True Vine Baptist Church Building Use Policies - (Revised April 2014) Implemented May 1, 2014
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True Vine Baptist Church
Building Use Policies
(Revised April 2014)
Implemented May 1, 2014
1
TABLE OF CONTENTS
Introduction 3
Statement of Faith 3
Goals 4
Criteria to Determine Use 4
Statement of Policy 4
Building Eligibility Guidelines 4
Reservations 5
Publicity and Promotion 5
Facility Use Guidelines 6
Special rules for Use 7
Sanctuary
Fellowship Hall
Classrooms/Portables
Kitchen
Building Availability (Days/Times) 8
Building Use Costs 8
• Wedding Policy 9
• Funeral Policy 10
Personnel Fees 10
Application 10
Approval/Signature Page 11
*Forms are available on the website www.truevinesa.org or see Church Secretaries or Business
Administrator.
2GENERAL GUIDELINES FOR USE OF FACILITIES
Introduction
The primary purpose of True Vine Baptist Church San Antonio (hereinafter also referred to as the
“church” or “TVBC”) shall be to glorify God and to carry out the ministries of the local church.
Building use activities fall under the jurisdiction of the Board of Trustees which manages the use of
building facilities. No commitment for building use is finalized until the Event Planning Request Form
has been completed and executed by the Board of Trustees or its designee.
The Church Executive Secretary and Church Business Administrator are designated to commit the use
of TVBC facilities. This designation is valid until changed in writing.
Our statement of faith provides the framework that guides all we are and do as a congregation. The
premises will not be used for any activities or advocacies which are not in keeping with the statement of
faith, policies and/or practices of True Vine Baptist Church San Antonio.
Our Statement of Faith
The purpose of this church shall be to glorify God. It shall seek to attain this end through the public
worship of God, the preaching of the Scriptures, consistent Christian living by its members, personal
evangelism, missionary endeavor and Christian education (Eph. 1:5-14; Col. 1:9-10; Mat. 5:16; 1 Pet.
2:9-12).
We accept the Scriptures as our authority in matters of faith and practice and adopt the following
Confession of Faith as our interpretation of Bible Doctrine:
We believe the Scriptures of the Old and New Testament as being verbally inspired by God and inerrant
and infallible in the original writings, and that they are of supreme and final authority.
We believe in one God eternally existing in one essence, yet three co-equal persons, the Trinity: Father,
Son, and Holy Spirit.
We believe That Jesus Christ alone is Lord of all and the only way to salvation.
We believe that the Lord Jesus Christ died for our sins according to the Scriptures as a representative
and substitutionary sacrifice, and that all who believe in Him are justified on the basis of His shed blood.
We believe in the resurrection of the crucified body of our Lord, His ascension into heaven, and His
present life there as High Priest and Advocate for us.
We believe in the blessed hope, which is the personal, visible, and imminent return of our Lord and
Savior, Jesus Christ.
We believe that God's people are called to holiness in all aspects of life. This includes honoring the
sanctity of marriage between a man and a woman, the only relationship within which sexual activity is
appropriate.
3Goals
To use this space in a way that honors God
To treat visitors as honored guests
Criteria to Determine Building Use:
Activity fits with who we are and what we believe
Space availability
How use impacts other programs
Evaluation of safety/legal issues
Group understands respect for the property
Statement of Policy
Our church has been blessed with wonderful facilities to carry out the mission of the church. Therefore,
proper oversight must be given to these facilities to ensure that:
Adequate facilities exist to effectively carry out the ministry objectives and goals
Users exercise proper care and safety
Such facilities are properly protected against loss or misuse
Wise stewardship is being expressed through energy conservation, cost reductions and safety
measures
The life of the facilities is extended through a proper maintenance program
Building Eligibility Guidelines
The facilities and equipment of TVBC exist for the primary purpose of being used by its members
through its organizations and ministries.
