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CALERA BAPTIST CHURCH BUILDING USE POLICY

Calera Baptist Church 600 Whippoorwill Lane Calera, Alabama 35040

Tel: (618) 668-2144 Email: info@calerabpatist.org

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CALERA BAPTIST CHURCH

BUILDING USE POLICY

INTRODUCTION

The church’s facilities were provided through God’s benevolence and by the sacrificial generosity of church

members. The church desires that its facilities be used for the fellowship of the Body of Christ and always to God’s

glory. Although the facilities are not generally open to the public, we make our facilities available to approved non-

member persons and groups as a witness to our faith, in a spirit of Christian charity, and as a means of

demonstrating the Gospel of Jesus Christ in practice.

However, facility use will not be permitted to persons or groups holding, advancing, or advocating beliefs, or

advancing, advocating, or engaging in practices that conflict with the church’s faith or moral teachings, which are

summarized in, among other places, the church’s constitution and bylaws. Nor may facilities be used for activities

that contradict, or are deemed by the pastor as inconsistent with, or contrary to the church’s faith or moral

teachings. The pastor, or his official designee, is the final decision-maker on whether a person or group is allowed to

use church facilities.

This restricted facility use policy is necessary for two important reasons. First, the church may not in good

conscience materially cooperate in activities or beliefs that are contrary to its faith. Allowing its facilities to be used

for purposes that contradict the church’s beliefs would be material cooperation with that activity, and would be a

grave violation of the church’s faith and religious practice. See 2 Corinthians 6:14; 1 Thessalonians 5:22.

Second, it is very important to the church that it presents a consistent message to the community, which the church

staff and members conscientiously maintain as part of their witness to the Gospel of Jesus Christ. To allow facilities

to be used by groups or persons who express beliefs or engage in practices contrary to the church’s faith would

have a severe negative impact on the message that the church strives to promote. It could also be a source of

confusion and scandal to church members and the community because they may reasonably perceive that by

allowing use of our facilities, the church is in agreement with the beliefs or practices of the persons or groups using

church facilities.

Therefore, in no event shall persons or groups who hold, advance, or advocate beliefs, or advance, advocate, or

engage in practices that contradict the church’s faith use any church facility. Nor may facilities be used in any way

that contradicts the church’s faith. This policy applies to all church facilities, regardless of whether the facilities are

connected to the church’s sanctuary, because the church sees all of its property as holy and set apart to worship

God. See Colossians 3:17.

Building use activities fall under the jurisdiction of the pastor, or his official designee, which manages the use of

building facilities. No commitment for building use is finalized until the Room Use Agreement has been completed

and executed by the pastor or his designee.

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Calera Baptist Church has had a number of long-standing relationships with several community organizations for

ongoing use of the facility. Other local organizations and individuals have also used our facilities for one-time or

short-term usage. Availability for ongoing usage is limited, but can be considered. Our first priority is for the

program and membership needs of Calera Baptist Church. Lesser use priorities are for nonprofit groups that are

supported by the church, then (2) other nonprofit organizations and finally (3) other for-profit organizations.

Included in this guide are the following:

1. Steps to Facility Use Scheduling

2. Fees for Facility Usage

3. Rules and Regulations of Calera Baptist Church

4. Room Use Agreement Form

5. Release and Indemnity Agreement Form

6. Acceptance of Responsibility

7. Calera Baptist Church Clean-up Checklist

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STEPS TO FACILITY USE SCHEDULING

1. Fill out a Room Use Agreement. One is included in this guide or you may obtain one from the church office

or at our website: www.calerabaptist.org.

2. Attach any additional information you feel might be useful in helping us determine if we can accommodate

your event.

3. Return the completed Room Use Agreement, Release Indemnity Agreement, and Acceptance of

Responsibility forms to the Church Office at least 4 weeks in advance of the event. The pastor or designee

will then evaluate your request and you will be notified if it is approved or not approved. After approval,

applicable fees are due at the Church Office at least 2 week in prior to the event.

4. Once the event has ended a representative of CBC will perform walk through of the facilities and complete

the Calera Baptist Church Cleanup Checklist.

