Building Use Policy

1.0        ELIGIBILITY

.01  The programs and activities of special groups requesting building usage must be consistent with Dix Hills Evangelical Free Church’s statement of purpose and ministry philosophy.  It is to be understood that the facilities and equipment of Dix Hills Evangelical Free Church exist for the primary purpose and exclusive use of its members through its organizations and ministries.

.02  Activities and programs are limited to the space that is assigned.

.03  Regularly scheduled Church meetings and activities of Dix Hills Evangelical Free Church will have first priority in the use of its facilities.  Other Church related meetings and functions would have second priority.  Groups outside the Church, which are non-profit or ministry related in nature may use the facilities when they are not already scheduled for use by some Church function, and the purpose is ministry related.

.04  Dix Hills Evangelical Free Church services and programs have priority over any and all outside organizations requesting use of Church facilities.

.05  Facilities are not available to outside groups or Church members for fund raising or for profit making activities.

.06  Organizations engaged in partisan political campaigns are not eligible to use Church facilities for their programs.

.07  A Use of Facilities Form shall be completed by all outside organizations requesting facility use.

.08  A review group consisting of the Senior Pastor, Office Manager, a member of the Trustee Board, and a member of the Worship Ministry Team (only if a musical event is in question) will determine the eligibility of an organization to use Dix Hills Evangelical Free Church facilities.

.09  A Certificate of Insurance may be required by all outside groups to Dix Hills Evangelical Free Church for the purpose of covering liability and property damage or accidents that might occur on Church property.

.10  All outside groups requesting use of Church facilities must also have and adhere to sexual molestation policies and procedures regarding minors.  If the organization has such policies in place, the Church’s General Council will review the adequacy of such policies.  If the organization does not have such policies for their organization, they will be required to sign a written assurance that they will follow the Church’s policies while on Church property.  The Trusteeswill work directly with the leader of the outside group to ensure that these policies are in place before the event occurs.

2.0        RESERVATIONS

.01  A Request For Use of Facilities  must be completed by all outside groups and submitted to the office.

.02  All usage fees are to be paid through the office including a reservation fee of 25% of the total estimated usage fee to be charged.  The balance must be paid no less than two weeks before the date of the usage.

3.0        GUIDELINES FOR USE OF FACILITIES

.01  The conduct of all persons attending programs is expected to be respectful of the environment of the Lord’s house.

.02  When children are in attendance they must be under the control of their parents or adults at all times and are not permitted to roam freely on Church property.

.03  Smoking and the use of alcoholic beverages or illegal substances are not permitted in the buildings or on the grounds of the Church.

.04  An assigned custodian will be on duty during the time of usage, and the user will be charged for this service.  This individual will serve, as the Church’s representative unless otherwise notified.  If questions or needs arise during the event, this individual shall be contacted.

.06  Food and/or beverages are prohibited in the auditorium. Special arrangements must be made with the Trustees for the serving of foods and/or beverages in other areas of a building. Shall this regulation not be followed; the person(s) or organization(s) using the facility shall be invoiced for all cleaning costs.

.06  Weapons, firearms, and other dangerous items, are not permitted in Church buildings or on Church properties.

.07  The user is expected to leave the building reasonably clean and remove all items associated with their program immediately following the event.

.08  The person(s) or organization(s) making application for use of Church facilities shall agree to indemnify the Church for any damage to Church property by any person(s) participating in or attending the activity. An indemnification clause is included in the Agreement for the Use of Facilities. If damage occurs, the person(s) or organization(s) will be invoiced for all repair, replacement, and/or labor costs. Failure to pay such damages will result in future requests being denied.

.09  The user assumes liability for injuries to persons attending the event and for damages or loss of user’s property.

.10  No person(s) or organization(s) shall pay the custodian personally as custodial charges are a part of the user fee. For large events, Church custodians shall open the buildings and remain to secure the buildings after the groups have departed.

.11  All outside groups using the facilities of Dix Hills Evangelical Free Church must be furnished a copy of the following “Building Use Procedures” when using Dix Hills Evangelical Free Church facilities.

4.0        BUILDING USE PROCEDURES

.01  The leader of the group must submit a Use of Facilities Request at least 30 days in advance of activity with the office.

.02  If needed, secure building keys on the last business day before the event from the  office.

.03  After building use, clean up all the areas used.  The area shall be returned to the same condition before your use.

.04  Secure the building by checking all exterior doors.

.05  Report any maintenance problems and damages to the office.

.06  Turn in keys to the office on next business day.

.07  If the use of the facilities is by an outside group the assigned custodian will perform several of the above procedures.

5.0        CALENDAR REQUEST GUIDELINES

5.1        Requests Made by Non-Staff People

.01  All dates for the CHURCH CALENDAR must be submitted to the Church office.

.02  No date is placed on the calendar until approved at the weekly staff meeting.

.03  Calendaring forms will be reviewed by the staff each week to determine if there are any calendar conflicts.  Requests are scheduled on a “first-come, first-serve” basis.

.04  After a request has been made and approved, or in case of any conflicts, the office will notify the requester as soon as possible.

.05  The event will then be entered in the computerized Calendaring Program by the Office Manager.

6.0 PUBLICITY AND PROMOTION

.01  Publicity material and public service announcements in which the Dix Hills Evangelical Free Church’s name is used must have prior approval by the Office manager.

.02  The sale of admission tickets to the event must be handled by the user.

.03  The Church expects to cooperate with the user of the facility.  However, it must be understood that the work of ministry at Dix Hills Evangelical Free Church will always come first.

7.0        AFTER HOURS ENTRY INTO FACILITIES

.01  Dix Hills Evangelical Free Church facilities are open Monday through Friday from 9:00 a.m. to 5:00 p.m.  A member of the facilities staff will be available to assist other staff and Church members during normal hours.  However, if facilities need to be entered after normal hours, the emergency maintenance beeper shall be called and leave a phone number to call or a brief message.  The facilities staff member on call will respond accordingly.

.02  The Trustees will be responsible for assigning which facilities staff to be on call.