The facilities of the church are not available for partisan purposes, for recruitment of members for clubs
outside of the church, for private enterprise, or for fund raising purposes for organizations outside the
church.
1. An Event Planning Request Form should be completed for all groups requesting facility use. A
use of Building Agreement may be required for outside groups.
2. Facilities are not available to outside groups for fund raising or for profit making activities.
3. Organizations engaged in partisan political campaigns are not eligible to use church facilities for
their programs. The facility may be used as a polling place for elections.
4. Certificate of Liability and Property Damage insurance coverage naming TVBC as an additional
insured MUST be on file prior to the date of the event by all outside groups to TVBC for the
purpose of covering liability and property damage or accidents that might occur on church
property.
5. All outside groups or persons requesting use of church facilities must also have and adhere to
Child Protection Guidelines regarding minors. A minimum of 2 adults must be present at all
times.
4The Priority of Use Shall Be As Follows:
1. Recognized Groups Within TVBC:
a. Church Services (i.e. worship services, Sunday School, Bible Study, etc.)
b. Regularly scheduled church activities (i.e. committee/ministry meetings, small group
meetings, Kommando Kids 4 Christ, etc.)
2. Church Members
a. Individual Parties and Special Events
b. Weddings, Funeral and Receptions
3. Outside Groups
a. Church recognized yet non-sponsored events that are in keeping with building use
philosophy embraced by TVBC.
RESERVATIONS
An Event Planning Request form must be completed by all groups and submitted to the Church
Executive Secretary at least 4 weeks in advance of the activity. The Event Planning Request Form
provides for every area of the church. All facilities, set-ups and other service needs (i.e. food, sound,
etc.) must be included on the form.
The Church Ministry Secretary will meet with the user, or a representative, when the reservation is made
to review conditions of the church for usage, the expectations and needs for the event, and to set a
schedule for room set-up and clean-up as needed. 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 the time of the reservation. All church activities are scheduled on the master church calendar.
Reservations for weddings will be handled exclusively by the Church Executive Secretary.
Approval guidelines for the space request use shall be as follows:
1. All activities shall be approved pending availability of space and the priority schedule, and must
be consistent with TVBC’s mission statement and the building use philosophy.
2. No date is placed on the calendar until the form has been submitted and approved by the
appropriate person(s).
a. The Senior Pastor/Associate Pastor must approve all worship related activities.
b. The Senior Pastor/Associate Pastor must approve all weddings and funerals prior to
them being entered on the church calendar.
c. The Board of Trustees must approve all requests for long term use (3 months or
more) of any of the facilities.
d. The Church Executive Secretary/Church Business Administrator approves all other
usage.
3. Long-term impact on the facility and equipment will be taken into consideration as part of the
approval process.
PUBLICITY AND PROMOTION
1. Any outside group using publicity material and/or making public service announcements in
which TVBC name is used must have prior approval by the Church Business Administrator.
52. The sale of admission tickets to the event must be handled by the user with the approval of the
Church Business Administrator.
3. There will be no postings of any kind adhered to the walls of any of the facilities. Postings that
appear on the church bulletin boards or any other posting device must have prior approval of the
Church Executive Secretary or the Church Business Administrator.
FACILITY USE GUIDELINES
TVBC has a wide range of ministries utilizing the facilities. Our desire is for everyone to realize and
respect that many individuals/groups use the facilities before and after your specific event. The Board
of Trustees reserves the right to preempt scheduled use by non-church groups if facilities are required
for use by TVBC. In cases where this becomes necessary, an opportunity for rescheduling shall be
given.
A custodian will be on duty during regular business hours. The user will be charged a fee for custodial
services after regular business hours. If no individual is available to staff the building during these off-
hours, usage may be denied. The assigned custodian or staff person will serve as the church’s
representative should questions arise or needs arise during the event. The ministry leader or
organization representative is responsible to ensure the guidelines are followed.