FEES FOR FACILITY USAGE*

Please note the fee schedule below. All pricing is subject to change. Fees are based on one segment of time

identified in the “Starting and Ending Times” section of this document.

The Sanctuary and kitchen are not available for outside use on Sunday.

Type A Any event that is directly engaged with a ministry of Calera Baptist Church. These events are to

include but not limited to Sunday school functions, youth lock ins, small group activities, outreach

functions, etc.

Type B Members of the church looking to use the facilities for programs, parties, etc.

Type C Non-profit educational and other non-profit organizations including Sister Churches, musical

groups, service clubs, fraternal organizations, etc

Type D For-profit organizations, Receptions, Weddings and other onetime Special Events

Room Type A Type B Type C Type D

Sanctuary (Gym) $0 $100 plus $100 Deposit fee

$800 plus $200 deposit fee

$800 plus $200 deposit fee

Sanctuary (Gym) with Kitchen

$0 $100 plus $100 Deposit fee

$800 plus $200 deposit fee

$800 plus $200 deposit fee

Preschool Divided Classroom (15 Children and 4 adults max) - 3 room available

$0 $50 per event (per room)

$50 per event (per room)

$50 per event (per room)

Sounds System in Gym (requires member of Audio/Visual team from CBC)

$0

$50 per hour

$50 per hour

$50 per hour

Table Cloths (Dry Cleaning, CBC members only)*

$16 per cloth $16 per cloth $20 per cloth $20 per cloth

Tables $0 $0 $100 plus $100 deposit

$100 plus $100 deposit

*If a tablecloth becomes damage or lost a $60 fee will apply per tablecloth.

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RULES AND REGULATIONS OF CALERA BAPTIST CHURCH

BREAKAGE

All persons and/or groups using our facilities are expected to exercise reasonable care and judgment in such use of

facilities 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 damaged during the use of the facilities. The judgment of the Pastor or his designee has

sole decision in identifying the carelessness or irresponsible use subjected to more than the normal wear and tear

by the persons or group involved. If it is determined that charges are to be assessed the funds setup for deposit will

be held and additional damages will be billed to the person signing the Application for use form.

ROOM SETUPS

All rooms have been designated with a standard room setup. Any setup changes requested by the group are subject

to approval by the pastor or his designee and are not guaranteed to be approved.

ORGAN AND PIANO USE

Permission to use the organ, or piano must be granted by the Calera Baptist Director of Music. If the user wishes to

have instruments tuned, a craftsman approved by the Calera Baptist Director of Music or Organist will tune them at

the user's expense. Pianos cannot be moved except by permission from the Director of Music.

SANCTUARY FURNITURE

Tables and only folding chairs can be used for any event. The tables and chairs are stored in the closet to the left of

the stage. The renter has sole responsibility to setup and replace all tables and chairs back in the proper storage

location. If all furniture is not placed back into appropriate areas the deposit fee may not be returned.

If a church event (Type A) is taking place, then the sanctuary chairs may be utilized when the event is over 2 hours.

SANCTUARY SOUND AND/OR VIDEO SYSTEM

The Sanctuary sound reinforcement or video recording systems may be made available upon request. The systems

may only be operated by the Calera Baptist sanctuary systems technicians (at a cost of $50 per hour). Group-

provided sound, recording, or video equipment may not be attached to church systems (including the electrical

system) through cables or connectors.

USE OF DJ’s ON CHURCH PROPERTY

The use of DJ’s must go through specific approval process in order for DJ’s to perform on any campus owned by the

church. If DJ is considered then the following information must be submitted to along with the Room Use

Agreement.

1. Name of DJ has to be supplied to pastor or his designee

2. All songs and lyrics have to be provided to pastor or his designee for review. The pastor or his designee will

approve or disapprove the music.

3. DJ must supply their own equipment to include speakers for use at any function at Calera Baptist Church.

They will not be permitted to connect to any part of the sound system at Calera Baptist.

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SMOKING POLICY

All members of all groups using our facilities shall abide at all times by a "no smoking" rule on church property.

