvements, additions or alterations made to Crown of Life facilities and/or equipment by outside groups must be approved in advance by the Senior Pastor or Church Administrator and such improvements, additions and alterations made will become permanent Crown of Life property and will remain upon conclusion of the outside group s use of the facilities unless determined otherwise by the Senior Pastor or Church Administrator. Note: All facility request cancellations must be made no later than 72 hours prior to the start of the event/activity. Failure to cancel within the required timeframe will result in the forfeiture of the security deposit. Guidelines for Facility Use A wide range of Crown of Life ministries and outside groups use our facilities. It is important for all that use our facilities to understand that their events and the events of other groups may be happening concurrently. It is also possible that other activities will take place immediate before or after the event or activity for which they requested use of the facilities. To ensure that all groups using our facilities understand the behavior we expect in order to demonstrate respect for our facilities and for those we allow to use them, we have chosen to document the following facilities usage guidelines: General - Everyone using our facilities must wear a shirt, shoes and suitable attire at all times. - Alcoholic beverages are not allowed without explicit approval by the Senior Pastor or Church Administrator. If approved, alcohol beverages are limited to beer and wine only. - Tobacco, illegal drugs and fireworks are not permitted in or on church property at any time. - Only appropriate Christian conduct and activities will be permitted on the church and school property. Music must not conflict with our Christian values and improper language will not be tolerated. - Dress should be modest, appropriate for the activity and not offensive to Christian values. - Inappropriate use of safety equipment such as fire extinguishers, alarms, elevator call button, etc. and/or obstructing exits is not allowed. Council Approved [December 16, 2013] Page 4 of 11

5 - Dining/serving of food is limited to pre-approved designated areas as approved in the facility request. - Furniture and equipment located on or within the facilities are to be used exclusively for ministry functions of Crown of Life and are not to be removed from the premises. - Exterior doors are not to be propped open for any reason except for an emergency. - Candles are not allowed without explicit written approval from the Senior Pastor or Church Administrator. - Facility/space occupancy rules must be adhered to at all times. Rooms/Space - Activities/programs are limited to the space requested and confirmed. It is not permissible to spread out into adjacent rooms/spaces regardless of whether or not they are empty. - Anyone using our facilities is to maintain noise levels that exhibit respect for whatever other activities are going on in adjacent rooms and/or other parts of the building. - Facilities are to be vacated no later than 9:00 pm, unless written approval is granted by the Senior Pastor or Church Administrator prior to securing the reservation. - Moving furniture or equipment other than tables/chairs requires permission from the Church Administrator prior to securing the reservation. - The requesting individual/group assumes full responsibility for the cost of damage repairs or replacement for any church or school property or equipment damaged or destroyed in conjunction with their particular event. - When leaving, the spaces must be left neat and in order: tables/chairs returned to the original configuration, lights turned off, thermostats returned to their programmed mode or listed unoccupied space settings, and all doors locked. - Report any maintenance problems/damages to the Church Administrator no later than one business day following the conclusion of the activity/event. Cleaning - All individuals/groups MUST clean up after themselves. Basic cleaning expectations include wiping down tables, placing all trash in waste containers, removing overflow garbage to the dumpster located on the northeast corner of the building, removing all items brought into the building, removing all decorations, and erasing & cleaning all white boards prior to leaving the area. - If food and drinks are served and a spill occurs, clean/sop up any excess. - Bathrooms must be checked for cleanliness (no trash on the floor, commodes have been flushed, no articles left behind, etc.) - Spaces should be left as good, if not better, than you found it. - It is the responsibility of the person submitting the request to ensure the spaces are left clean and in compliance with all of the requirements contained within this Facilities Use Policy. Publicity - Any individual or group publicizing an event that plans to use the name Crown of Life Lutheran Church and School or the Crown of Life church or school logos must obtain written approval from the Senior Pastor or Church Administrator. Council Approved [December 16, 2013] Page 5 of 11