To make your event and others enjoyable and non-chaotic, please adhere to the following guidelines:
1. The conduct of all persons attending programs is expected to be respectful of the property,
maintaining noise levels that respect others in adjoining spaces.
2. Activities and programs are limited to the space that is assigned.
3. Dining or the serving of food is limited to pre-approved designated areas – check with the
Kitchen Coordinator.
4. The user is expected to leave the building reasonably clean and in the same condition it was prior
to the event and must remove all items associated with their program immediately following the
event.
5. If furniture or equipment is moved, it must be done with the permission of the Church Executive
Secretary or Church Business Administrator to maintain the quality of the building’s furniture
and equipment, and prevent damage.
6. Only outside water faucets on the Church Building may be used for car washes.
7. All decorations in the facility and on the grounds of TVBC must be approved by the Church
Executive Secretary or Church Business Administrator. No items may be affixed to any surfaces
without the consent of the Church Executive Secretary or Church Business Administrator.
8. Programs in the sanctuary that require the use of the sound system must have one of the church’s
Sound Technicians on duty. A fee will be charged for this service.
69. Dancing is ordinarily not allowed on the church campus. Requests for exception to this policy
will be considered by the Board of Trustees or designee on a case-by-case basis. The use of live
bands or DJ's on the church campus for wedding receptions and social events is prohibited. Such
ceremonial dances as a "first dance" or a "father/bride dance" may be allowed upon request.
Musical selections must be approved in advance by the Senior Pastor/Associate Pastor.
10. When children are in attendance they must be under the control of their parents, guardians or
adults at all times and are not permitted to roam freely on church property. All children or youth
activities shall be supervised by a minimum of two (2) adults over the age of 18 at all times.
11. The following items are not allowed in or on church property:
Weapons
Alcoholic beverages
Tobacco products
Controlled substances/drugs
Anything that would distract from a Christian atmosphere
12. Ministry furniture and equipment (i.e. tables, chairs, overhead and LCD projectors, microphones,
musical instruments, etc) purchased and owned by the church will be used exclusively for
ministry functions of TVBC, and may not be removed from the premises without express written
permission. A refundable deposit will be charged for this service. The requesting
individual/group assumes full responsibility for the costs of damage, repair or replacement.
13. Willful violation on any guidelines or regulations could lead to the loss of eligibility to use the
facility.
SPECIAL RULES FOR USE
Sanctuaries (Bldg 1 and Bldg 2)
In keeping with the sanctity of God’s house, the Sanctuaries shall be used primarily for worship
activities. The Sanctuary may also be used for Weddings, Funerals, Bible Study and small group studies
and meetings. The use of the Sanctuary for any other functions/activities requires approval of the Senior
Pastor/Associate Pastor on a case-by-case basis.
Church Fellowship Hall
The church fellowship hall may be available for family gathering place prior to a funeral held at TVBC;
class meetings, weddings/receptions, conferences/seminars; wedding/ baby showers, anniversary parties,
rehearsal dinners. It may also be used for committee/ministry meetings, dance rehearsals, exercise
classes, etc.
Classrooms/Portable Buildings
Classrooms and the portable buildings are multi-purpose facilities used for bible study,
committee/ministry meetings, conferences/seminars, dance rehearsals, etc.
7Kitchen
The primary use of the kitchen facility will be for church wide functions such as banquets, special
meals. The kitchen may be used for receptions, conferences, seminars, wedding/baby showers,
anniversary parties etc for a fee. Organizations using the kitchen will require prior approval from the
Kitchen Coordinator and will be required to adhere to the following procedures:
• Read posted instructions carefully before using stove/coffee makers, etc. or request training prior to
the event.
• Clean, dry, and put always all dishes and utensils according to approved methods
• Wash all counter tops and work areas with cleaner
• Do not leave leftovers in the refrigerator.
• Check stove, oven, and other appliances to make sure they are turned off and nothing is left inside of
oven.