Violation of this rule is sufficient ground for a church staff member to withdraw immediately any group's use of the

facilities and/or to deny use in the future.

CONTROLLED SUBSTANCES POLICY

The serving, consumption, or use of alcoholic beverages, marijuana, or other controlled substances 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.

SUPERVISION OF CHILDREN AND YOUTH

This 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 16 or older

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.

Any questions regarding this policy should be directed to the pastor or his designee.

NURSERY USE

The nursery facility may be available by arrangement at least 4 weeks prior to the event by identifying on the

“Application for Use” form when making reservations through the church office. Our safety for our children on any

of our premises is upmost interest. Therefore, the “Child and Youth Abuse Prevention” policy will be followed any

time a nursery room is occupied.

FOOD AND DRINK

All food and drinks are to be supplied by the renting party. All food and drinks must be taken from the facility after

the event. If the kitchen has been reserved for the event all food may be stored in the refrigerator or freezers.

There is to be no use of the stove, deep fryer, convection oven, etc for any event. All food must be prepared and

brought into the facility. The warmer may be used in the kitchen for food.

DECORATIONS

All decorations require prior approval of the pastor or his designee. Decorations may be placed only on the tables or

chairs. No decorating is permitted in the hallways. All such decorations must be removed immediately and

completely following the event. All balloons that float into the rafters of the sanctuary must be removed, or

forfeiture of the deposit will occur.

STARTING AND ENDING TIMES

The facilities can be rented for events Type B, C, or D, during the following times.

Monday through Friday from 8:30 AM. through 9:30 PM.

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Weekends from 9:00 AM. through 6:00 PM.

The building must be completely cleared not later than 10:00 PM on weekdays or 6:00 PM on Saturday to allow the

building to be closed promptly. Exceptions to these times must be approved in advance by the pastor or his

designee and will be subject to a custodial surcharge.

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 the storing of their materials offsite.

BICYCLES AND SKATEBOARDS

No bicycles or skateboards are allowed inside the church facility.

PARKING

Parking in the church parking lot or designated handicapped parking spaces 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 that may be specifically reserved at all times 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.

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 pastor or his designee shall decide

the matter and all individuals and groups shall abide by the pastor directions or forfeit immediately the use of any

part of the facility. Arrangements for access into the church facility will be made upon approval of the Room Use

Agreement form.

EMERGENCY SCHEDULING CONFLICTS

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

Notice will be provided as early as possible.

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Calera Baptist Church 600 Whippoorwill Lane Calera, Alabama 35040

Tel: (618) 668-2144 Email: info@calerabpatist.org

ROOM USE AGREEMENT

PLEASE COMPLETE ENTIRE FORM

Name of Organization _________________________________________________________________

Responsible Person _________________________________________________________________

Non-Profit Status: __________________________________ Federal ID No. ___________________

Address _____________________________________________________________________________

Organization Day Phone _____________________________ Fax _____________________________

E-mail ______________________________________________________________________________

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 nine months in advance, except with specific permission. )

Will the event be recurring?

__ One time only __ Monthly

__ Weekly __ Multiple days

Which day of the week? (circle one)

Monday Tuesday Wednesday Thursday Friday Saturday

Room(s} Requested:

___ Preschool Rooms

__ Sanctuary (Gym)

__ Sanctuary (with kitchen)

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__Tablecloths ___How Many

__ Sound System

Anticipated Number of Participants: _______________________________________________________

Will a participant fee be charged for the event? _____Yes _____No

Will food or drink be consumed? _____Yes _____No

Special Needs or Requests

______________________________________________________________________________________________

______________________________________________________________________________________________

______________________________________________________________________________________________

______________________________________________________________________________________________

______________________________________________________________________________________________

______________________________________________________________________________________________

_______________________________

Set Up Instructions

______________________________________________________________________________________________

______________________________________________________________________________________________

______________________________________________________________________________________________

______________________________________________________________________________________________

______________________________________________________________________________________________

______________________________________________________________________________________________

_______________________________

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RELEASE AND INDEMNITY

This Release and Indemnity Agreement is between the above-named organization

__________________________ ("Organization") and Calera Baptist ("church").

RECITALS

The church is the owner of the real property and improvements located at 600 Whippoorwill Lane, Calera

Al, 35040("Property").

