Building Use Guidelines

Grafton Baptist Church Building Use Guidelines Revised September 2012 Approved by the Elders 9/9/2012 Table of Contents Hierarchy of Building Use:...
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Grafton Baptist Church

Building Use Guidelines Revised September 2012

Approved by the Elders 9/9/2012

Table of Contents Hierarchy of Building Use: ...................................................................................................................... 3 Our Criteria To Determine Building Use are: .......................................................................................... 3 Guidelines for Building and Grounds Use (Please read in full) ............................................................... 4 Available Facilities ................................................................................................................................... 5 Application Process ................................................................................................................................. 5 Disclaimers .............................................................................................................................................. 6 Fee Schedule ........................................................................................................................................... 7 Room

Base Charge (per hour/day) .............................................................................................. 7

Additional Fees are required for the following areas: ........................................................................ 7 Equipment ........................................................................................................................................... 8 Decorations ......................................................................................................................................... 8 Food and Drink .................................................................................................................................... 8 Restrictions ................................................................................................................................................. 9 Trespassing Policy ............................................................................................................................... 9 A Trespasser is a person who: ............................................................................................................ 9 PROCEEDURES: If individual(s) are determined to be trespassing by a church representative: ....... 9 Safety .................................................................................................................................................. 9 Security ............................................................................................................................................... 9 Check List for Closing Building .......................................................................................................... 10 Community Life Center (CLC) ................................................................................................................ 11 Nursery/Children’s Areas ...................................................................................................................... 11 Choir/Music Room ................................................................................................................................ 11 Library ................................................................................................................................................... 12 Kitchen .................................................................................................................................................. 12 Kitchen Use Checklist ........................................................................................................................ 12 Parking Lot and Outdoor Areas............................................................................................................. 13 Floor Plans ............................................................................................................................................. 14

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GBC BUILDING USE GUIDELINES Grafton Baptist Church has been richly blessed with a wonderful facility. The hopes and prayers of our church family is that God will allow us to utilize this facility to reach our community and help all to become “fully devoted followers of Jesus Christ.” The building itself is “just a tool” to help us accomplish our mission and the people that comprise Grafton Baptist Church. Our facility allows for much of our ministry to be possible and therefore the building must be handled with great skill, care, diligence and most importantly, prayer. The primary purpose of our building is to encourage activities and ministry events that support any of the following five godly pursuits: ministry, evangelism, discipleship, fellowship and worship. In addition to church/ministry events the building is available to celebrate the life of our church family such as weddings, funerals, birthdays, anniversaries and reunions. We encourage members and regular attendees to utilize this facility to its full capacity. Included in this statement are general guidelines that reflect our values as a church and do not supersede policies and practices as contained in the Grafton Baptist Church Policy Manual. We ask that as you use this facility you treat it with great care and respect as you would your home. This is our church home and it is used to do GREAT WORK for the Kingdom of God! Should any scheduling conflicts arise regarding use of the building, they will be considered according to the following:

Hierarchy of Building Use: 1. Church Ministries – those ministries directly overseen by Grafton Baptist Church. (i.e. Sunday Morning Services, Sunday Evening Services, Wednesday Evening Activities, GBC Community Groups, Men’s Bible Studies, Women’s Bible Studies, Youth Ministry Events, Children’s Ministry Events, and other GBC sponsored events). 2. Individuals - church members and regular attendees. 3. Non-Profit Organizations – groups that are recognized as 501(c) (3) or similar organizations by the IRS. 4. Profit Organizations – for-profit groups or those not recognized as nonprofit organizations by the IRS. While the above hierarchical lists the general priority for resolving conflicts regarding requests for building use, GBC reserves the right to reject any individual or group if a commitment is broken due to a subsequent request. If an individual or organization has a special request that is hindered by this policy they can make their request known to the facilities coordinator and leadership board.

Our Criteria To Determine Building Use are: Does the activity fit with who we are and what we believe? Is the space available? How does the use impact our church programs/activities? Are there safety/legal issues? Does the person/group understand and respect the primary purpose of the property requested?

