Revised March 2018

Facility Use Policy

Saint John Paul II Catholic Parish

145 9th St, Idaho Fall, ID 83404

208-522-4366 l jpii@cableone.net l www.ifcatholics.net

Facility Use Policy

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Table of Contents

1. Facility Use Policy .......................................................................................................................................2

1.1 Introduction ...............................................................................................................................................2

1.2 Guiding Principles .......................................................................................................................................2

1.3 Scheduling Prioritization ............................................................................................................................3

First Priority: Worship and Spiritual life of the Parish ................................................................................3

Second Priority: Education and Formation ................................................................................................3

Third Priority: Parish Groups and Organizations ........................................................................................3

Fourth Priority: Outside Church-Related Organizations ............................................................................3

1.4 Facility Use Request Form – Submission and Approval Process ................................................................4

1.5 General Use Guidelines ..............................................................................................................................5

1.6 Guidelines Specific to Designated Areas ....................................................................................................7

Kitchens – Scheduling, use, and cleaning ...................................................................................................7

Church Vestibules – Scheduling displays, advertising, or selling ...............................................................7

Holy Rosary School Gym – Scheduling, supervision of children, approved footwear ...............................8

1.7 Building Access ...........................................................................................................................................9

1.8 Decorations ................................................................................................................................................9

1.9 Cancelling or Rescheduling Events .............................................................................................................9

2. Advertising an Event ............................................................................................................................... 10

2.1 General Guidelines .................................................................................................................................. 10

2.2 Options and Timelines for Advertising: ................................................................................................... 10

Bulletin Note ........................................................................................................................................... 11

Bulletin Insert .......................................................................................................................................... 11

Pulpit Announcement ............................................................................................................................. 11

Pulpit Talk ................................................................................................................................................ 12

Poster ...................................................................................................................................................... 12

Parish Website ........................................................................................................................................ 12

3. Cash Handling for Fundraising Activities ................................................................................................. 13

Appendix I Facility Availability ........................................................................................................................... 14

Appendix II Facility Use Request Form ............................................................................................................... 15

Appendix III Parish Facilities and Capacity ........................................................................................................... 16

Appendix IV JPII Expense Reimbursement Request ............................................................................................ 17

Appendix V Fundraising Excerpt from Diocesan Practices and Policies ............................................................. 18

Facility Use Policy

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1. Facility Use Policy

1.1 Introduction

Saint John Paul II Parish is very active. First and foremost, facilities are for the spiritual, pastoral, formational,

and educational growth of parishioners. At times, church-related organizations, not directly connected with the

parish, may use the facilities. However, there are priorities and other criteria guiding such use. The following

guidelines are used in order to facilitate the usage and scheduling of meetings, activities, and events.

1.2 Guiding Principles

Approval Authority

The pastor has assigned approval authority exclusively to the Parish Operations Manager. Neither the clergy nor

members of the parish staff are involved in the process. In other words, while a pastor or priest may provide

verbal consent, official approval can only come from the Parish Operations Manager at the parish office after

scheduling in the facility calendar.

Responsible Party

Organizations or groups must appoint a “responsible party” to act as the sole representative. This person will

request the facility and accept full responsibility for adhering to the guidelines set forth in this document. The

responsible party must be:

1. at least 21 years old

2. present for the entire event, including set-up, break-down, and clean-up

3. responsible for, and capable of abiding by, the guidelines set forth in this document

4. responsible for returning the facility to its original condition

Parish Expectations

1. Parish Liturgical events, Parish Faith Formation events, and Holy Rosary School events have first

priority in all facilities. Further information on scheduling priorities can be found in Section 1.3.

2. Requests from the First and Second Priorities (outlined in Section 1.3) are considered throughout the

year. Every effort is made to avoid scheduling conflicts; however, due to unforeseen circumstances

there may be times when a previously confirmed event is canceled, rescheduled, or relocated with

short notice. Cooperation is expected; otherwise, the privilege of using parish facilities will be denied.

3. No facility will be scheduled during regular Mass times or at the times listed in Appendix I.

4. A request for space is confirmed when the responsible party receives written confirmation from the

Parish Operations Manager. Facility use confirmations will be sent via e-mail or mail to the responsible

party. If you do not have internet access, please call the parish office at 208-522-4366 during office

hours to make arrangements to pick up the confirmation in person or arrange to have it posted.

Verbal consent from the pastor, priest, or office staff is not to be considered confirmation.

5. The Facility Use Request Form (Appendix II) must be submitted, reviewed and approved before the

request is considered confirmed.

6. The Parish Operations Manager will resolve any conflicts regarding use of the facilities.

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7. Any group, organization, or committee that uses a parish facility without written approval from the

Parish Operations Manager will lose the privilege of using parish facilities.