6 - Once approval is granted, the actual publicity to be released/distributed (i.e. flyers, posters, press releases, etc.) that uses the Crown of Life name or logos must be approved by the Senior Pastor or Church Administrator. - Any individual or group that plans to sell admission tickets for an event must obtain written approval from the Senior Pastor or Church Administrator prior to advertising any such ticket sales. - All approved ticket sales and associated activity are the sole responsibility of the individual or group sponsoring the activity/event. - No publicity/advertising will be displayed/posted on Crown of Life property without prior approval from the Senior Pastor or Church Administrator. Fundraising - All fundraisers must be approved by the Senior Pastor or Church Administrator prior to releasing any communication or publicity about the fundraiser, setting up for the fundraiser or embarking upon any fundraising activity. - Once approved, fund raising coordinators must reserve a location for their fundraising activities with the Church Administrator. - Unless previously approved by the Senior Pastor or Church Administrator, fundraisers are limited to the Gym, Edge Lobby and/or Fellowship Hall and cannot exceed three weeks in duration per fundraising event - Fundraising for outside groups is not allowed on Crown of Life property without explicit approval by the Senior Pastor or Church Administrator. Other Policies Related to Facilities Usage Equipment Use - To ensure that the equipment needed will be available, the person reserving the facility must, at the time of making the reservation, indicate their equipment needs. - The person making the reservation will be responsible for checking out and returning all equipment. - All outside groups and non-members must provide their own equipment. Decorations, Banners and Signs - All decorations, signs and banners must be approved in advance by the Senior Pastor or Church Administrator and will be limited to designated areas. - Signs/banners may be hung for an appropriate period of time prior to an event and should be removed shortly after the event (no more than one week). Cleanup Following Use - All groups using the facilities at Crown of Life are responsible for setting up and taking down all equipment used. In all instances, the facility must be left in the same condition, if not better, than it was found. Spaces Available for Use Sanctuary - Other than water, we do not allow food or drink of any kind in the sanctuary. Council Approved [December 16, 2013] Page 6 of 11

7 - Appropriate functions to be held in the sanctuary include, but are not limited to: o Worship Services o Weddings o Funerals o Concerts/Speakers o Audio/Visual capabilities include, but are not limited to Sound, Prerecorded Video and Web Casts * (See note) o Congregation Meetings Edge Event Center - If food or beverages are to be served, information regarding the arrangements for preparing and serving are to be described in detail and attached to the Calendar and Room Request Form. - If/when serving beverages, a rubber mat is to be placed on the floor under the drink dispensers. Outside groups must provide their own mats. - Balls are not to be thrown or kicked in the Edge Event Center unless the activity is supervised by an adult and has been previously approved by the Pastors or Church Administrator. - Appropriate functions to be held in the Edge Event Center include, but are not limited to: o Worship Services o Concerts, Music/Dance Recitals, Theatrical Productions o Celebrations o Breakfast, Lunch or Dinner Banquets o Seminars / Conferences o Youth Activities o Audio/Visual capabilities include, but are not limited to Stage Lighting, Sound, Prerecorded Video and Web Casts. * (See note) * NOTE: Individuals operating or needing to utilize the Audio/Visual equipment in the Sanctuary or Edge Event Center must adhere to the following rules: - Personnel must be trained in its use prior to the event. The training for the equipment will be accomplished by an authorized Crown of Life Staff Member or trained volunteer. A list of qualified persons will be maintained by the Church Administrator. - No individual shall be allowed to operate the equipment in such a manner that may result in damage or misuse. Willful misuse or abuse of the equipment that results in damage will result in that individual being restricted from further use and may lead to repair/replacement cost recovery from the individual on behalf of Crown of Life. - Individuals desiring to use the Audio/Visual equipment, but do not have the appropriate training, will have to schedule with the Church Administrator to have a trained technician available. Outside groups requiring a trained technician will be charged the hourly rate for a minimum of 3 hours. - Individuals wanting to use Smoke or Fog Machines shall obtain permission from the Church Administrator. Using these types of machine can set off the smoke and fire alarms, so the Church Administrator must be able to contact the alarm company in advance to schedule these events. Council Approved [December 16, 2013] Page 7 of 11

