Facilities Policy
To use the church facilities, please print the form below, fill out and return to Christ Lutheran church.
/page/180019219/180101546/Facilities-Policy


CHRIST LUTHERAN CHURCH (HEREIN TO BE NOTED AS CLC) BUILDING USE POLICIES AND PROCEDURES 
AUGUST 8, 2016 
 
I.  PURPOSE 
    We believe that God's buildings are to be used in the ministry of the people of God and for the sake of the community. The purpose of these policies is to provide a framework in which the buildings can be most effectively used by the Church and the community. The sanctuary is a sacred part of God's House and all should enter and use it in a worshipful and respectful manner. 

II. USE OF CLC 
   The primary purpose for the buildings is to provide a place for worship, fellowship, outreach ministry and growth for CLC. It is our "Home". Groups and organizations within the congregation can use the buildings with the expectation that each member of the Church family will help us to maintain the cleanliness and quality of our church home. While we will make every effort to respect the privacy of every meeting, as an active church there may come a time when for church business reasons, the meeting may have to be briefly interrupted by someone from Christ Lutheran who needs access to the meeting room or another area that must be accessed by the meeting room. We will make every effort to make such interruptions as brief as possible with as little disruption as possible. These occasions should be rare, but should it ever become an issue, we will make be happy to find a more suitable meeting room for your future meetings. Please note that any group meeting on a weekly or monthly basis will need to get specific permission to use the facilities during Holy Week (Easter), Christmas Week, Vacation Bible School and Election days.  These weeks/days will be in heavy use by CLC and the Guilford County Board of Elections.  Please talk to the Facilities Coordinator if you wish to meet during those weeks. 

III. USE BY ALL GROUPS 
   Subject to Council approval, the buildings may be made available only to outreach and community groups who are nonprofit themselves and that engage in religious, charitable, or educational activities and whose purpose does not conflict with the theology of CLC; i.e. meetings for Ministerial Associations, Girl and Boy Scouts, and Greensboro area activities. All use must be approved by the Facilities Coordinator and by council before notifying the potential user and MUST be scheduled through the church office and Facilities Coordinator. Individuals and/or organizations other than those associated with CLC who desire to use the facilities are required to submit in writing their intended use prior to such activity or activities. Exception to the written request shall be permitted for the Guilford County Board of Elections who have been election users for a number of years and will be grandfathered in. All individuals and/or organizations shall, if requested, furnish documentation supporting their non-profit status. Please be aware that our church website calendar for facility use will include the group name as well as date and time of building use.  

IV. CARE AND SECURITY OF CLC BUILDINGS 
   All groups using CLC are expected to assume responsibility for care and security of the buildings which includes: 
a. Closing windows, turning off lights, and locking doors (thermostats should only be adjusted by the person in charge of the meeting
    and should be adjusted back to how they were when the group arrived);
b. When more than one group uses the building, the last group out is responsible for checking all the doors and lights;
c. Individual groups will be responsible for any damage they cause while using CLC facilities;
d. Children must be supervised at all times by an adult at least 21 years old. 

V. FELLOWSHIP HALL/ KITCHEN FOR USE BY ALL GROUPS 
   All groups using the fellowship hall /kitchen must meet the following conditions: 
a. Meetings must identify on the Use Agreement a designated person who is responsible for unlocking and locking up facility and
    following the policies and checklist outlined herein.
b. Groups will be responsible for cleaning up after meetings and/or events. If the group does not perform its own cleanup as specified
    on the checklist, CLC shall perform these services and may charge the meeting group accordingly. 
c. Kitchen equipment may only be used by those who have been instructed on proper use;
d. The Fellowship Hall kitchen must be left as it was found in order for the group to use it again. 

VI. CHRIST’S CORNER 
   All groups using Christ’s Corner must meet the following conditions: 
a. Meetings must have a CLC church member or a designated sponsor who will be responsible for unlocking and locking up facility
    and following the policies and checklist outlined herein.
b. Groups will be responsible for cleaning up after meetings and/or events. If the group does not perform its own cleanup as specified
    on the checklist, CLC shall perform these services and may charge the meeting group accordingly. 
c. Christ’s Corner must be left as it was found in order for the group to use it again.  