8. Parish facilities may not be reserved for personal use.

9. Business or personal promotions may not be displayed in any parish facility or on parish property.

1.3 Scheduling Prioritization

Scheduling prioritization of all facilities is defined below (including examples):

First Priority: Worship and Spiritual life of the Parish

The use of any parish facility for this purpose takes precedence over all other activities.

Celebration of the Eucharist

Sacraments

Days of Recollection

Parish Retreats or Missions

Second Priority: Education and Formation

Life of the parish and Holy Rosary School

Parish Religious Education Programs

Holy Rosary School and RCIA

All ages of Sacramental Preparation

Bible Study

Liturgical Ministries Training or Practices

Parish Councils and Boards

Third Priority: Parish Groups and Organizations

Guadalupanas

Prayer Groups

Scouts

Knights of Columbus

Seniors

Knit and Crochet

Fourth Priority: Outside Church-Related Organizations

Approval for these organizations will be given based on availability.

Marriage Encounter

Cursillo Movement

Charismatic Renewal

Alcoholics Anonymous

Retroactive

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1.4 Facility Use Request Form – Submission and Approval Process

1. Facility Use Request Forms (Appendix II) are accepted up to one year in advance of the desired date.

2. The “booking year” is July 1 of the current year through June 30 of the following year.

3. Requests may be submitted between May 1 and June 30 for the next year; however, dates will not be

entered in the facility calendar until after June 1 of the current year. Requestors will be notified in

writing as soon as possible.

4. All requests received after May 1 will be subject to availability based on priority (outlined in Section

1.3) and the date the request was received.

5. Every effort will be made to accommodate the preferred room choice; however, a particular space

cannot be guaranteed.

6. Requests from the First and Second Priorities (outlined in Section 1.3) are considered throughout the

year. Every effort is made to avoid scheduling conflicts; however, due to unforeseen circumstances

there may be times when a previously confirmed event is canceled, rescheduled, or relocated with

short notice. Cooperation is expected; otherwise, the privilege of using parish facilities will be denied.

7. All facility requests must be submitted to the parish office using a Facility Use Request Form (Appendix

II) available at the parish office or at www.ifcatholics.net.

8. The Facility Use Request Form applies to all available parish facilities as well as reservations for

bulletin inserts, pulpit announcements, pulpit talks, and literature in vestibules. An approved

responsible party must be clearly identified on the form (see Section 1.2).

9. Facility use confirmations will be sent via e-mail or mail to the responsible party.

a. If you do not have internet access, please call the parish office at 208-522-4366 during office

hours to make arrangements to pick up the confirmation in person or arrange to have it posted.

b. VERBAL CONFIRMATION OF FACILITIES WILL NOT BE PROVIDED UNDER ANY CIRCUMSTANCES.

10. All facility use requests must be submitted to the Parish Operations Manager a minimum of two

weeks prior to the event.

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1.5 General Use Guidelines

Saint John Paul II Parish has a wide range of ministries utilizing the facilities. To ensure events are enjoyable and

run smoothly for everyone, please adhere to the following guidelines:

1. Every person attending an event is expected to be respectful of the property. This includes

maintaining noise levels that respect others in adjoining spaces.

2. Each organization is responsible for setting up, breaking down, and cleaning up. Assistance from

parish personnel must be approved by the Parish Operations Manager in advance.

3. Smoking is not permitted within any parish facility.

4. The following activities are limited to designated areas and only with prior approval:

a. Serving Food

b. Serving Alcohol

c. Using Candles

5. The facility must be clean and in the same condition it was prior to the event. All items associated with

the event must be removed immediately following the event.

6. Tables, chairs, and any equipment used must be returned to its original location.

7. The responsible party is accountable for any damage that occurs to the facility during their scheduled

event.

8. Furniture and equipment (i.e. tables, chairs, overhead and/or LCD projectors, microphones, etc.)

purchased and owned by the parish are used exclusively for ministry functions of Saint John Paul II

Parish, and may not be removed from the premises. The responsible party is accountable for the cost

of repairing or replacing any damaged furniture and/or equipment.

9. Requests are approved for a specific space for a specific time. Access to other areas is prohibited and

the responsible party must take reasonable action to ensure their guests do not access or use other

parish facilities during their event. Specifically, access to the playground, basketball courts, or any

common areas of the parish is strictly prohibited.

10. The responsible party assumes liability for injuries to all people attending the event and for damage or

loss of user’s property.

11. The responsible party is accountable for securing the parish facilities during and after the event or

meeting. This includes ensuring all people are off the premises, all doors and windows are locked, and

all lights are off.

