Churches should have clear, concise and effectively communicated policies regarding facility use in place to prevent disagreements among members, according to Lee Wright, associate in the office of LeaderCare and church administration at the Alabama Baptist State Board of Missions (SBOM).
“Every church leader and most members have expectations based on what they believe is permitted by church policy,” according to the SBOM’s “Policies 2004” booklet.
“Problems tend to develop when one member’s expectations differ from that of other members,” it said.
Wright noted, “The most common consequences are setting a precedent which is later regretted; having a difficult-to-manage conflict over a difference of opinion; … or having an incident or accident due to lack of safety guidelines or supervision.”
To avoid these situations, Wright recommends that churches consider their policies and procedures during the planning stages of building. Church leaders should first know their purpose, how the building will help meet that purpose and why they are constructing the building.
“Be careful not to lose that purpose,” he said. “This loss can happen, for example, when one group in the congregation ‘dreams the dream’ of outreach while later a different committee develops more restrictive policies for the facility after its completion. The latter committee may be more effective in keeping focused on outreach if at least one of its members was directly involved in establishing the initial vision and purpose for the building.”
Wright advises churches to elect a committee or utilize an existing team to gather information and talk to other churches with similar facilities before creating policies and procedures. “Collect sample policies and procedures,” he said. “Tour other similar facilities (and) get input from the pastor and staff. Examine the samples and glean the best concepts from each.”
Next, the team should write a rough draft, get feedback from the pastor, staff and others, make revisions and submit to the church for approval, he added.
Wright recommends that leaders consider the following information when writing policies and procedures for church ministries.
General issues
• How can we help manage risk — injury, safety and security, safety and environment for minors, protecting the building from abuse? For more information on protecting minors at church see www.ago.state.al.us/church.
• What are the guidelines for supervising minors in this facility?
• Discuss risk management with your insurance agent.
• How can we best utilize this building as a tool for meeting our church’s vision statement?
• What potential activities or use of this building should we exclude because it does not meet our vision statement?
• Will we allow others to use our facilities? Who?
• What guidelines will be followed?
• Who will be responsible for cleanup? Who is responsible for cleanup on the weekend?
• Who is responsible to unlock and to lock the building?
• Who keeps the calendar and what is the procedure to schedule this building?
• Who will be the authoritative decision maker when questions arise — a staff member or committee?
Family life center
• What is our purpose? How do we implement that purpose?
• Who will plan and direct the ministry? How will it be conducted on an ongoing basis? Most family life centers lack ministry direction and can become almost useless.
• Plan and implement publicity materials toward prospects and direct information from prospects to staff and those involved in the outreach ministry.
• How are guests included? Must they be invited by a member? Are there certain activities open to the community — such as a walking track? May nonmembers of the church join the family life center? Are there exceptions such as Upward Basketball, which is used in a very intentional way to reach out to children and their families?
• What kind of form do we need for permission (minors), medical information and medical release? Do we need an OK from the doctor for this person to participate?
• What will be the requirements of participation in worship and/or Sunday School to participate in a sports team? Many sports teams and leagues have such requirements. Upward Basketball is usually an exception because its focus is on reaching the unreached.
• Work with your insurance company to develop a statement that your church’s liability insurance is secondary and that everyone must have insurance. Examine the possibility of offering individual coverage for people on sports teams who do not have insurance.
• Work with your insurance company to find ways to manage risk.
• What age requirements are involved in using the equipment (especially weight machines)?
• Require that no one use the weight equipment without being trained in proper use of weights and lifting technique and never without a spotter.
• What kind of training in proper technique and safety will we obtain for aerobics instructors, weight lifting instructors, etc.?
• What age is required to not have a parent or guardian present?
• What kind of supervision will there be during operating hours?
• How many people will be trained and present who know first aid and CPR? Will your church consider having a defibrillator?
• Develop a dress code and code of proper conduct. Who will enforce these rules?
• Will outside groups or other churches be allowed to use the center? Will other churches be allowed to use the facility to have a lock-in? Discuss this with your insurance company. How will the facility be scheduled and who is in charge of the calendar?
Education building
The general guidelines on safety and risk management also apply to this type of building; however, there are a few other considerations.
• Will we allow outside groups such as civic groups or neighborhood associations to use our facility for a meeting? Under what circumstances?
• How will they be scheduled and by whom?
Worship center
• How is the building scheduled? Who is over the calendar?
• What kind of decorations may be placed in the sanctuary?
• What kind of music may be used in the worship center? Some require that only music that would be used in a worship service of that church can be used in other events such as weddings. Some require that if the couple desires a popular song, someone such as the minister of music must approve.
• May outside groups such as civic groups use our worship center for a meeting?
• May couples who are not members of our church use our sanctuary for a wedding? Under what circumstances?
• Will the church develop ministries utilizing its resources such as teaching piano, organ, voice, etc.? How will these be conducted?
Policies lead to understanding, fair decisions
For many churches, taking the time to develop and write down policies for using every area of the church property can seem like a tedious process. But not doing so can lead to problems within the church.
Here, the Alabama Baptist State Board of Missions’ office of LeaderCare and church administration offers some of the reasons for and benefits of developing written policies.
1. To establish the purpose of the church, ministries, programs, committees and teams.
2. To map a plan of action for the church by setting goals.
3. To implement the planned goals and objectives.
4. To help members see church life as an opportunity to minister.
5. To involve all members of the church in ministering to people.
6. To guide in the recruiting and organization of staff.
7. To clearly delegate and allocate authority and responsibility.
8. To coordinate all experiences and activities so they are supportive of each other as well as the church’s mission.
9. To guide decision-making.
10. To motivate paid and volunteer staff.
11. To evaluate outcome versus purpose.
The benefits
1. Policies save time.
a) Policies avoid repeated discussions on the same issue and keep leaders, committees and the church from remaking the same decisions. b) Policies may be referred to without having to stop and make decisions or locate and consult decision makers.
2. Policies allow anonymous queries.
3. Policies reduce the need for oral instructions.
4. Written policies are remembered longer and more accurately.
5. Policies save money by maintaining efficient use of resources.
6. Policies provide guidance, stability and consistency.
7. Policies increase compliance with church policy.
8. Policies greatly reduce misunderstanding (decisions are based on principles, not people).
a) Policies give personal freedom by removing stress. b) Burden and blame is lifted from individuals who must explain the policy and shifted to the congregation where it belongs. c) The minister or administrator is removed from the role of villain.
9. Policies are fair to all.
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