ARVADA COVENANT BUILDING USAGE POLICY AND FEE SCHEDULE

Please review this document fully prior to filling out the Building Usage request form.  

Effective Date:           March 29, 2010
Updated:                      August 16, 2022
Authored By:              Ian Thomsen & Arnold Wheat
Approved By:             ACC Council on September 20, 2022

GENERAL GUIDELINES FOR USE OF FACILITIES:

• the facilities are used in a manner consistent with the mission and vision of Arvada Covenant Church;
• the facilities are used in a manner compliant with Colorado non-profit statutes;
• use of facilities must be reasonable, responsible, adequately supervised, safely conducted;
• 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.

DEFINITIONS:

Outside Group/Organization:  An outside group is one that is not financially supported by ACC.

ACC Member/Friend:  An ACC friend is someone who regularly attends ACC and considers ACC to be their church home.  An ACC member meets the qualifications of a friend, and has also fulfilled the requirements of membership.

ACC Staff Leadership Team:  ACC pastors and directors.

GENERAL USE:

1. The programs and activities of individuals and/or groups requesting building usage must be consistent with Arvada Covenant Church’s statement of purpose and ministry philosophy. The policy of our church shall be to use the total church facilities to the best advantage of the church in carrying out the purpose of the church.  As long as policies are kept, we seek to bring as many people as possible inside the church building or order to in some way influence them toward Christ.
2. Activities and programs are limited to the space or rooms and specific equipment that have been reserved in advance.
3. Scheduled meetings and activities of Arvada Covenant Church must have first priority in the use of our facilities. Other Church-related meetings and functions have second priority. With prior approval, groups outside the Church may use the facilities when they are not already scheduled for use by a Church function.
4. Funerals will always take precedence over any scheduled outside event.  In the event a funeral needs to be scheduled over a pre-scheduled event, the group’s representative will be notified as soon as possible after funeral arrangements have been finalized.  Due to the last minute nature of funeral arrangements, this means events may be cancelled within 10 days of the scheduled date.
5. As a general rule, only non-profit organizations will be allowed to use the facility.
6. Arvada Covenant Church facilities are not to be used for profit-oriented functions or profit-making activities (this provision does not apply to non-profit groups or organizations).
7. Organizations engaged in partisan political activities, causes or campaigns are not eligible to use Church facilities for their programs.
8. A Facility Use Contract shall be completed by all outside organizations requesting facility use, and must be signed by an authorized group representative with signing powers to bind the organization.
9. A review group consisting of the Co-Lead Pastor, the Facilities Manager, Next Gen staff, and select other individuals with a vested interest in the rooms being requested will determine the eligibility of an organization to use Arvada Covenant Church facilities. The facility request form will be signed by the Facilities Manager and returned to the requestor if the event is approved.
10. The use of or possession of tobacco products, alcoholic beverages and/or illegal substances is not permitted in the buildings of Arvada Covenant Church.
11. When children or minors under the age of 18 are involved in a scheduled activity, a minimum of two adults will be required at the scheduled event to monitor the lobby, hallways and bathrooms.  It will be the group’s responsibility to conduct background investigations on all persons having access to minors, to ensure their suitability for working with, or being present with, children and minors during use of the ACC facility.  Due to liability issues no “childcare” will be provided by ACC or allowed for outside groups.
12.  Any additional wall or ceiling decorations, banners or accessories within a room or building area must be pre-approved in writing by the Facilities Manager.  If approved, these items must be fire-retardant and attached only with masking tape to the ceilings or walls.
13. Church religious symbols, signs, decorations, wall hangings, banners and furniture cannot be moved, removed or concealed without prior written permission of the Facilities Manager.
14.  Due to fire department regulations, ceiling tiles cannot be removed under any circumstances.
15.  Extension cords must be unplugged at the wall outlet when not in use.
16.  Food and/or beverages are prohibited in the Worship Center.
17.  The use of latex balloons and latex gloves is not recommended on church property.  Due to severe allergies the church strongly discourages the serving of any food product containing tree nuts.  Each group must consult with the Facilities Manager and Co-Lead Pastor if planning to use latex or tree nuts.
18. All supplies must be furnished by the outside group.  ACC food-related supplies (i.e. coffee, paper plates, silverware, food, tablecloths, etc.) are not available to the group.
19. No candles or other items with open flames may be burned unless arrangements are made in advance with the Church Administrator, and the organization agrees to fully comply with the Church Candle Policy.
20. The audio system, projection and/or lighting equipment within the sanctuary will only be available to outside groups who have been trained by an ACC technician. Groups not properly trained will need to request the services of a church technician and pay the associated hourly fees.
21. Janitorial and custodial fees will apply to all outside group and non-ministry related functions.  These charges are a part of the building use fees and are not to be paid directly to the custodian.
22. All building users are responsible for maintaining and cleaning up the facility.  The facilities are to be left in as good as, or better condition than they were found.  All lights must be turned off before leaving and the doors secured.  A fee may be charged for damage and/or extra staff time used for cleanup.  Arvada Covenant Church will ensure the building is unlocked and available for use prior to the scheduled setup time.
23. If the kitchen facilities at ACC were used during a function or event, all cookware, dishes, cups, utensils and other items must be properly washed, dried, and put back in their place before the group departs.
24. Report any maintenance problems and damages to the Facilities Manager the same day or the next business day.