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Guidelines for Building and Grounds Use (Please read in full) To ensure that all church and outside organization activities are productive and enjoyable, please adhere to the following guidelines: a. The conduct of all persons attending programs is expected to be respectful of the property, maintaining noise levels that respect others in adjoining spaces. b. Activities and programs are limited to the space that is assigned. c. Smoking and the use of alcoholic beverages or illegal substances are not permitted in the buildings. d. Dining or the serving of food is limited to pre-approved designated areas – check with the facilities coordinator. e. Use of candles is allowed only in designated areas and must be approved by the facilities coordinator. f. The user is expected to leave the building in the same condition it was prior to the event and must remove all items associated with their program immediately following the event. g. If furniture or equipment is to be moved, it must be pre-arranged in writing with the permission of the facilities coordinator to maintain the quality of the building’s furniture and equipment, and prevent damage. h. All decorations in the facility and on the grounds of GBC must be approved by the facilities coordinator. No items may be affixed to any surfaces without written consent. Nothing may be tacked or nailed/screwed into the walls, woodwork or fixtures. Scotch/Duct tape IS NOT to be used on walls, ceiling or any other area that may leave unwanted marks. Signs on the exterior doors are not permitted without prior approval. i. The user assumes liability for injuries to persons attending the event and for damages or loss of user's property. A damage loss insurance waiver must be provided prior to use. j. Programs in any area that require the use of the sound system must have one of the church's Sound Technicians on duty. This service will be included in the usage fee. k. When children are in attendance they must be under the control of their parents or adults at all times and are not permitted to roam freely on church property. l. All children’s or youth activities shall be supervised by a minimum of two (2) adults over the age of 21 at all times. m. No weapons are allowed in or on church property. n. Ministry furniture and equipment (i.e. tables, chairs, overhead and LCD projectors, microphones, etc.) purchased and owned by the church will be used exclusively for ministry functions of GBC, and may not be removed from the premises. The requesting individual/group assumes responsibility for the costs of damage, repair, and/or replacement. o. No activities inconsistent with Christian principles are allowed. p. Any storage of materials will need prior written authorization by the facilities coordinator and approval by the leadership team. q. Loitering and soliciting of donations or accosting patrons or staff for any purpose that disrupts their use of the facility is prohibited. r. Non-GBC advertising materials may not be displayed or distributed without authorization by the facilities coordinator and approval by the leadership team. s. Selling merchandise or charging admission to an event must be approved in advanced and consistent with the law that establishes the church as a non-profit. t. There will be no construction inside the facilities without written authorization by the facilities coordinator and approval by the leadership team and the ministry teams it impacts. (ie. Worship team, men’s basketball).

Willful violation of any guidelines or regulations could lead to the loss of eligibility to use the facility.

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Available Facilities 1. 2. 3. 4. 5. 6. 7. 8. 9.

Community Life Center (CLC) Fellowship Hall (Divided and Undivided) Fellowship Hall Kitchen Multipurpose Room (CLC side: Divided and Undivided) Main Kitchen Large/Small Classrooms Nursery Church Grounds Parking Lot

Application Process Individuals or groups desiring to use the building must fill out an application to schedule an event and submit it to the office for approval and scheduling. Church ministries are not required to fill out a building use form. All requests must be relayed to our church staff, officers and committees, so it is important to allow at least two weeks for your request to be processed. Note: Depending on the nature of the event and the group, a group may be asked to provide a certificate of liability insurance. The facilities coordinator will notify the applicant upon approval or denial of the request. Individuals and organizations should make reservation requests at least 10 or more business days prior the desired use date, but may not make reservations more than 120 days prior to the event date. The Church Building request form is available on-line and in the main office. Again, If an individual or organization has a special request that is hindered by this policy they can make their request known to the facilities coordinator and leadership board. Below are for special requests that extend beyond the purview of the building request team and facilities coordinator. The Pastor and Worship Pastor (leader) must approve of all worship/music related activities. the Pastoral Staff must approve all weddings prior to them being entered on the church calendar. The Building Request Team and the facilities coordinator approve all other usage. Requests from outside groups longer than four months ahead of the use date will require Building Request Team and Leadership Team approval. Requesting organization must provide all dates/times they will need use of the building and all rooms they will affect for those days. This includes rehearsal dates/times, setup and breakdown dates/times. If equipment or material is desired to be stored on campus it must be attached to the building usage form in complete itemized order with dates of its storage and removal. Depending on size and duration a storage fee may apply. Long-term impact on the facility and equipment will be taken into consideration as part of the approval process.