12. Children must be under the control of a parent or designated adult at all times, they are not permitted

to roam freely on parish property. Children (under the age of 18) that are within a parish facility must

be accompanied by a parent or guardian unless they are in a program led by a Diocesan Safe

Environment Trained and background-checked adult. Trips to the bathroom, especially for younger

children, must be accompanied by a parent or legal guardian.

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13. The following items are not allowed in or on any parish facility:

a. Weapons of any kind

b. Controlled substances or drugs

c. Alcohol

d. Tobacco

e. Any other item that would distract from a Christian atmosphere

14. The number of people attending the event will be taken into consideration during scheduling (See

Appendix III for a list of rooms and capacity). The Parish Operations Manager reserves the right to

assign facilities based on group size.

15. Saint John Paul II Parish does not accept responsibility for loss or damage to group or personal items.

16. Saint John Paul II facilities will not be rented or reserved for profit-making projects, with the exception

of recognized parish groups or organizations for fundraising purposes.

17. Parish facilities may be closed on recognized national holidays and Holy Days of Obligation.

18. Except for guide dogs, pets of any kind are not permitted in any parish facility.

19. Willful violation of any guidelines or regulations may lead to the loss of eligibility to use the facilities.

The Parish Operations Manager reserves the right to cancel any use agreement at any time if the

group is not in compliance with Saint John Paul II Catholic Parish’s mission and Facilities Use Policy.

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1.6 Guidelines Specific to Designated Areas

Kitchens – Scheduling, use, and cleaning

1. Holy Rosary Kitchen, Holy Rosary Cafeteria, and Holy Rosary Gym are scheduled independently of one

other. In other words, scheduling the kitchen does not include the right to use the cafeteria or gym, or

vice versa. Please indicate all the facilities required when submitting the Facility Use Request Form.

2. Christ the King Kitchen, Christ the King Hall, and Christ the King external areas are scheduled

independently of one other. In other words, scheduling the kitchen does not include the right to use

the hall, or vice versa. Please indicate all the facilities required when submitting the Facility Use

Request Form.

3. Any items in the refrigerators and/or pantries are the property of Saint John Paul II Parish and are NOT

for general use. Reimbursement may be necessary if they are used.

4. Any paper products found in the kitchens are for ministry use only. These are NOT intended for private

events and reimbursement may be necessary if they are used.

5. The parish cannot use any remaining food or beverage; please remove it upon conclusion of the event.

All food or beverage remaining in the parish refrigerators or kitchens will be disposed of.

6. All equipment or appliances used must be cleaned and returned to their proper place.

7. Wash all dishes, utensils, and containers. Return everything to their proper storage area(s).

8. Drain and clean the dishwasher.

9. Turn off the stove and all other appliances.

10. Clean the trays in the warming ovens if they are soiled.

11. Wipe off the counters, range tops, and microwaves.

12. Clean the sinks of all debris.

13. Sweep and mop the floor if necessary.

14. Remove all trash to the dumpster in the parking lot and insert fresh liners in the trash cans.

15. Turn off the lights when leaving the facility.

16. Lock and secure the building.

Church Vestibules – Scheduling displays, advertising, or selling

1. The use of the church vestibule and courtyard must be reserved; this includes use for advertising an

event, handing out flyers, selling items, etc.

2. Groups that are advertising or selling must not obstruct the flow of people entering or leaving the

Church.

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3. Any ministry wishing to set up any type of display (i.e. fundraising sales, volunteer sign‐up,

information, etc.) before or after any Mass must have the approval of the pastor through the Parish

Operations Manager. DISPLAYS ARE PROHIBITED WITHOUT APPROVAL.

4. Only ONE committee or event will be scheduled before or after Mass on any one weekend.

5. Display set-ups are restricted to parish committees, ministries, and Holy Rosary School.

Holy Rosary School Gym – Scheduling, supervision of children, approved footwear

1. Holy Rosary Gym and Holy Rosary Cafeteria are scheduled independently of one another. In other

words, scheduling the gym does not include the right to use the cafeteria, or vice versa. Please

indicate all the facilities required when submitting the Facility Use Request Form.

2. Chairs and tables are not permitted on the gym floor.

3. The gym and adjacent areas must be under constant supervision for the entire period of use.

4. Children are not permitted in the gym under any circumstances without proper supervision and

proper number of supervising adults.

5. For the protection of our children, youth, adults, and our parish, an adult is not permitted to be alone

with youth under the age of 18. There must be at least two adults present at all times, and the adults

must have attended Diocesan Safe Environment Training.

6. Shower facilities must not be used without appropriate adult supervision. The adults must have

attended Diocesan Safe Environment Training.

