Building Use Policies
and Procedures
Manual
By
Table of Contents
Policy for Use of Building, Grounds, and Equipotent
...3
Weekday Management
4
Care of
Kitchen Use
.5
Grounds
...6
Parking
.6
Code of Conduct
..
..6
Trespassing
Policy
.6
Code of Conduct
.
6
Trespassing
Policy
.7
Building Security
.7
Check
List for
Checklist for
Closing Kitchen
10
Floor Plan
.
11
Security monitor Locations
.14
YOU MUST READ AND AGREE TO THE FOLLOWING CONDITIONS BEFORE BUILDING REQUEST CAN BE PROCESSED
1. Policy for Use of Building, Grounds, and
Equipment
1.1.
Any group or person desiring to use the
building must complete out a Application
for Scheduling Event form and submit it to the office for approval and
scheduling. Any use of the building by
an outside group is not to interfere with the buildings use for church
purposes. Use of the facility, fees and
security deposit will be determined by the Church Trustees or a Churchs
designated Representative in coordination with church staff, officers and
committees. Depending on the nature of
the event and the group, a group may be asked to provide a certificate of
liability insurance.
The office will notify the applicant upon approval or denial of the
request. Organizations using the
building on a regular basis must renew this application prior to January 31st each year.
1.2.
Regularly scheduled services and meetings
will have claim prior to space, facilities and equipment ordinarily used by
them. FUNERALS OVERRIDE ALL RESERVATIONS.
Outside groups that are required to pay a fee or security deposit, must
pay any fees two weeks prior to the event.
All checks should be made payable to
1.3.
A deposit of $20.00 will be required if keys
are issued to the applicant. The deposit
will be refunded upon the return of keys.
1.4.
Security
deposits will be returned without interest after the building use is completed,
provided the facilities are undamaged and no maintenance, repair or unusual
cleaning costs have resulted from the building use. Such costs will be deducted
from the deposit. If there are extra cleaning costs or any damage to the
facilities in excess of the deposit,
1.5.
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.
1.6.
The applicant is to attend the meeting or
event and is responsible for the observance of rules applicable to the use of
the building, grounds, and equipment.
That person listed on the application will be responsible for clean up,
lights out, lock up, set security system etc.
1.7.
When the building is being used for
activities, designated exterior doors should be unlocked and unobstructed.
1.8.
When the church is not being used for activities,
all exterior doors should be locked.
Interior doors leading from hallways to classrooms and large areas
should be locked. Elevator floors should
be locked.
2.2. Unless
attending an event, all persons who enter the building must report immediately
to the office.
3.
Care
of
3.1. Groups
using the building, grounds, or equipment are expected to exercise utmost care
in its use. They will be required to
replace or repair any missing or damaged property or equipment. Groups using the building for persons
participating in all activities must provide adequate supervision. Any
storage of materials will need approval by the Trustees or the churchs
representative.
3.4. Items
may not be attached or affixed to the walls, glass, woodwork, doors, ceilings
or floors unless approved by the Trustees or church representative. When approved material is posted, only magic
tape is to be used on the walls.
3.5. The use of candles is discouraged. However, if candles are used, two people should be appointed to make sure that all candles are properly set up, This is to minimize the threat of any fire danger to the building. At the immediate conclusion of the program, both individuals will check every candle to ensure that there are no sparks left on the candlewicks. (Best practice would be to remove the used candles from the building.)
3.6.
Equipment related to the sound system,
including microphones, music stands, amplifiers and instruments, is to be supervised
by a church representative.
3.7. No animals are allowed in the facilities other than those assisting persons with disabilities. unless used for an educational purpose or approved by a church representative.
3.8. None
of the church informational material about
3.9. The churchs telephone number may not be used on any publicity for non-church organizations without prior approval.
3.9.1. Check
List for closing building
a. Leave the facilities in as good,
if not better shape, as found. Facilities
must be cleaned up after use.
b. Put all furniture and equipment back in its original location. Sweep up and/or mop up the floor and wipe surfaces clean if needed.
c. Take away or throw away all items you brought (coats, hats, books, papers, cups, etc.).
d. Carry trash out and place it in the dumpster.
e. Remove all candles from the building.
f. Make sure all lights are off, including in bathrooms.
g. All toilets should be flushed and not running.
h. Make sure coffee makers and associated heating units are turned off or unplugged.
i. Ensure that the Parking Lot and Grounds are clean.
j. Close and lock all windows and all doors and set the security system before leaving.
k. All
breakage or malfunction of equipment should be reported to the church office.
4.
Childrens
Areas
4.1. Doors to childrens areas should be locked ten minutes after an event begins. Parents and worker needing access to the area can use the door bells located at the entrances. Workers should view through the glass in the doors, to see if the person at the door has a legitimate reason for being admitted to the childrens area.
4.2. Devices for two way communication for children workers to other adults in the building should be made available.
4.3. 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.
4.4. All workers should be familiar with the safety procedures for the area of the building where they are supervising children.
4.5. The floor should be clear of all toys at the conclusion of the areas use.
4.6. Furniture
and toys must be appropriate for the age group
5.
Kitchen
Use
5.1. Hands must be washed before any work is
done within the kitchen area.
5.4. Coffee,
tea, and punches may be prepared here; however, the church does not supply
these for non-church 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.
5.5. Unlocked
utensils in the kitchen may be used for activities.
5.6. Some
tablecloths may be used for church activities upon request. Tablecloths are not
available for non-church activities.