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Disclaimers 1. Either party can cancel at least five (5) days prior to the use during regular business hours. Grafton Baptist Church will cancel only under extenuating circumstances with a full refund of all money paid for usage. However, the church is not responsible for tickets or sales done prior to the date on the part of an individual or organization. 2. The church reserves the right to pre-empt any facility use for its own in case of emergencies, such as funerals with a full refund of all money paid for usage. Notice will be provided as early as possible. Again, the church is not responsible for tickets or sales done prior to the date on the part of an individual or organization. 3. Regularly occurring and occasional GBC events, activities and programs take precedence in scheduling use of the facilities. Otherwise, uses of the facilities are on a first-come, first-serve basis. 4. All needs must be listed on the original application form. If your needs change unexpectedly, please contact the facilities coordinator, although we cannot guarantee that the additional request will be honored. 5. Each application must be sponsored by a member of the congregation, an organization within the congregation or an approved group that has a relationship with the church. a. The sponsor and applicant are to attend the meeting or event and are responsible for the observance of rules applicable to the use of the building, grounds, and equipment. Those persons listed on the application will be responsible for clean up, lights out, lock up, set security system, etc. 6. GBC will invoice the requestor when the event has been approved and full payment is due prior to use date. 7. When the building is being used for activities, designated exterior doors should be unlocked and unobstructed.

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Fee Schedule Fees are normally required for Non-Church Sponsored Ministries and Events from individuals, non-profit and profit groups requesting use of the church facilities. This is to help defray maintenance, utility fees, and other costs. The fee schedule is given below and is due upon acceptance of the request and scheduling by the facilities Coordinator. All Church Sponsored Events and Ministries are exempt from the following fee schedule. members can use the facility for personal celebrations/occasions, i.e. birthdays, anniversaries, showers, etc. at no cost as long as they provide all materials and provide for set-up prior to the event and clean-up after the event. A security deposit will be required prior to the event and will be returned after the room/rooms have been inspected. An organization can receive a lower rental rate by setting up an appointment to meet with the leadership team and explain their desire and dates of usage. For weddings and funerals, please make an appointment with Facilities Coordinator or Pastoral Staff. Fees based on an 8 hour day—a minimum of 2 hours is required

Room

Base Charge (per hour/day)

A. Community Life Center (CLC) B. Big House C. Fellowship Hall (Divided and Undivided) D. Multipurpose Room (Divided and Undivided) E. Main Kitchen G. Large/Small Classrooms H. *Nursery area I. **Church Grounds J. **Parking Lot

$35/$300 $25/$100 $15/$75 $15/$75 $25/$100 $10/$50 $10/$50 $30/$250 $30/$250

*Scheduling of Nursery must be coordinated with the Director of Preschool and all policies and procedures listed in the “Preschool Ministry Handbook” must be followed. ** These fees are waved in all cases of rental of any portion of the facility.

Additional Fees are required for the following areas: Kitchen Staff Sound Crew Custodial service and other various staffing services

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Equipment 1. Use of the facilities does not include use of any mechanical, office or kitchen equipment or supplies, unless the prior written consent of the facilities coordinator is obtained. Request for such equipment must be made in advance on the “Calendar Scheduling Application.” 2. Church-owned Audio/Visual equipment and/or musical instruments may be used only with the specific permission of the Worship Pastor (leader) or the Technical Media Director. Please see the Audio/Visual Policy Manual. 3. No one is to enter the sound booth, unless trained by the Technical Media Director. 4. No church equipment may be removed from any room, unless prior written consent of the facilities coordinator is obtained. 5. The Fellowship Hall has folding doors dividing the size of the hall. A custodian or member of church staff must open and close these doors. They can be damaged if not opened and closed properly. 6. Clean up is the responsibility of the user. Return any rooms/spaces used to their original set-up.

Decorations 1. Any decorations to be posted in Public Areas and/or Non-Public areas must be approved by the facilities coordinator. 2. All approved decorations must be removed so as not to mark any part of the fixtures or walls. Use of nails, thumbtacks, staples or non-approved tape on ceilings, walls, doors or carpets is not permitted. 3. No items may be hung from the ceilings, unless approved by the facilities coordinator. If approval is received, only ceiling clips and monofilament must be used to hang items. 4. Any decorations deemed inappropriate for any reason can be removed at the discretion of the facilities coordinator and/or any church staff employee.

Food and Drink 1. No food or drink is permitted in the CLC, other than communion sacraments. Any use of food and drink in any other space must be organized and under the direct supervision of the responsible group member. 2. No food or drink should be left opened in any area of the facility.

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Restrictions Trespassing Policy Grafton Baptist Church is an incorporated and privately owned by the GBC membership. The building is open at designated times and secured at designated times. Persons who trespass on church property are subject to prosecution under state law. GBC reserves the right to check the identification of any person(s) on church property if a person is suspected of violating a church policy or state law.

