Gibson City Bible Church

Policy on Facilities Usage

 

Uses of the property and facilities of the Gibson City Bible Church are subject to the terms of this policy.  This policy is recommended by the Deacons and approved by the Elders.  Deacons are assigned responsibility to administer this policy according to its terms.  This policy is administered by the Deacons.

 

Facilities Usages

 

1.       The facilities of the Gibson City Bible Church are dedicated to the glory of God.  This means that GCBC seeks to steward the facility to the best of its ability in ways that best honor the Lord.  While this does not mean all activities which take place within the confines of the building and/or grounds must be “religious” in nature, it does mean activities within the building would be expected to be things which are not illegal, lewd, immoral, etc.  However, we do hope the facilities can be used by the church and the community to the good of both.  

 

2.         It is expected that anyone using the GCBC facilities will recognize that the facility should be maintained in the best possible condition.   With respect to church-sponsored uses, damage caused intentionally or by neglect of supervision, or due to misuse of facilities and properties may result in GCBC seeking compensation for that damage.    Any damage to the property, facilities or equipment incurred in the course of uses other than those sponsored by the church will be the responsibility of the person or persons authorized to use the property or facilities.    Any damages, injuries or unusual incidents must be reported the day that such damage occurs. 

 

3.         All activities must be coordinated through the church office.  This includes usage by outside groups such as the local schools and usage by those within the church such as anniversary celebrations, weddings, sports activities, fellowship meetings, etc.

 

4.         The resources of GCBC include the building and grounds.  Application can be made for a portion or the whole of these resources.  Requests can be made to use one or more of the sports fields, the auditorium, or kitchen facilities. 

 

5.         The facilities may not be used for personal gain or any commercial purpose or for any purpose contrary to doctrine or other policies of GCBC.

 

 

 

 

Reservation of Facilities

 

1.         The ministries of the Gibson City Bible Church take priority in terms of the use of resources.    The ministries of GCBC place a significant demand on the church facilities, especially mid-week and on the weekends.  Wednesday evenings and Sunday mornings and evenings are already reserved except in rare occasions.   Saturday uses that extend past 6:00 p.m. are to be avoided to enable time for cleanup for Sunday morning.  Saturday uses of the Worship/Activity Center that do not conclude by 6:00 p.m. will require that chairs be set up for Sunday worship in accord with the diagram attached as Exhibit A or incur an additional charge of $150.

 

2.            Applications for all building uses are to be made on the Facilities Use Request form attached as Exhibit B.   Applications (other than for uses for approved ministries of the church) must be received in the church office at least 45 days prior to an event.  Any exceptions must be approved by the Deacon Board.  Applications can be obtained through the church office or online at www.GibsonCityBible.org.  No use may be reserved for more than twelve months prior to the intended use.   

 

3.            Facilities reservations should be submitted through the church office to the building use coordinator.  Approval of building use for uses other than the ministries of the church is the responsibility of the Deacon Board in consultation with the Elder Board.  GCBC reserves the right to accept or decline any application for the use of its resources.   In deciding which outside uses to approve, the church will be guided by the examples set forth at Exhibit C.

 

4.         Notice of acceptance or rejection of the application will occur by mail, e-mail, or phone as soon as the appropriate board has dealt with the application.  A reservation has not been accepted until the required deposit is received by the church.

 

Facilities Use Regulations

 

1.         All events, including church-sponsored events, must be placed on the activities calendar and cleared through the church office.

 

2.         The user of the facilities will agree to assume full responsibility for the use and final condition of facilities and equipment used.  Use of alcohol and tobacco is forbidden on the church property.    The user is responsible for set-up and takedown as appropriate to prepare the facilities for their next intended use.  

 

3.         Users will be given a copy of this policy and shall agree to release all the church and individuals in leadership within the church from any and all liability arising out of the use of church facilities or equipment.

 

4.            Individuals or groups of individuals under the age of 18 must have adult supervision adequate to the age, number of youth and the nature of the use.

 

5.            Individuals (including church family) or groups wishing to use the facilities on a one-time or regular basis shall make application for such usage.  The aims and goals of the using group shall be considered in light of the overall purposes and ministries of GCBC. 

 

Users granted permission to use the facility shall:

 

A.            Make a damage deposit as follows:

 

·        $150 in the form of a check for uses by members of the church family (including members and regularly attending non-members)

·        $250 for all other uses.