8 Meeting Rooms / Class Rooms / Fellowship Hall - Most meeting rooms have a specific theme, so spaces and associated equipment varies from room to room. It is important to clearly communicate the size of your group and the nature of your event/activity when submitting your Calendar and Room Request in order for our scheduler to assign the most appropriate space. - Our ability to accommodate Audio/Visual needs (such as TV, DVD player, etc.) outside the sanctuary and Edge Event Center are limited, so all Audio/Visual requirements must be included in the Calendar and Room Request and discussed prior to securing the space reservation. - If food and/or beverages are to be served in any meeting room, information regarding the arrangements for preparing and serving are to be described in detail and attached to the Calendar and Room Request Form. - If serving beverages from a drink dispenser, a rubber mat is to be placed on the floor under the drink dispensers. For outside groups, mats must be provided by the group. - Appropriate functions to be held in the meeting rooms include, but are not limited to: o Bible studies o Small group gatherings o Meetings o Training / Classes o Celebrations (Fellowship Hall only) o Breakfast, Lunch or Dinner Banquets (Fellowship Hall only) Gym - All coaches, teachers, activity leaders or persons in charge are responsible for ensuring that these policies are observed by all when using the Gym or the use of the Gym may be forfeited. - There is to be no climbing or hanging on the net, rim or any other object and only indoor sports related equipment (such as basketballs, volleyballs, cones, balls, 4-wheeled plastic gym scooters, etc.) will be set up/used in the Gym. At no time will any objects, including balls, be thrown or kicked deliberately towards the ceiling. - All other church and school spaces (such as the Kitchen, Equipment Room, Fellowship Hall, Edge Event Center, etc.) are off limits to all except the church or school members leading or sponsoring the activity. All equipment taken from the Equipment Room for use is to be returned and stored properly after each use. The Equipment Room is to be kept locked at all times when not in use. Outside organizations must provide their own sporting equipment. - All food and/or drinks taken into the Gym MUST be kept off the Gym floor area except when it is an approved church or school event (floor coverings/tarps will be used at all times when food or drinks are authorized to be set up on the Gym floor). - Bicycles, skateboards, scooters, roller/inline skates or any other type of riding toy or equipment are prohibited. - Participants are to wear clean, soft soled athletic shoes that will not mark the playing floor and shirts are required at all times. Any personal items left in the Gym are not Crown of Life s responsibility. - The Gymnasium doors are to be kept locked when not in use. All doors should be securely locked after its use (unless another function is scheduled to immediately follow). Council Approved [December 16, 2013] Page 8 of 11

9 Athletic/Soccer Field - The primary use of the Athletic/Soccer field is for in-house ministry and school functions. - The Crown of Life Lutheran School has first priority over the use of the athletic/soccer fields Monday through Friday from 6 AM 6 PM. - Groups/teams may not use ball fields unless pre-scheduled. - There is to be no scheduled play before 8:00 am, after dusk on unlighted fields and after 9:00 p.m. on lighted fields. - Field closures may result from poor playing conditions or damage which could cause a hazardous safety consideration for those using the field and/or excessive repair work to bring the field back to a playable condition. The Crown of Life Senior Pastor or Church Administrator will have final say on field playability and safety during inclement weather conditions. - Outside group coordinators/coaches are required to carry their approved Calendar and Room Request Form while on the field for practices / activities. - Observe all field rules. When driving through park parking lots, please be especially watchful for children. - Be sure to park correctly, safely, and lock your car doors as Crown of Life is not responsible for any personal property loss, damage to vehicles, etc. - Cars improperly parked may be towed. Kitchen Scheduling & General Use - The primary use of the kitchen facilities is for in-house ministry and school functions. - The Kitchen can only be reserved/used by Crown of Life internal groups (no outside group use). - The Crown of Life Lutheran School has first priority over the use of the kitchen Monday through Friday from 6 AM 3 PM. - Casual use of the kitchen in preparation/support of Worship services and/or Bible studies (such as making coffee, preparation for communion, etc.) does not require scheduling. - Reservations are made by completing a Calendar and Room Request Form and a facilities rental agreement (if required) as outlined in this policy. - Children under the age of 14 are not permitted in the kitchen unless accompanied by an adult. Supplies - Internal groups can use consumable products (paper/plastic plates, utensils, cups, etc.) that are not specifically marked for another ministry/group (such as school, youth, etc.) - Non-consumable supplies owned by the church may be used by internal ministry groups. These supplies must be washed, dried and returned to their original location after use. Non-consumable supplies include, but are not limited to: o Pots and pans o Serving trays, plates, bowls o Serving utensils o Pitchers, mugs, glasses Council Approved [December 16, 2013] Page 9 of 11