A Trespasser is a person who: Enters or remains in the church building when he or she is not privileged to do so. Has a legitimate reason to be in the church building, but is in an area of the building inconsistent with his privilege. Who defies a lawful order by a church representative to leave the building or grounds Is disrespectful or disruptive to the premises, congregation or a church activity.

PROCEEDURES: If individual(s) are determined to be trespassing by a church representative: a. Warn the individual that their continued presence on GBC property will be considered trespassing and that they will be directed to leave. b. If a trespasser refuses to leave the church site after having been warned, the church’s representative should seek police assistance. Do not attempt to physically remove the individual. c. Individuals who fail to comply with the directive to leave will subject themselves to criminal prosecution on the charge of trespassing.

Safety Grafton Baptist Church works to maintain a safe and secure environment within the facilities and on the church property. However, maintaining the physical security of the facility is the responsibility of all building users. It is important that all building users are vigilant in doing their part to keep the building secure. 1. The fire extinguishers are located throughout the building in the designated fire extinguisher storage units. Each group is responsible for knowing where the fire extinguishers are located in case of an emergency. 2. Any exterior use of open flames or heating devices must be pre-approved. No open flames (i.e. candles, etc.) are allowed inside the building unless approved in advance. 3. Know who is in your area at all times. If anyone you don’t know is in your space at any time, challenge that person and direct him or her to the proper area of the building. 4. All exterior doors must be locked and alarms set when leaving the building unattended. 5. Keys must be checked out from the church office during normal business hours. Keys should be returned as soon as possible to the church office or by dropping them into the mail slot located by the Church Office door.

Security It is imperative that everyone works to see that people and the building are safe and secure. If doors are left unlocked, people can wander into our building and rummage through rooms and equipment. We want our church to be inviting to others. We also want our members and employees to be safe while on church property. It is important to keep our building secure and clean for those who use our building facility. Those who have keys to the building always need to be aware of security issues.

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All exterior doors need to be locked during times when activities or programs are not in progress. All interior room doors leading into hallways should be locked when the room is not in use. When programs or activities are in progress, all exterior doors in the immediate area of the activities should be unlocked unless it is in the pre-school or children’s areas. There are seven entrances to the building. Each entrance is numbered on the attached diagram of the church. Some of these entrances have multiple doors. If any of those doors are not locked, an intruder can wander throughout the building without any difficulty. Also, the alarm system will set even if a door is not locked, someone could walk in and then set off the alarm.

REMINDER: Turn out all Lights Lock all hallway doors Set Security alarm Check List for Closing Building 1. Leave the facilities in as good, if not better shape, as found. Facilities must be cleaned up after use. 2. Put all furniture and equipment back in its original location. Sweep up and/or mop up the floor and wipe surfaces clean if needed. 3. Take away or throw away all items you brought (coats, hats, books, papers, cups, etc.). 4. Carry trash out and place it in the dumpster. 5. Remove all candles from the building. 6. Make sure all lights are off, including in bathrooms. 7. All toilets should be flushed and not running. 8. Make sure coffee makers and associated heating units are turned off or unplugged. 9. Ensure that the Parking Lot and Grounds are clean. 10. Close and lock all windows and all doors and set the security system before leaving. All breakage or malfunction of equipment should be reported to the church office.

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Community Life Center (CLC) The capacity of the CLC should not exceed fire code capacity at any one time, currently 400. The recreation area will be open only under the supervision of 2 adults (over 18). If anyone is found in the gym or other recreation area during non-operating hours, of any age, without permission, they will be asked to leave. During play or sports activities, the church requires participants to wear shoes without black soles. Shirts or tank tops, along with suitable attire, are required at all times. Individuals or groups must request use of equipment in advance and will be responsible for its care. Aside from normal wear and tear, equipment that is damaged, lost or destroyed will be paid for by the participant(s). Equipment must be returned to the same place from which it was checked-out. Grafton Baptist Church does not assume liability or responsibility for any participant. Liability waiver forms should be signed by a parent or guardian for all participants. Gym mechanisms such as basketball hoops (raising and lowering), or volleyball system (set-up), etc. will be operated by authorized persons only. No climbing or swinging from basketball backboards or volleyball standards. Basketballs or volleyballs should not be kicked. Do not bounce balls off of walls or ceilings. Skateboarding, roller or inline skating, cycling sports equipment including balls are prohibited in the building. Recreational activities should be confined to the CLC and grounds.

