Calvary Baptist Church Facility Use Policy

CALVARY BAPTIST CHURCH FACILITY USE POLICY

PHILOSOPHY:

“You shall love the Lord your God with all your heart and with all your soul and with all your mind. This is the great and first commandment. And a second is like it: You shall love your neighbor as yourself.” (Matthew 22:37-39)

We believe that God has called us to be an active, beneficial presence within this community. While serving one another for God’s Glory, we seek to use the facilities with which He has entrusted us toward that end “as good stewards of the manifold grace of God” (I Peter 4:10b KJV). We certainly want that to be the case in the ministries we carry on in our buildings. But, beyond that, we intend to bless our neighbors by making the Liberty Auditorium and Annex available for various family-friendly events outside of our own ministries.

Therefore, in accord with the policy which follows, we would like our buildings to be used for those family-friendly events and/or for ministries which encourage growth in Christ. These may include but are not limited to plays, concerts, lectures, meetings, festivals, etc. As indicated, some of these will be directly Christ-centered; others will be simply family-friendly activities.

Note: the use of the phrase “family-friendly” refers to our understanding of what the Bible teaches on the subject of the family.

POLICY:

Introduction

Calvary Baptist Church is a busy place. Its primary purpose is to carry on the ministry of the local church. Calvary has an active ministry to children, youth, adults, and senior adults. It seeks to bless the community through its support of the F.I.S.H. food bank, the CareNet Pregnancy Center, and other social services. Much time and effort is given to the preaching, teaching and music programs of the church. Its people and then the programs of the church are the top priority when it comes to building use.

Building use activities fall under the jurisdiction of the Board of Elders. The Event Coordinator manages the building use. No commitment for building use is finalized until the Room Use Agreement has been complete and executed by the Event Coordinator, who serves under Elder oversight.

Calvary Baptist Church may enter into ongoing usage relationships with community organizations; however availability for such ongoing usage is limited. When possible, we attempt to make our facilities available for local organizations and individuals seeking one-time or short-term usage of our facilities. Our first priority is to programs and membership needs of the church. Priority is then given to nonprofit groups that are supported by the church and finally to other nonprofit organizations.

Approval of the use of the grounds and facilities does not constitute or imply endorsement of a group, their mission, or their positions. Groups approved to use facilities must not advertise the event in such a way as to imply endorsement by the church or members of the congregation. No activities or advocacy may take place within our building or grounds that conflict with the bylaws and practices of this congregation and the Northwest Conservative Baptist Association.

Included in this guide are the following:

· Steps to Facility Use Scheduling

· Fees for Facility Usage

· Rules and Regulations of the Board of Elders

· Room Use Agreement Form

· Release and Indemnity Agreement Form

Calvary Baptist Church expects those using the facility to abide by the use policies contained herein.

Steps to Facility Use Scheduling

· Fill out a Room Use Agreement. One is included in this guide or you may obtain one form the church office or at our website: www.discoverliberty.com under the “Contact Us” tab.

· Attach any additional information you feel might be useful in helping us determine if we can accommodate your organization or group.

· Return the Room Use Agreement to the Event Coordinator who will evaluate your request and notify you if it is approved or not approved.

Fees for Facility Usage

· One Hundred ($100) non-refundable cleaning deposit required per event

· A minimum three hundred dollar ($300) usage fee per event subject to adjustment at the sole discretion of Calvary Baptist Church.

Rules and Regulations of the Board of Elders

All persons and/or groups using our facilities are expected to exercise reasonable care and judgment in such use in order to prevent defacement, damage, or breakage. The persons signing the application for use shall be responsible for paying costs incurred by the church in cleaning, repairing, or replacing any part of the building or its furnishings and equipment which in the judgment of the Event Coordinator has been carelessly or irresponsibly subjected to more than normal wear and tear by the persons or group involved.

Room Setups

All rooms have been designated with a standard room setup. The Event Coordinator will provide each group with a diagram of this standard for the room they are interested in using. Any setup changes requested by the group are subject to approval by the Event Coordinator and are considered in the calculation of Impact Fees noted above. The group will be responsible to return the room(s) used to standard room set-up when the group is finished using the facility.

