Hilldale Baptist Church

Family Life Center

Policies and Procedures

1.0 PURPOSE:

The purpose of the Family Life Center is . . .

·        To undergird, supplement, strengthen, and complement the ministries of the church.

·        To impact our community for Christ by presenting the gospel both implicitly and explicitly.

·        To encourage overall health (physical, spiritual, family, etc.) for the glory of God.

·        To project Christian recreational activity that complements the church’s ministry.

2.0 STATEMENT OF POLICY:

Significant financial resources have been invested in Hilldale Baptist Church Family Life Center by generous contributions from its members. Therefore, proper oversight must be given to these facilities to ensure that:

·        Adequate facilities exist to effectively carry out the ministry objectives and goals;

·        Such facilities are properly protected against loss or misuse;

·        Wise stewardship is being obtained through energy conservation, cost reductions and safety measures; and

·        The life of the facilities is extended through a proper maintenance program.

3.0 INTERPRETATION OF POLICIES, PROCEDURES, REGULATIONS & RULES:

1.     The Pastoral Staff and FLC staff will be responsible for interpretation and enforcement of all rules.

2.     Policies and procedures are reviewed periodically by the Pastoral and FLC staff and may be added to or altered at any time.

3.     Any situation not specifically covered in this list of policies will be acted upon if and when the need arises at the discretion of the Community Impact Pastor.

4.0 PROCEDURES:

          Eligibility

1.     The programs and activities of special groups requesting building usage must be consistent with Hilldale’s statement of purpose and ministry philosophy. It is to be understood that the FLC and equipment of Hilldale exist for the glory of God which is our primary purpose and exclusive use of its members.

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

3.     Regularly scheduled Church meetings and activities of Hilldale 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.

4.     Hilldale services and programs have priority over any and all outside organizations requesting use of Church facilities.

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

6.     An Event form request for calendaring and or Agreement form shall be completed by all outside organizations requesting facility use at least 14 days before the event. This form will be turned in to the Administrative Pastor’s office for approval.

7.     A review group consisting of the Pastoral staff will determine the eligibility of an organization to use the FLC facilities.

8.     A Certificate of Insurance must be provided by all outside groups. A separate written agreement might also be required to address other requirements. Examples: Tax certificates, Health permits, Safety guidelines, etc.

9.     All outside groups requesting use of FLC facilities must have and adhere to sexual molestation policies and procedures regarding minors.

10.  A schedule of fees for building usage, custodial and / or technical service, and other financial commitments necessary for the event, will be given to the user at time of reservation. 

11.  All usage fees are to be paid through the Administrative Pastor’s office.

5.0 GUIDELINES FOR USE OF FLC FACILITIES:

1.     Everyone entering the FLC must be registered at the reception desk. No one will be permitted to enter without registering.

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

3.     When Children under 12 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 FLC property.

4.     Smoking and the use of alcoholic beverages or illegal substances are not permitted in the building or on the grounds of the FLC at any time.

5.     For outside groups, an assigned custodian, Rec. Assistant and/ or kitchen representative (depending on the event) will be on duty during time of usage, and the user will be charged for this service. This individual will serve as the FLC representative. If questions arise during the event, this individual shall be contacted.

6.     Weapons, firearms, and other dangerous items are not permitted in FLC building or properties.

7.     For security reasons, exterior doors are never to be left open. A designated entrance shall be communicated to all those involved. All attendees shall enter and exit the same door for security reasons.

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

9.     If furniture or equipment is to be moved, it must be done by FLC personnel to prevent damage to building or furniture.

10. The person(s) or organization(s) making application for use of FLC facilities shall agree to reimburse the church for any damage to FLC property.

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

6.0 CALENDAR REQUEST GUIDELINES:

1.     All dates for the FLC must be submitted to the church  office using a Calendaring Events Request form. Forms are available at the Church or FLC office.

2.     No date is placed on the calendar until the form has been submitted and approved at the weekly staff meeting.

3.     The Event Form must be completed at least 14 days in advance of the activity. The form shall be submitted to the Administrative Pastors office.

4.     Event forms will be reviewed by the staff each week to determine if there are any calendar conflicts. Request are scheduled on a “first-come” basis.

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

7.0 FLC ACTIVITIES PARTICIPATION:

1.     Members – Participation in the FLC ministry is open to all Hilldale members and anyone enrolled in a ministry of Hilldale Baptist Church and FLC members (non church members per 12.0-2).

2.     Children – Anyone under the age of 12 years must never be left alone in the FLC without parental or adult supervision.

3.     Guest – Members may bring guests and are encouraged to do so. These are people brought by a Hilldale member or hosted by a FLC Ministry member. FLC members desiring to bring more than 1 guest at a time are asked to obtain prior approval from FLC staff. All prospective guest of HBC will be issued a 30 day pass. Guest from the community who are interested in the facilities will be issued a 1 day pass. All other guests must be accompanied by an FLC member.

4.     Visitors – Individuals who are with outside groups, such as teams from other churches or spectators are the responsibility of the church or group with which they came. Visitors will not be required to wear name tags, but the sponsor of the group must register with the group’s name, phone numbers, and number in group. They must comply with all FLC policies and procedures. Those who fail to comply will be asked to leave.

8.0 DRESS AND BEHAVIOR

1.     The FLC is used to glorify God. Each person involved shall, “In all ways acknowledge Him” (Proverbs 3:6).

2.     FLC is a ministry of Hilldale Baptist Church. In the interest of influencing others for Christ, the speech, dress, and conduct of all participants will be in accordance with the highest Christian standards.

3.     Shirts and shoes, along with other appropriate apparel, must be worn at all times.

4.     FLC staff will be the final authority on all dress code issues.

9.0 DISCIPLINE

1.     Willful violation of any guidelines or regulations could lead to the loss of eligibility to participate.

2.     Infractions will be handled as follows:

·        First infraction – warning, explaining rules and documentation.

·        Second – reminder, for minors notification of parents and/or suspension.

·        Third – For minors Parent Conference and/or suspension.

3.     Major infractions will be submitted to and dealt with by the FLC Minister.

10.0        HOURS

1.     Hours of operation will be posted at the main entrance to the FLC.

2.     Due to seasonal events and a wide variety of ministry use, hours of operation may vary.

3.     Since the FLC Ministry is a support ministry of Hilldale, the FLC schedule will not conflict with Hilldale’s master calendar of events.

11.0        LIABILITY

1.     Use of the FLC and all equipment will be at the risk of the participant.

2.     Hilldale does not assume liability or responsibility for any participant.

3.     Hilldale does not make any expressed or implied warranty of ministry premise, equipment, machinery, fixtures, or furniture.

12.0 FEES

1.     For Hilldale church members an annual fee of $10 per person with a maximum $30 per family will be charged for a membership fee to cover the cost of processing registration and membership cards.

2.     For non-Hilldale members, a fee of $40 per month per person with a maximum of $80 per family will be charged.

Building Rentals

Party Room            HBC members $50.00

                                Non-HBC members   $100.00

Fellowship Hall      HBC members $100.00

                                Non-HBC members $1000.00

Gym                     HBC members $100.00

                                Non-HBC members $1000.00

A security deposit will be required for all rentals.

Additional fees will be required as stated in 5.0-4

No one will be permitted to use Kitchen facilities except as stated in 5.0-4.