ADMINISTRATIVE PROCEDURES RELATING TO BUILDING USE 

A Facility Request Form must be completed by all individuals, ministries and/or outside groups desiring to use the facilities. The form must be submitted to the Facilities Manager for processing at least two weeks in advance of the requested building use.  The submission of a Facility Request Form does not guarantee approval and does not reserve the facilities, but merely begins the application process.  The form is available on the Arvada Covenant Church website (arvadacovenant.org/use-the-building/).

1. The review process generally takes one to three business days after submission of all of the required information. Upon final determination by Arvada Covenant Church, the requesting organization’s representative will be notified via phone or email of the decision.  If the request is approved, a copy of the approved facility request will be emailed or faxed to the agent.
2. All damage deposit and usage fees are to be given to the Facilities Manager, with the checks made out to Arvada Covenant Church.
3. The user must submit the damage deposit at the time the request is approved. The usage fee, janitorial fee and, if applicable, technician fees must be paid in full prior to the event date.
4. A Certificate of Insurance naming Arvada Covenant Church as an additional insured must be provided by all outside groups anticipating more than 20 people in attendance, for the purpose of covering liability and property damage or accidents that might occur on Church property (weddings and funerals not included).
5. A sales tax exemption certificate (or sales tax certificate, if appropriate) must be provided with the facility request form if sales of goods or items are to be made onsite during the event.
6. 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. This indemnification clause is included in the Facility Request Form. If damage occurs to any ACC property, 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 possible legal action and all future building use requests of that person or organization will be denied.
7. The user assumes full liability and complete responsibility for injuries to all persons attending the event and for all damages or loss of user’s property.

FACILITY USE FEE SCHEDULE

• Fees are basic minimum fees.
• Full payment is due prior to event.
• Additional damage/clean-up fees may be charged if damage exceeds the deposit amount.
• Damaged deposit to be returned less any amount held for damages within 30 days after the event.
• Non-compliance with the policy may result in additional fees.
• Personnel fees apply to all groups.

Group I: Arvada Covenant Church – routine activities planned by and for the people of the church as well as outreach events identified by church members. No fees.

Group II: Activities planned by Arvada Covenant members and attenders- A deposit for facility usage and cleaning will be required for every event. The amount to be determined by the Facilities Manager based on the scope of the event and anticipated attendance. A portion of the deposit may be returned at the discretion of the Facilities Manager, less any amount withheld for cleaning and/or damages. Refundable Damage Deposit  $200.00

Group III: Activities planned by non-members- A deposit for facility usage and cleaning will be required for every event. The amount to be determined by the Facilities Manager based on the scope of the event and anticipated attendance. A portion of the deposit may be returned at the discretion of the Facilities Manager, less any amount withheld for cleaning and/or damages.

Personnel-Personnel fees apply to all groups.

Other

Recurring Sporting Events in FLC

• Requests for waiver of fees will be considered by the Co-Lead Pastor and Facilities Manager for certain circumstances.
• If there is not compliance with policy, additional fee for clean up may be added at Arvada Covenant’s discretion.

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