Piano Use

Special permission to use the piano must be granted by the Event Coordinator. If the user wishes to have the instrument tuned, it will be tuned at the user’s expense by a craftsman approved by the Event Coordinator. Pianos cannot be moved except by permission from the Event Coordinator and may require the assistance of professional movers in the case of the grand piano. If professional movers are required, the requesting group must pay for the moving and for tuning the piano after moving.

Auditorium Sound System

The Auditorium sound reinforcement and recording systems are available upon request. The systems may be operated by the Auditorium Sound Technicians (at a cost to be determined) or by technicians pre-approved by the Event Coordinator. Group-provided sound, recording, or video equipment may not be attached to this sound system through cables or connectors without prior approval.

Smoking Policy

All members of all groups using our facilities shall abide at all times by a “no smoking” rule in all parts of the building, including corridors and restrooms. Violation of this rule is sufficient ground for a staff member to withdraw immediately any group’s use of the facilities and/or to deny use in the future.

Alcohol Policy

The serving, consumption, or use of alcoholic beverages, marijuana, or narcotics shall not be permitted at any time on church property, including the outdoor areas and parking lots.

No Games of Chance

Church policy prohibits the use of games of chance or gambling on the church premises. This would include such activities as raffles or lotteries.

Final Decisions

In case of doubt or uncertainty by any outside person or group about the application or interpretation of these regulations or in our customary practices not specifically mentioned here, the Event Coordinator or their delegated representative shall decide the matter and all individuals and groups shall abide by the Event Coordinator’s directions or forfeit immediately the use of any part of the facility.

Supervision of Children and Youth

The church has adopted the policy of Safe Sanctuaries for children and youth. All users of the facility are expected to follow the guidelines of this policy including the following:

· No fewer than two adults must be present at all times during any program or event involving children.

· These adults must be 18 or older and must be at least 5 years older than the children with whom they are working. Supervisory personnel must be in compliance with all State guidelines and regulations with regards to supervision of Children and youth.

· At least one of the adults present must be currently certified in First Aid and CPR.

· The adults involved with the children must receive annual training related to child abuse prevention.

· For reasons of safety refrain from running anywhere in the buildings.

Any questions regarding the supervision of children and youth in this policy should be directed to the Event Coordinator.

Nursery Use

The nursery facility is available by arrangement at least two weeks prior to the event by contacting the Event Coordinator. Our safety standards require that two nursery care providers must be present to operate the nursery. At least one of these must be a Calvary Baptist Church qualified caregiver; both must be adults over the age of 18.

Food and Drink

There is no food or drink allowed in the main Auditorium or Auditorium 2. All other food and drink requires approval in advance as noted in the Room Use Agreement.

Decorations

Decorations may be attached to the walls and doors with push pins, and light fixtures and windows, if allowed, with non-permanent masking tape only. No decorating is permitted in the hallways. All such decorations must be removed immediately and completely following the event. Any damage to the facility caused by placing decorations may incur a deduction from the group’s deposit at the sole discretion of the Event Coordinator.

Starting and Ending Times

· Monday through Friday from 8:30 a.m. through 9:00 p.m.

· Weekends from 9:00 a.m. through 6:00 p.m.

The building must be completely cleared not later than 9:30 p.m. (or 6:30 p.m. on Saturdays) to allow the building to be closed promptly. Exceptions to these times must be approved in advance and will be subject to a custodial surcharge.

Emergency Scheduling Conflicts

The church reserves the right to pre-empt any facility use for its own use in cases of emergencies, such as funerals. Notice will be provided as early as possible.

Storage

There is no excess storage available for organizations other than church groups and, as such, all organizations using the facility will be responsible for storing props and accessories offsite.

Bicycles and Skateboards

No bicycles or skateboards are allowed inside the church facility. Bicycle racks are provided at the front entrance and outside the Annex.

