Church of the Resurrection

Pastoral Council, Committees and Organizations > Pastoral Council > Facility Utilization Policy Revisions

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”).

2. Policy

The assignment of Church of the Resurrection or Resurrection-St. Paul School

facility space on a permanent or temporary basis will be in accordance with the

guidance in this policy:

2.1. The primary use of the facilities of the Parish is for parish activities.

2.2. External Organizations may be allowed use of the facilities upon

application in accordance with the conditions outlined in this Policy.

3. Background

With the completion of the multipurpose building and the second story addition to

the Resurrection-St. Paul School, the Parish has substantially more space

available for meetings, organizational activities, sports events, etc. Due to the

interest in this space by parish and external organizations, it is necessary to have

a sound and consistent policy in place to guide the allocation of this space.

4. Definitions

4.1. External Organizations - Any organization that is not part of the

Parish or School.

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.

5.4. Priorities for Space Allocation

Space will be allocated based upon the following priority order:

a) Church religious celebrations (Mass, Sacraments, prayer services,

etc.) or other functions as requested by Parish staff or visiting clergy.

b) School activities (during school hours only)

• First and second floors of the school

• Gymnasium

• Church hall/cafeteria

c) Parish staff

d) Pastoral Council Committees formally recognized in the By-Laws

e) Parish organizations listed in Appendix A

f) External organizations

6. Occupancy

The number of people occupying any space shall be no more than is approved

by the County Fire Marshal.

7. Smoke Free Restriction

All facilities of the Church of the Resurrection and the Resurrection-St. Paul

School shall 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

15. Date of Last Pastoral Council Update

October 30, 2007