VII. NURSERY USE BY ALL GROUPS 
   Outside groups may use the nursery provided they bring their own consumables (diapers, snacks, etc.), leave the nursery as they found it (including emptying diapers from trash cans), wash toys used in the infant nursery, and only during times when the Fellowship Hall is being heated or cooled for a church function. Outside groups may not use the nursery if the Fellowship Hall must be heated or cooled for their use only. 

VIII. SATURDAY RESTRICTIONS FOR USE BY ALL GROUPS
   The facilities can only be used on Saturdays by CLC Groups, for weddings or other functions approved in advance by the CLC Facilities Coordinator. 

IX. CHURCH WEDDINGS and FUNERALS
   See the Wedding and Funeral Policies of the Worship and Music Ministry for this information. 

X. NO SMOKING POLICY
   All groups using our facilities must abide by the no smoking policy, which is in effect throughout all the buildings. If smoking is done outside, the containers for the finished cigarettes need to be emptied and / or the finished cigarettes need to be picked up from the grounds. 

XI. GROUPS THAT DO NOT ABIDE BY THE ABOVE POLICIES FOR USE OF THE BUILDINGS MAY HAVE THEIR PRIVILEGE OF USING OUR FACILITIES REVOKED.
   Requests for use on a continuing basis (i.e. every week use, adult education, etc.) will be handled on an individual basis by the CLC Facilities Coordinator. Any fees for this use will be reviewed and discussed as needed. Church functions will have priority. 

XII. Generally, there is no cost for the use of the facility; however, donations to cover utility costs, etc. are greatly appreciated.  


EQUIPMENT USE  
1. Office computers shall be used only by CLC Staff and members who have been approved through the Church office 
2. The copier and fax machine are to be used for Church work only. 
3. Only CLC related groups or church members may use CLC equipment. It will not be available to outside groups for rental. 
4. Loaning equipment such as audio-visual, chairs, tables, dishes, tablecloths, or tools is not encouraged to groups or organizations for
    use on other sites. No equipment belonging to CLC shall be removed from the Church property unless the following conditions are
    met: 
       a. A specific need shall exist before any equipment shall be taken off Church property. Requests must be submitted in writing to    
          the CLC Facilities Coordinator and return verified by said coordinator.
       b. All requests for off-property use of equipment must be approved by the Church Council at their monthly meeting or by the CLC
           Facilities Coordinator if time is at an essence. 
5. Use of the church organ must be submitted in writing and approved by the Minister of Music.  

CHECK LIST FOR USE OF CHRIST LUTHERAN CHURCH FACILITIES  PART OF WRITTEN PROCEDURES 
WHEN LEAVING THE FACILITY, PLEASE BE SURE THAT: 
• Food items not used must be taken with you. If you want to donate to the church, the items must not be perishable and must be
   marked "Donated (date) (group donating)". 
• All floors are swept, vacuumed, and wet mopped if necessary. 
• All trash must be taken to the outside dumpster.  
• All windows and doors are closed and locked. 
• All lights are turned off (especially the bathroom lights). 
• Tables and chairs should be left as they are found, and if gotten out should be put away. 
• Flush toilets and leave rest rooms clean. 
• Use only the area you have been designated. 
• Leave the room as you find it, please. Groups use these rooms every night of the week. 
• Thermostats should only be adjusted by the person in charge of the meeting and should be adjusted back to the setting they were 
   when the group arrived. 
• Supervise Children at all times (Supervision must be by an adult at least 21 years old). 
• Keys secured from the church should be returned within 7 days after the event if the group is a one-time user.

   Thank you for respecting our property. Please sign below when you are finished with the checklist and leave this document on the round table in the Narthex or return to the church office. Signing indicates that the group assumes all responsibility for damages and for fulfilling the responsibilities designated in the Checklist. Should there be any questions or problems encountered, please call the church office for assistance at 336-288-4482 or email CLC-property@tvancura.com. After office hours you may call the CLC Facilities Coordinator. 


 
_____________________________________________________________ ____________________
Person assuming responsiblity
 
Date
 
_____________________________________________________________ ____________________
Email
 
Phone Number
 
_____________________________________________________________ ____________________
Group represented (e.g., OO, OA, AA, etc.
 
Estimated Attendance
 
_____________________________________________________________ ___________________
Specific Hours of Use
 
Use of Kitchen (Y/N)
 
_____________________________________________________________ ___________________
Room being used (e.g., Fellowship Hall, classroom, etc.)
 
Nursery (Y / N)