Parking

We have limited parking on church property and that is available only during the period of time that a group has contracted to use the facility. Parking is available on a first-come, first-served basis and excludes certain spots specifically reserved at all time for staff of the church. Any damage to vehicles is at the owner’s expense; the church is not responsible for theft or damage to personal property.

Security

Our church works to maintain a safe and secure environment within the facility; however, no systems are foolproof. We ask that all users pay close attention to personal property and valuables, not leaving them unattended. The church is not responsible for theft or damage to personal property.

Attachments:

· Room Use Application Form

· Building Use Agreement

Calvary Baptist Church

5th and Pine

P.O. Box 854

Ellensburg, WA 98926

509-925-3688

ROOM USE APPLICATION

Please Complete Entire Form

Name of Organization ____________________________________________________________

Responsible Person ______________________________________________________________

Non-Profit Status _____________________________ Federal ID No. _____________________

Address _______________________________________________________________________

Organization Day Phone ___________________________ Fax __________________________

Email _________________________________________________________________________

Organization’s Purpose ___________________________________________________________

Event Name and Description ______________________________________________________

Date of Request ________________________________________________________________

Contact Person’s Name __________________________________________________________

Date(s) Requested ______________________________________________________________

Start Time _____________________________ End Time ______________________________

(Dates may not be scheduled more than six months in advance, except with specific permission.)

Will the event be recurring? __ one time only __ monthly __ weekly __ multiple days

Which day of the week? __ Sun __ Mon __ Tues __ Wed __ Thurs __ Fri __ Sat

Rooms(s) Requested:

__ Auditorium __ Auditorium 2 __ Adult Meeting Room __ Children’s Meeting Room

__ Nursery (available only by special arrangement with the Event Coordinator)

Anticipated Number of Participants __________

Will a participant fee be charged? __ Yes __ No

Will food or drink be consumed? __ Yes __ No

Special Needs or Request:

Setup Instructions:

Calvary Baptist Church

5th and Pine

P.O. Box 854

Ellensburg, WA 98926

509-925-3689

BUILDING USE AGREEMENT

(To be signed by an authorized representative of the group or organization upon submission of the application

and by an authorized representative of Calvary Baptist Church upon approval of the application)

This agreement by and between Calvary Baptist Church, P.O. Box 854, Ellensburg, WA 98926 (“Church”) and

__________________________ ___________________________________________________________ (“User”)

User’s Name User’s complete address

will take effect on the ____ day of ______________ ______ and will continue for a period of __________________.

Day Month Year Time period

WHEREAS, Church owns premises located 111 East Fifth Avenue and 507 North Pine Street, Ellensburg, WA 98926

which are normally used for Church ministry activities, and

WHEREAS, User desires to use the ________________________________________ area of the building for the

Area of premises (per attached Application)

purpose of _______________________________________________________________________________, and

Purpose of use

WHEREAS, Church has agreed to allow User to use the building provided that the following terms and conditions are met.

IT IS THEREFORE AGREED BY AND BETWEEN THE PARTIES:

1. Church agrees to let User use the above described premises for the above described purpose on

___________________________________________________.

Describe times and days of usage

___________________________________________________ is the contact person for Church and

Name of Church’s contact person

___________________________________________________ is the contact person for User to coordinate usage. Name of User’s contact person

2. Fee Agreement. User agrees to pay Church _____________ for use of the premises.

Amount

Non-Fee Agreement. In consideration for the benefit of using Church’s facilities, User agrees to abide by all

the terms and conditions of use described in this agreement.

3. User agrees that it will not use the premises for any unlawful purposes and will obey all laws, rules, and regulations

of all governmental authorities while using the above described facilities.

4. User agrees that it will not use the premises for any purpose that is contrary to the mission, purpose or belief of the

Church, which is a biblically-based religious institution.

5. User agrees to abide by any rules or regulations for the use of the premises that are attached to this agreement.

6. Organizational Users. User promises and warrants that it carries liability insurance with a minimum liability

occurrence limit of $1,000,000. The User will provide a certificate of insurance to the Church at least seven

days prior to the date upon which the User begins to use the above described premises. The certificate of

insurance will indicate that the User has made Church an “additional insured” on User’s policy with respect to