 

B.        Use the facility according to the rates set forth on the attached Schedule of Charges (See Exhibit D.)

 

C.        Have present with them during set-up, takedown, and the actual event – a representative identified and acceptable to the church.  Such representative shall possess the necessary keys and have access to the necessary equipment needed by the user.

 

Damage Deposits will be refunded no sooner than five days following the event, net of applicable charges, if any.

 

6.            Weddings are not covered by this policy.  Those making application to use the facility for a wedding must use the wedding application which is available through the church office or on the church web site at GibsonCityBible.org.

 

7.         Tables and chairs may not be taken from the building.  This also includes all other resources used within the facilities – such as kitchenware, nursery furniture, etc. 

 

8.            Responsible representatives of those using the facilities may be given a numeric code which opens the front door of the church.  That code will be disabled immediately following the event (such as a wedding).  The person responsible for the event shall insure that all lights, doors, and other needs are taken care of before leaving the building.

 

9.            Phones are available for use during activities in the building.  However, long distance phone calls are not permitted except in emergency situations. 

 

10.            Exceptions to usage charges:

 

A.            will be made (other than for clean-up and AV charges) in the case of 25^th, 50^th or 60^th wedding anniversary celebrations of church family;

 

B.            may be allowed (reduced or waived entirely) by the Board of Elders with respect to uses deemed to be in furtherance of the mission of the church and on a case-by-case basis.

 

 

Approved:

 

Deacons:             12/8/03                 

 

Elders:             12/15/03                   

 

Exhibit A

[Procedures for Setting up 440 Chairs]

The number of chairs per section is as follows:

 

The two middle sections have 12 rows each with 10 chairs in each row, totaling 120 chairs each.

 

The outside sections are angled and have 11 rows totaling 100 chairs each.

            The back seven rows have 10 chairs in each row.

            The 8^th row has 9 chairs.

            The 9^th row has 8 chairs.

            The 10^th row has 7 chairs.

            The 11^th row has 6 chairs.

 

Set-up Procedures:

 

A screw is located in the wall near the floor behind and left of the 2^nd, 3^rd, and 4^th sections as you look toward the stage.  A second screw will be located directly opposite of each screw below the first step in front of the stage.

 

Begin with the 2^nd section.  Place the laser on the floor to make a line on the floor between the two screws from the back wall to the front of the stage.

 

Place 3 chairs spaced about 8 feet apart to the right of the laser line along the line of the basketball court nearest the back wall.  Lay the chair frame on the floor in front and against the 3 chairs.  This is the beginning of the 1^st row.  The first chair in the row is placed directly right of the laser line in front of the frame looking toward the stage.  Place 10 chairs in the row.

 

Move the chair frame to the front of the row and repeat the procedure 11 more times for a total of 12 rows of 10 chairs.

 

Repeat procedure for the 3^rd section, starting with the second set of screws, for 12 rows of 10 chairs.

 

Repeat the laser location for the 4^th section at the third set of screws.  The 2 outside sections are angled and have a black marks on the floor indicating the location of the 1^st and 10^th chair and the angle of the row.  The front leg of the 1^st chair is placed directly over the mark nearest the laser line and the front right leg of the 10^th chair is placed directly over the far right mark.  Place the remaining 8 chairs between the other two and use the chair frame to line up the row from the back of the chairs.

 

Place the chair frame in front of the row to start the second row.  Position the 1^st chair in the second row immediately right of the laser line and in front of the frame; add 9 more chairs.  Repeat the process for five more rows, for a total of seven rows. 

 

For the next 4 rows, remove one additional chair from the right side of each row until the 11^th row has only 6 chairs.

 

Procedure for the 1^st section:  Place the laser between the double doors located at the south end of the worship area and aim toward the “smiley face” on the storage door to the left of the stage.

 

Locate the 2 black marks on the floor and place the 1^st and 10^th chair on top of the marks.  The front left leg of the 1^st chair should be placed over the 1^st mark and the front leg of the 10^th chair over the second mark. 

 

Repeat directions provided for section 4 until the 8^th row.  Beginning with the 8^th row, remove an additional chair in each row on the left side of the section, maintaining a straight line along the right side of the 11 rows.