The Organization desires to use the property described above for meetings and/or other activities.

AGREEMENT

NOW THEREFORE in consideration of this church permitting the Organization to use the Property and

improvements described above, the Organization agrees as follows:

1. The Organization hereby releases, discharges, and covenants not to sue the church or its Trustees,

administrators, directors, agents, officers, members, volunteers, and employees, from any and all liability,

claims, demands, losses, or damages arising out of the Organization's use of the Property. If any member,

guest, invitee, or participant of the Organization makes any claim against the church or its Trustees,

administrators, directors, agents, officers, members, volunteers, or employees, in connection with the

Organization's use of the Property, the Organization will indemnify, defend and hold the church and its

administrators, directors, agents, officers, members, volunteers, or employees harmless from any and all

litigation expenses, attorney fees, losses, liability, damages, and costs arising out of such claim.

2. The Organization represents that it carries standard general liability insurance coverage with a minimum of

$500,000 per occurrence. Upon request, Organization will provide the church with proof of liability

insurance, and if requested, will add the church as an additional insured under Organization's general

liability policy.

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ACCEPTANCE OF RESPONSIBILITY

I agree to be responsible for the conduct of those coming to, or participating in, the activity for which this

application is being made, and for any damage beyond normal wear and tear that may occur as a result of this

activity. I will remove all signs and decorations posted by my group immediately after the meeting/event has ended.

I further agree that the church property will be used in accordance with the Rules and Regulations of Calera Baptist

Church, and I hereby consent to the Release and Indemnity Agreement.

Signature: ________________________________________________________________________

Print Name: ________________________________________________________________________

Title: ______________________________________________________________________________

Check Number: ____________________________________________________

Date: ______________________________________________________________________________

Billing Address:

______________________________________________________________________________________________

______________________________________________________________________________________________

___________________________________________________________________

FOR OFFICE USE ONL Y

ROOM USE CATEGORY: _______________________________________________________________

Request Approved: _______________________________________________________________

Request Denied: _______________________________________________________________

Agreed Upon Fees: $ _______________________________________________________________

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CALERA BAPTIST CHURCH CLEAN_UP CHECKLIST

The pastor or his designee will walk through all rented facilities to confirm that all areas are clean. Upon satisfaction

of all areas and completion of this form, the deposit will be refunded by check by mail. Please respond to each

checklist item. If checklist item is not applicable for scheduled activity, write "N/ A"

in space provided below:

___ Remove all decorations, including floral arrangements and/or plants put up for your event, including any poster

putty that was used

___ Wipe off and break down all tables and return to storage closets located to the left of the stage

___ Fold all chairs up and store on chair carts located in storage closet to the left of the stage

___ Sweep and mop area(s) that you used. (Mops, brooms, and buckets are located in Janitor's Closet by

bathrooms)

___ Make sure all gym equipment is returned to proper storage place

___ Dust mop gym floor after use of any sporting activity, if applicable

___ Empty dirty mop water inside drain of Janitor's Closet (Please do not leave standing water in buckets)

___ Take all trash out to large dumpster in the parking lot

___ Wash, dry, and put all utensils used in kitchen, if applicable

___ Make sure all water faucets are turned off in kitchen, if applicable, and all bathrooms

___ Lock kitchen door, if applicable

___ Turn off all lights in building, including the kitchen, if applicable, and all bathroom areas

___ AC/Heating Thermostat must be turned off or set to the required setting posted on the thermostat, if

applicable

___ Make sure all outside doors are closed and locked upon your departure

___ Make sure all chairs in the auditorium are placed for Sunday services, unless instructed otherwise

___Tablecloths are clean and accounted for

Signature: _____________________________________________ Date: ______________________

Witness: ______________________________________________ Date: ______________________

This form to be signed and returned with key.