Facilities Utilization Policy

Church of the Resurrection and Resurrection-St. Paul School Facilities Utilization Policy

1. Introduction and Purpose

The purpose of this Utilization Policy is to establish conditions for the use of any of the facilities at the Church of the Resurrection and Resurrection-St. Paul School , Ellicott City , Maryland (Parish).

 4.2. Facilities  Outside grounds and buildings thereon as identified in Appendix B of this policy.

 4.3  Minor Children – Individuals who have not reached their eighteenth birthday.

 4.4. Parish Central Scheduling Office - That person or persons appointed by the Pastor to schedule all allocations of facility use in accordance with this policy.

 4.5. Parish Organizations - Organizations that are formally recognized by the Parish in its By-Laws or which are sponsored or supported by the Parish resources. These organizations are listed in Appendix A.

 4.6. Parish Staff - Pastor, associate pastor(s), assigned deacons, and lay staff.

 4.7. Permanent Space - Space that is allocated totally to a specific organization or group for its use, subject to the limitations set forth in this policy. Space that is allocated on a regular and recurring basis to the same organization or group, e.g. every Monday night from 7:30 to 9 P.M.

 4.8.  Resurrection-St. Paul School - The Principal and staff of the School, the officers of the Home School Association, and members of the School Board.

4.9. School Hours of Operation  From 6:00 a.m. to 6:00 p.m. on those days of the school year identified on the school calendar. For the gymnasium, the hours are 7:30 a.m. to 6:00 p.m. on weekdays when school is in session.

4.10. Standard Hours of Operation  Defined for each parish facility in the Standard Operating Procedures (SOP)

4.11. Temporary Space - Space that is allocated for a specific organization or group for a single event that is of a short duration, i.e. one hour to several days.

4.12. Year  Twelve month period starting July 1.

5. Assignment of Space

5.1. Permanent Space - Requests for Allocation

All requests for permanent use of parish space will be directed to the Pastor or his designee. The request must be in compliance with Parish requirements and have a written justification detailing the benefit to be derived.  Additionally, any organization requesting use of space on a permanent basis that involves minor children must submit the names of all adult volunteers/members of the organization who will be involved in the activity and their STAND card number or STAND status information. The Pastor will submit his recommendations to the Pastoral Council Executive Board for consideration and approval at the next Council Meeting, as deemed necessary.

5.2. Reassessment and Renewal of Permanent Space Usage

All requests for use of permanent space must be reevaluated and renewed annually; the deadline for renewal is a minimum of 60 days prior to the desired 12-month schedule. The Pastor or his designee, in cooperation with the Pastoral Council, retains the right to revoke or modify the use of space as needed.

5.3. Temporary Space  Requests for Allocation

5.3.1. Classrooms, Gymnasium, Church Hall/Cafeteria during School Hours:

The Resurrection-St. Paul School has priority for this space during regular school hours. The Principal of the School or designee approves or denies requests for use of these facilities by parish organizations. External organizations or groups shall not be permitted to use these facilities during regular school hours.

5.3.2. Classrooms, Gymnasium, Church Hall/Cafeteria outside of School Hours:

The Parish Central Scheduling Office, in accordance with Parish standard operating procedures, must approve the allocation of these facilities outside of school hours.

5.3.3. Other Parish Facilities

The allocation of space other than that listed under section 5.3.1 must be directed to the Parish Central Scheduling Office. It must be accomplished in accordance with the procedures set forth in the standard operating procedures.

5.3.4 Additional Information

Any organization requesting use of space on a temporary or one-time basis that involves minor children must submit the names of all adult volunteers/members who will be involved in the activity and their STAND card number or STAND status information.

7. Smoke Free Restriction

All facilities of the Church of the Resurrection and the Resurrection-St. Paul Schoolshall be smoke free. All smokers must use areas outside Church facilities should they desire to smoke.

8. Alcoholic Beverage Use

Alcoholic beverages may be served at events that are attended by adults only or at functions that will be adequately supervised in the judgement of the Pastor or his designated representative. In addition, all governmental requirements must be met prior to the event, e.g. liquor license.

9. Food and Drink in the Gymnasium

There shall be no food or drink, water excluded, served or consumed in the gymnasium, except if authorized by the Pastor or his designee.

10. External Organizations or Groups

10.1. Requests for Equipment Use by External Organizations

Church of the Resurrection equipment will be made available to External organizations at the approval of the Pastor or his designee. Requests for personal use will be denied.

10.2. Equipment brought in by an External Organization

The Pastor or his designee must approve the equipment to be used. Request for approval of equipment should be obtained at the time of application.

10.3. Deposit

10.3.1.For Damage and Clean-up

A refundable deposit will be required. It must be received at the time of final approval. This deposit will be applied against any damages or clean up. Any remaining balance will be returned within five working days after the event. The Pastor or his designee must make any exception to this requirement.

10.3.2.Deposit Calculation

The amount of the deposit will be determined according to the standard clean up price currently under contract.

10.4. Damage or Repairs

Any organization that causes damage to Church of the Resurrection or Resurrection-St. Paul School facilities or equipment will be assessed a fee to cover the cost of repairs or replacement.

10.5. Nondiscrimination

In the allocation of space, the Parish and the School may not discriminate on the basis of race, color, national origin, sex or age.

10.6. Certificate of Insurance

A certificate of insurance is required of any External Organization applying to use the facilities. The pastor or his designee must make any exception to this requirement.

11.  Unscheduled Use of Facilities

Facilities may not be used on an unscheduled basis, unless approved by the Pastor or his designee.

12.  Failure to Comply with Facility Guidelines 

Failure to comply with Church or School requirements may subject the organization or group to future restrictions or exclusion from use of Church or School facilities.

13. Policy Reconsideration

The Pastoral Council, in conjunction with the Parish and School Staff, shall review this policy at least every two years. The Pastoral Council at a monthly or specially called meeting must approve changes to the policy.

To assess the efficacy of changing this policy, the following criteria, at a minimum, shall be considered:

a) Complaints about scheduling,

b) Compliments about scheduling,

c) Benefit to the parish community, and

d) Costs for damages, loss of facility use, and excessive use of staff time to monitor activities.

14. Date of Implementation

August 1, 2002