 

 

Exhibit B

Gibson City Bible Church

Facilities Use Request Form

To be filed at least 45 days prior to event

(NOTE: A separate request form is required for weddings)

 

Name of Applicant

(Organization or Individual)                                                                                             

 

(If organization) Authorized Representative                                                                      

 

Address:                                                                                                                      

 

Phone:                                                 

 

Date of requested use:                           Starting Time:               Finishing Time:             

 

Purpose for Building Use:                                                                                              

 

                                                                                                                                   

 

Requested Facilities: o Worship/Activity Center floor (and basketball/volleyball equipment),

o Stage, o Sound System (requires GCBC Tech), o Narthex/Café Area,

o Cafe Coffee Service for         , o Kitchen, o Nursery/Toddlers,

o Classrooms [Specify room number(s)]                                   ,

oOther facilities:                                                                                                                     

 

By signing below I represent to the Gibson City Bible Church (“Church”) that, if the applicant is an organization, I am an authorized representative of that organization with authority to make these commitments in its behalf, that I have received and reviewed a copy of the Building Use Policy of Church, and I (individually and/or in behalf of the organization) accept responsibility for property damage to the property, facilities and equipment of the Church and will hold harmless and defend the Church, its officers, agents and employees against any and all claims for personal injury or property damage asserted to have arisen or incurred in the course of such use(s) (EXCEPT to the extent such claim is caused by the negligence of Church, its officers, agents or employees) and agree to provide evidence of insurance or other financial capacity upon request.

 

Applicant’s Signature:                                                               

 

Contact Person if Different from Applicant:                                                                       

 

Phone (if Different from Applicant):                                                                                  

 

Date:                                       

 

The attached guidelines are to be followed in cleaning up.

(For Office Use Only)

 

Approved:                                                  Date:                                                           

 

Disapproved:                                             Date:                                                

 

 

CHURCH CLEAN UP GUIDELINES

 

We recommend that when you obtain your building entry code from the secretary that you also meet with the custodian to show you where the clean up supplies are stored.  We expect you to leave the facilities in the condition you found them.

 

CARPETING

Please vacuum the areas you used.  If any stains result that cannot be cleaned up or that stain remover will not remove, please notify the custodian ASAP so steps can be taken to clean the stain.

CHAIRS

Whenever the blue cushioned chars are used, be sure they are cleaned off before putting away.

DOORS

You are responsible for seeing that all doors are locked before you leave.

BATHROOMS

Please make sure bathrooms are clean, toilets flushed, full garbage bags removed, and ample towels and toilet paper remain.  Garbage bags are available on the kitchen counter or in the custodian’s closet.

GARBAGE CANS

Please remove garbage bags that are mostly full so ample space is available for the next activity.  Full garbage bags should be tied and placed in the dumpster on the northeast side of the church.

KITCHEN

1.  Please bring your own paper products and plastic utensils for use in a meal unless other agreements have been made.  Do not leave excess paper products or plastic utensils.

2.  Any cooking utensils or dishes used from the kitchen should be washed and put away before leaving.  If you don’t recall where a particular item belongs, leave it on the counter rather than put it away in an incorrect cupboard.

3.  If dishtowels and dishcloths are used, they must be taken home and washed and returned promptly.

4.  Please do not take home any items belonging to the church (except for item #3).

5.  Please do not leave leftover food behind unless it is to be used for a specific event and is so marked.

6.  Plastic tablecloths must be washed off and dried before they are put away in order to avoid molding.

7.  Please leave the stovetop, ovens, countertops, and sink clean.

8.  Please use a cutting board whenever food preparation requires cutting or chopping (found in drawer on left side of sink closest to the stove).  These can also be used to place hot dishes on.
 

 

 

Exhibit C

Guideline for Facilities Uses

 

Uses We Permit/Uses We Refuse

 

 

Examples of Uses We Permit

 

1.         Meetings of GCBC Ministry Groups

2.         Not-for-profit Christian Organizations

            (eg. weekly Home School gatherings)

3.         Soccer Team Banquet

4.         Para-church groups whose doctrine and ministry are compatible with the ministry and doctrinal positions of the church.

 

Positive Factors

 

A.        GCBC Ministry Sponsorship

B.        Kingdom Purpose

C.        Doctrinal support

D.        Fees charged to cover cost only

E.            Charitable/Educational Purpose

F.         Community Outreach/relations

           /development

G.        Use by other like-minded churches

H.        Ministry Initiative of GCBC Family

 

 

 

 

 

 

 

 

 

 

 

 

 

Examples of Uses We Won’t Allow

 

1.         Worship for non-Christian groups

 

 

 

 

 

 

 

 

 

 

 

Negative Factors

 

A.        Fees to profit from use of GCBC   facilities

B.        Doctrinal Conflict