• Remove overflow garbage to dumpsters.
• Launder dishtowels, tablecloths, etc, and return with 48 hours.
Building Availability (Days/Times)
• Days: Tuesday through Friday 10 a.m. to 5 p.m.
• Evenings: Monday, Tues, Thurs, Friday 5 p.m. to 9 p.m.
• Saturdays: 8 a.m. to 9 p.m.**
• Sundays: 3 p.m. to 9 p.m.**
** Saturday and Sunday afternoons/evenings by special arrangements only.
Equipment/Checkout Fee
• A refundable deposit of $25 to $200 is required depending on type of equipment, furniture
Building Use Costs (other than Weddings/Funerals)
• Fellowship Hall/Kitchen $400
• Portables $100 each
8True Vine Baptist Church Wedding Policy
Weddings/Rehearsals May not be scheduled on:
• Sunday or Wednesday
• Easter Day or Easter Weekend
• Thanksgiving Day or Thanksgiving Weekend
• Pastor Appreciation Weekend (usually 2nd weekend in Oct)
• Christmas Eve or Christmas Day
• New Year’s Eve or New Year’s Day
• Evening weddings are not to be scheduled to begin later than 6 pm. Earlier wedding times are
encouraged since the facility must be cleaned following the wedding ceremony.
• Annual Picnic
• Vacation Bible School Week
Building Use Costs
• Sanctuary 1 for up to 6 hours (includes rehearsal and wedding) :
o Members $600 Non Members $800.
o Use of Fellowship Hall for reception (up to 2 hrs):
Members $200 Non Members $400
• Sanctuary 2 for up to 6 hours (includes rehearsal and wedding):
o Members $1000 Non Members $1500.
o Use of foyer for reception (up to 2 hrs) Members: $500 Non Members $800
o Use of foyer for wedding Members $1000 Non Members $1500
• Fee includes Sanctuary, Officiating Pastor/Minister, Wedding Coordinator, Technical
(Sound/AV) and Custodial Personnel.
• A non-refundable deposit of 50% is required to secure rehearsal/wedding date. Fee will be
applied to the total due.
• Must be a member of TVBC at time of inquiry to receive Member rate.
• $75 overtime fee for every half-hour or part of an hour past the 6 hour time limit.
• The Church does not provide a musician for weddings, but True Vine musicians and qualified
visiting musicians may use the equipment. It is appropriate to provide an honorarium for the
musicians.
9True Vine Baptist Church Funeral Policy
Funerals may not be scheduled on:
• Sundays or Holidays
• Wednesdays after noon
Building Use Costs
(Fees apply to Funeral Services/Repast when deceased is not a member of TVBC)
• A deposit of one half (1/2) of the total cost is to be paid when reservation is made.
• Sanctuary 1: $800
• Use of Fellowship Hall/Kitchen: $400
• Sanctuary 2: $1500
• Fee includes Sanctuary, Officiating Pastor/Minister, Wedding Coordinator, Technical
(Sound/AV) and Custodial Personnel.
Personnel Fees
For Services/Repast for Members of TVBC
Personnel fees are due prior to use. Personnel fees are use to offset setup, custodial cost, electrical and
plumbing usage which otherwise would be encumbered by True Vine Baptist Church.
• Custodial Fee/Sound Technician $150 each.
It is customary for the presiding Pastor/Minister to receive an honorarium of $200.
Application
1. All forms are on the church website www.truevinesa.org or see Church Secretaries/Business
Administrator
2. Contact the Church Office at 210 509-4024 if you have questions or concerns.
3. Please allow at least 2 weeks for the processing of your request.
SIGNATURE PAGE
10Approved _______________________
Date
__________________________________________________________________________
DEACON JOHNIE F. JOHNSON Date
Chairman, Board of Trustees
____________________________________________________________________________
DR. JESSE L. GRICE Date
Senior Pastor
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