5.7. Children
and teenagers must be supervised when using the kitchen.
5.7.1.
Checklist for closing kitchen:
1. Make sure the stove is turned off. Turn off hood vent over stove.
2. Make sure the gas is turned off under steam table. Then, the steam table should be drained and cleaned.
3. Coffee pot should be off and plugged into electrical outlet.
4. Dishes used must be cleaned and put away.
5. Turn off dishwasher with circuit breaker on backside of dishwasher wall.
6. Drain all water from the dishwasher.
7. Clean the three strainers in the dishwasher and the strainer in the prewash sink.
8. Turn off the dishwasher vent fan. The switch is located next to the door.
9. Turn off air conditioners.
10. Clean all surface areas. Sweep the floor. Take out trash to the dumpster.
11. A new trash bag should be in trashcans.
12. Take all soiled dish cloths home, launder them, and return them promptly to the church.
13. Turn out all lights and lock the door.
14. All breakage or malfunction of equipment should be reported to the church office
6.3. Loitering
and soliciting of donations or accosting patrons or staff for any purpose that
disrupts their use of the facility is prohibited.
8.1. Activities
and behavior should be in a manner befitting
8.2. No smoking is allowed in church facilities.
8.3. Profanity or coarse language is not permitted.
8.5. Parents or caregivers that bring children into the facility are responsible for monitoring their activities and regulating their behavior
8.6. The selling of any merchandise or charging admission to an event must be approved in advanced.
9. Trespassing Policy
9.1.
a. A person who enters or remains in the church building when he is not privileged to do so. Privilege comes from a legitimate reason to be in the building.
b. A person who has a legitimate reason to be in the church building, but it is an area of the building inconsistent with his privilege.
c. A
person who defies a lawful order by a church representative to leave the
building or grounds
d. A person on the grounds of the church or within the church who is disrespectful or disruptive to the premises, congregation or a church activity.
9.2. IMPLENTATION PROCEDURES: If individuals are determined to be trespassing by the church representative:
a.
Warn the individuals that their continued
presence on
b. If a trespasser refuses to leave the church site after having been warned, the churchs representative should seek police assistance.
c.
Individuals who fail to comply with the
directive to leave will subject themselves to criminal prosecution on the
charge of trespassing.
VISITORS
10.
Building Security
10.1.
Since our church staff is small and this is
mostly a volunteer organization, 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
10.2.
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.
10.3.
When
programs or activities are in progress, all exterior doors in the immediate
area of the activities should be
unlocked.
10.4. It is advisable if you are in the building alone to carry the church keys, the cordless phone or a cell phone
10.5.
There are eleven entrances to the building.
Each entrance is numbered on the
attached diagram of the church. Some of these entrances have double doors. In
order for these doors to be secure, the bolt on one of these doors must be
secured before the other door is locked. (Everyone should check Entrance doors
when leaving the building. Doors that have been problem areas are Entrance 7-
next to chapel, 9-next
to kitchen, 10 & 11 glass door entrance in rear of building. Entrance 7 has a buzz lock to allow people in
the office to monitor who is in the
building. Entrance 7: The two-way speakers will allow for confirmation that the
person entering the building has a valid reason. The other two-way speaker is
in
the air lock just inside the air lock of Entrance 7. When pressing the unlock
button to allow entry, depress the button until the person entering has time to
open the door. The security camera on the secretary's desk can monitor entrance
7 and entrance 10.
10.6.
If
any of the following procedures are not followed, an intruder can wander
throughout the building without any difficulty.
a.
The hallway to rooms 101 to 103 should be locked
when not in use. Highland
Community Ministries will make sure the hallway door and the door to the
Atrium is locked. Also, check Entrance 11 to make sure those doors are locked
as you leave the building.
b.
The hallway to rooms 110 to 123 (Children's
area) needs to be locked when not in use. The Children's Day Out Director is to
secure the hallway doors and the
door to the basement. Also, check
Entrances 10 & 11 to make sure
those doors are locked as you leave the building.
c.
The stairway
door leading to room 226 needs to be locked
when the
d.
All doors leading to the sanctuary should be
locked. (Everyone should check
this.)
e.
All floors on the elevator should be locked,
including the first floor, unless the
building is occupied. Everyone who has an elevator key should check the
elevator floors, as they depart the building.
f.
Check with
g.
When leaving the building, Make sure that it
is locked or there is someone else who will secure the building.
Turn out all Lights
Lock all hallway doors
Lock Elevator
Set
Security alarm
Report any problems
within the building to a Trustee immediately.
This
agreement may be amended at anytime by
Check List
for
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
Checklist for Closing Kitchen
1. Make sure the stove is turned off. Turn off hood vent over stove.
2. Make sure the gas is turned off under steam table. Steam table should be drained and cleaned.
3. Coffee pot should be off and
plugged into electrical outlet.
4. Dishes used must be cleaned and
put away.
5. Turn off dishwasher with circuit breaker on back side of dishwasher wall.
6. Drain all water from the dishwasher.
7. Clean the three strainers in the dishwasher and the strainer in the prewash sink.
8. Turn off the dishwasher vent fan. The switch is located next to the door.
9. Turn off air conditioners.
10. Clean all surface areas. Sweep the floor. Take out trash to the dumpster.
11. Put new trash bag in trashcans.
12. Take all soiled dishclothes home, launder them, and return them promptly to the church.
13. Turn out all lights and lock the door.
14. All breakage or malfunction of equipment should be reported to the church office
Security
Monitor Locations