Facilities Use Terms of Agreement

OBJECTIVE

The purpose of this policy is to formally establish procedures for use of the building and/or grounds of First Baptist Middleburg [FBM]. The approval process contained within this policy is intended to ensure the facilities the Lord has entrusted to First Baptist Middleburg are maintained according to His purposes. All facilities, assets and resources of FBM will be used in a manner consistent with the Holy Scriptures and the Baptist Faith and Message 2000.
 
1. RESPONSIBILITIES
a. It is the responsibility of the Associate Pastor of Business Administration [APBA] to oversee FBM facility usage operating under this policy b. The Executive Staff with input from Facilities Manager will review all requests for usage and make approval or denial of such usage. c. It is the responsibility of each person or group using FBM facilities to return the facility to its proper order when finished (i.e. cleanliness, security, returning of keys), unless arrangements are made otherwise prior to the event. d. If so requested, it will be the responsibility of outside groups to provide FBM a Certificate of Insurance showing general liability coverage in the amount of $1,000,000. e. It is the responsibility of the user group to provide adequate supervision during any event. There must be appropriate supervision for all minors. Minors under the age of 18 will not be allowed entry without an adult from the event present. f. User groups will be required to sign this “Facility Usage Policy” that will include permission to use the Church facilities and a hold harmless and indemnification clause before admission to campus to use or prepare for an event.
 
2. PROCEDURE
a. Any person or group requesting use of FBM facilities should first contact the Church office for instructions on how to submit their request via the Church website. b. Requests for usage must be made at least one [1] month in advance to allow adequate time for approval and conflict identification. c. Forms shall be agreed to, signed and/or printed and signed then returned to the Church office at least one [1] month in advance of the event.
 
3. APPROVAL CRITERIA
In determining whether an outside group may have use of FBM’s facilities, the following criteria will be considered by FBM prior to the approval or denial of facility usage:
a. Is the group evangelical in nature or especially helpful to the general public? b. Does the group (if evangelical in nature) agree with our doctrinal beliefs? c. Does the group agree to abide by the guidelines contained herein? d. Does the group detract or interfere with other ministries of FBM? e. Is the group willing to maintain an excellent standard of care to FBM facilities?
 
4. GUIDELINES FOR BUILDING USE
a. No alcoholic beverages, tobacco, gambling or firearms are allowed on the premises. b. No open flames such as candles allowed. c. The use of rice, glitter, and/or birdseed is absolutely prohibited inside any FBM facility. d. No fixed structures allowed in the Worship Center. All structures must be temporary and free-standing on the floor without bolts, nails, tape, tacks, or any device affixing them to any part of the structure. e. No electrical wiring (temporary or permanent) is allowed without prior approval of APBA. f. No Church furnishings or equipment may be moved or removed from the Church premises without prior approval from the APBA or Facilities Manager. g. Any music equipment on the platform area shall not be moved or removed unless authorized and supervised by the APBA or Associate Pastor of Worship. h. Usage of FBM musical or sound equipment will be by FBM personnel [paid or approved volunteer] only. i. Usage of any FBM audio visual equipment will be by approved FBM personnel [paid or approved volunteer] only. j. Supplemental lighting or sound equipment must have prior approval by APBA or Associate Pastor of Worship. k. FBM buildings are expected to be left in an orderly condition following any scheduled event. Leaving the building in an unacceptable condition may be cause for additional fees to be charged and/or the possible loss of facility use privileges. l. Any damage that may occur to FBM facilities or furnishings during use will be the financial responsibility of the user. FBM will make the necessary repairs.
 
5. FACILITY USE AND PERSONNEL FEE SCHEDULE
A. Priority Use
1. FBM members and ministries for private use 2. Clay County School System activities 3. Non-profit community groups or individuals with a ministry aspect
B. Fee Schedule [payable in advance]
1. FBM members and ministries – No Charge [See FBM Wedding Policy for Clarification] 2. School System, Homeschoolers and Governmental agencies activities – No Charge 3. Non-profit community groups or individuals with ministry aspect – $500
In addition to the above fees there will be an additional fee of: a. AV/Sound/Projection Technician @$100.00 per hour [2 hour minimum] b. Custodial @$30 per hour [2 hour minimum] as needed to be determined by APBA and Facilities Manager
 
I, as a representative of my group have read, understand, and agree to abide by the FBM Church use policies and agree, upon approval of the use of the facility, to provide the proper usage fees and/or Certificate of Insurance if required. I understand that FBM, its staff and members are not responsible for accidents of any nature incurred during the use of the facilities and I agree to indemnify and hold FBM harmless for any such incidents. I agree, as representative of my group that I or my group will be financially responsible for all repair expenses caused by my group’s party. I understand that all fees are non-refundable if cancellation occurs less than 1 week before the scheduled event.
 
Signature of User ____________________________________________ Date____________________
Group Represented:________________________________________ Telephone:_________________
 
 
For Office Use Only ______ App/Agrmt. ______ Fee ______ COI Revised 11/15