Nursery/Children’s Areas Children 12 years and under must be supervised at all times. No room shall be made available to “warehouse” children while adults tend to business or church ministries. However, arrangements can be made for childcare when the ministry is site dependent. It is the parent’s responsibility to provide for safe and adequate supervision of their children. If children are found unattended in the church, they will be immediately returned to their parent. All hallway lights should be on while children are in the area. At no time when children are present should any room be totally dark. Lights may be dimmed while children are napping or playing. All workers should be familiar with the safety procedures for the area of the building where they are supervising children. The floor should be clear of all toys at the conclusion of the area’s use. Furniture and toys must be appropriate for the age group

Choir/Music Room The Choir Room is designated for the church choir and musical groups. Choir and Praise activities will take precedence in scheduling the use of this room. Any other use of this room requires prior approval from the Worship Pastor (leader). Do not use the sound equipment in the choir room without assistance from a sound technician or Worship Pastor (leader). Do not use the musical instruments and equipment in the choir room without assistance from the staff.

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Library The purpose of the library is to provide a wide variety of materials for use by members of the congregation to help in nurturing personal growth in faith and understanding of Christian life. Items selected for this collection generally reflect our congregation’s and denomination’s doctrines and perspectives and provide specialized resources not usually found in public libraries. Our facility is open for browsing, quiet reading or serious study. The procedures for checking out materials are posted. It is expected that materials will be returned on time. If more time is needed, renewals can be made, unless others have requested the item. Return all items to the "Book Return.” DO NOT attempt to return material to the shelves. It is expected that any "lost" or "damaged" item will be paid for by the person who last checked it out. Children should not be left unattended in the Library.

Kitchen Individuals and Organizations must provide their own consumable supplies – including paper plates, cups, condiments and snacks – the church’s supplies will not be available for use. A kitchen resource manual is located by the telephone that explains the operation of the kitchen equipment. All leftovers should be removed from kitchen when the activity is over. The refrigerator is not for longterm storage. (Do not make the assumption, that others will use the leftovers.) Coffee, tea, and punches may be prepared here; however, the church does not supply these for nonchurch activities. Note: NO red Kool-Aid or punch or other drinks that use red dye will be served inside the building. It permanently stains the carpets. Unlocked utensils in the kitchen may be used for activities. Some table cloths may be used for church activities upon request. Table cloths are not available for nonchurch activities. Children and teenagers must be supervised when using the kitchen.

Kitchen Use Checklist Use only the equipment that you are familiar with. All food must be removed from the facility at the end of your event. Any food remaining will become public domain. Remove all trash. Trash bags should be placed in the dumpster located behind the CLC parking lot. Replace trash bags in cans. Wash, dry, and return dishes and utensils to their proper areas. Do not leave dishes in drainer or on the cabinets. Clean all counters and appliances used. Sinks should be cleaned. Sweep floors and mop up any food or drink spills. Turn off all heating units (stoves, ovens, warmers, cookers, etc.). Turn off hood vent over stove Turn off steam tables, then drained and clean all trays and wells. Mark or label all food containers brought to the Kitchen/Fellowship Hall area. Food should remain in designated eating areas. Tea maker and coffee makers should be cleaned and unplugged from wall outlets.

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Do not remove Grafton Baptist Church equipment, supplies, utensils, etc. from the Kitchen/Fellowship Hall area. Empty and turn off dishwasher—ensure breaker is turned to off position Take all soiled dish cloths home, launder them, and return them promptly to the church. Turn off air conditioners….Turn out all lights and lock the door. Report all breakage or equipment malfunction to the church office.

Parking Lot and Outdoor Areas In general, use of the parking areas and grounds outside the building are subject to the same rules as the interior of the building with regard to getting permission for use, priorities, and personal conduct. Parking is permitted only in designated church parking areas. No parking in front of doors is allowed. Cars without handicap identification should not park in areas designated for handicap parking. No cars are to be left in the parking lot overnight unless the owner is participating in a church event or given approval by a church representative. Cars left in the parking lot overnight are subject to being towed at the expense of the owner. Drive slowly and safely watching for pedestrians. No sport bicycling or skateboarding is allowed on church property unless permission has been granted for the activity by the Leadership Team. The church is not responsible for theft or damage to personal property. Owners are responsible for all damage to vehicles. The children’s playground should not be used during services, with the exception of the Nursery. The children’s playground must be cleaned up after each use.

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Floor Plans

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