10 Equipment Usage - The kitchen has commercial grade equipment (i.e. dish sanitizer, oven, refrigerator, etc.) which must be used appropriately and correctly in accordance with all applicable health codes and safety standards. These health codes and safety standard require specific food preparation areas and sinks to be used a certain way. Therefore, it is Crown of Life s policy that only trained individuals are allowed to use the kitchen equipment for cooking and cleaning. If you wish to use the kitchen equipment to cook and/or clean for your event, you must contact the Church Administrator or Director of Volunteer Services at least two weeks prior to your event/activity in order to receive the required training. - If no one at your event/activity has been properly trained to use the kitchen equipment, then only disposable items (i.e. plastic/paper utensils, plates, cups, bowls, etc.) may be used. You may still use the kitchen area for preparation, set up, serving, etc. Food Storage - Unopened perishable and non-perishable food items required for the event/activity may be stored in the kitchen or refrigerator one week prior to event. - Leftovers are not to be stored in the refrigerator unless previously approved by the Church Administrator. All items that have been preapproved for storage after the event/activity must be clearly labeled with the name and phone number of the person leaving the leftovers along with the date and time stored. All leftovers must be removed within three days following the event/activity. - Any material/food item (including containers) found in the kitchen that is not clearly labeled will be thrown out. Cleaning - Cleaning supplies (including but not limited to trash bags, soaps/cleaners, towels) are provided by Crown of Life and are available in the kitchen. - Cleaning requirements will be posted within the kitchen or may be obtained from the Church Administrator or Director of Volunteer Services. - Before leaving, the following actions must be completed: o Make sure all appliances have been turned off o Make sure nothing is left inside the ovens and/or microwaves o Wash all counter tops, work areas and appliance surfaces o Make sure all used towels and dish rags are placed in the appropriate bin. o All trash must be deposited in the provided containers and all overflow garbage must be removed and taken to the dumpster located on the northeast corner of the building. Choir/Music Room - Requests to use the choir/music room are considered on a case-by-case basis and must be approved by the Director of Music Ministry prior to scheduling this space. - All music and musical equipment owned by Crown of Life must remain on church property at all times. - Appropriate functions to be held in the Choir Room include, but are not limited to: o Music Rehearsals o Small recitals (voice, piano, and small ensembles) o Music/voice lessons o School or Sunday school approved by the Senior Pastor or Church Administrator. Council Approved [December 16, 2013] Page 10 of 11

11 For Active Members of Crown of Life: Fee Structure for Facility Usage Effective December 16, 2013 Use of any space or field: No fee For Outside Groups and Non-Members: Non-Profits * For-Profits Security Deposit: $150 $150 Sanctuary (2-hour minimum): $30 per hour $150 per hour Edge Event Center (2-hour minimum): $30 per hour $150 per hour Fellowship Hall (2-hour minimum): $20 per hour $100 per hour Meeting Rooms: $18 per hour $90 per hour Class Rooms: $15 per hour $75 per hour Gym (2-hour minimum): $18 per hour $90 per hour Athletic/Soccer Field: $18 per hour $90 per hour Choir/Music Room: $17 per hour $85 per hour Audio/Visual Technician (2-hour minimum) $40 per hour $40 per hour * Crown of Life reserves the right to waive deposits and/or fees for non-profit organizations that directly or indirectly assist with furthering Crown of Life s mission. Note: In addition to the above, Crown of Life reserves the right to assess charges for facility damages or failure to clean the reserved room or area after the event. All or a portion of the security deposit will be utilized to pay these costs if applicable. Organization Requesting Facility Use: Signature Printed Name Title of Authorized Representative Organization Name Date Accepted by Crown of Life Lutheran Church and School: Signature Printed Name Title of Authorized Representative Date Council Approved [December 16, 2013] Page 11 of 11