Church Building Use Agreement
As we step back and look at the whole, we are reminded that the overall purpose of taking charge of the operational details of the institutions that our Lord has entrusted to us is to use them to do His work and to His honor. The faithful management of ecclesiastical institutions must include attention to the use of these institutions and include respect for the legal guidelines for the protection not only of the Church, but also of all those who constitute themselves in the institutions. Payment for the use of the ecclesiastical institution is normally made to the secretariat when booking and filling in the rental form of the ecclesiastical institution. The form contains the name to whom they would charge for their cheques, the name of the person or group booking event, the name and contact number, the type of function, the date and time of the event, the installation, equipment, furniture, etc., the rental conditions and prices, the lease as well as the signature and date of the tenant and a part for approval and authorized signature (use of the office only). Maybe you would like to have a representative of the church if external groups use the building. This person can help ensure that departmental property is protected and can be a valuable resource in the event of an emergency. Declaration of purpose – Who can use the facility: it is stated here that the use of the institution must correspond to the mission and/or convictions of the Church. (ABC Organization) will designate (ABC Church) as an additional insured on their general liability policy. This insurance remains in full force for the duration of the use of the building and is proven by a certificate of insurance.
Our meetings with churches on insurance have identified the use of buildings and/or the lack of established procedures as one of the greatest legal risks to which organizations are exposed. The procedures for the use of buildings are among the most important to implement, as they determine who can use ecclesiastical institutions and for what purposes. Churches must also consider tax considerations that may be related to off-building use and additional liability risks. Cost schedule/scales: A fee schedule should be established that reflects the fair rental value of the facilities and reflects related expenses, such as deposit or childcare fees. It is imperative to consult your CPA or legal advisor on the policies to follow when taxes are issued. Example: For 501C3 establishments, if the activity is consistent with the Mission of the Church, fees may sometimes be waived. An agreement on the use of the facilities helps protect your church from liability, while providing you with space for outside groups to meet….