7. Chewing gum, food, or drink is prohibited in the gym.

8. Only regulation sports shoes are allowed on the gym floor. (Crepe, black soled shoes, or shoes leaving

marks or streaks on the gym floor are prohibited.)

9. Tape of any kind on the gym floor is strictly prohibited: NO EXCEPTIONS.

10. Following any activity (games, practices, etc.), the floor must be cleaned using the dust mop provided.

11. All trash must be picked up and thrown away in the trash receptacles outside of the gym.

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1.7 Building Access

1. Keys, codes, cards, or fobs will be provided to the recognized leaders and representatives of the

various parish-sponsored groups, organizations, councils, or committees for their events. Users will be

asked to sign an appropriate form. A deposit may be required.

2. Lost keys are subject to a lost key fee.

3. Keys, codes, cards, or fobs shall be used only during authorized access hours.

4. Users with affiliations to multiple groups may only gain access to a facility relating to the group for

which access was issued.

5. Users may not lend their keys, codes, cards, or fobs to any other person.

6. Users who have not been given permanent keys will be required to sign-out a key at the parish office:

Monday through Friday – 9 AM to 5:00 PM.

7. Signed-out keys must be returned to the parish office immediately after the scheduled meeting or

event.

8. Normal operational hours for parish facilities are between 8:00 AM – 10:00 PM. Any use outside these

hours must have prior approval by the pastor through the Parish Operations Manager.

1.8 Decorations

1. All decorations in the facility or on the grounds of Saint John Paul II Catholic Parish must be approved

by the Parish Operations Manager.

2. Decorations may not be affixed to painted walls at any time. This includes affixing items with tape,

glue, or pins (the ONLY tape permitted is painter’s BLUE masking tape). Staples and nails may not be

used at any time.

3. Decorations must be flame retardant.

4. The use of confetti, glitter, rice, birdseed, flower petals, and aisle runners are strictly prohibited inside

and outside the facilities.

5. The use of helium-filled balloons is not permitted in the Church facilities or school gym; they may be

permitted in other areas with prior approval of the Parish Operations Manager.

1.9 Cancelling or Rescheduling Events

1. This is an active parish with limited meeting space. If your group no longer requires a space it has

reserved, please be considerate and contact the parish office as soon as possible so the facility may be

made available to other groups.

2. Groups that habitually book and do not use facilities may lose the privilege of using parish facilities.

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2. Advertising an Event

2.1 General Guidelines

1. All materials must be submitted via email to jpii@cableone.net.

2. Materials must be in either a Word or Publisher document.

3. While pastoral approval is often required, items must be submitted through the parish office,

regardless of previous conversations with a priest or pastor.

4. All printing will be done at the parish office. Please do not print materials at an outside location

without prior approval.

5. The parish staff reserves the right to modify any submitted materials.

6. All documents submitted will be checked against the facilities calendar.

2.2 Options and Timelines for Advertising:

Please consider the following options and determine which will best reach the target audience. Please review

the timeline carefully and submit early.

Email all documents in either Word or Publisher format to jpii@cableone.net.

Type Definition Appropriate For… Facility Use

Form

Required

Timeline

Bulletin Note A short note printed in the

weekly bulletin

Meetings, bible studies, meals,

coffee hours, reminders, etc.

13 calendar days

prior

Bulletin Insert A separate sheet of paper

(normally English on one

side, Spanish on the reverse)

inserted in the bulletin

New programs or groups, large

events, when conveying large

amounts of information, or the

event is applicable to most

parishioners

X 1 month prior

Pulpit

Announcement

A short announcement the

lector reads before Mass

Reminders of an upcoming

event, last minute changes to a

schedule or to draw parishioner

attention to an event or group

effort

X 13 calendar days

prior

Pulpit Talk A presenter delivers a short

talk before Mass or another

appropriate, pre-approved

time

Large events or parish-wide

efforts

X 1 month prior

Poster A poster (either 11x17 or

8.5x11) hung in the vestibule

of either or both Churches

Large events open to all

members of the parish

X 1 month prior

Parish Website An announcement,

document or link added to

the website

Large events or parish-wide

efforts

13 calendar days

prior

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Bulletin Note

A short note printed in the weekly bulletin

1. Appropriate for meetings, bible studies, meals, coffee hours, reminders, etc.

2. A bulletin notice should be limited to “who, what, where, when” with a short title.

3. Please remember, bulletins are posted online. Any personal information (name, phone number,

address, email address) printed in the bulletin will also appear on the website.

4. If you are supplying someone else’s personal info, you must obtain their permission in advance. If your

information is being given, you are implying your consent.

5. Obtaining proper consent is the sole responsibility of the person(s) supplying the request to the parish

office.

Bulletin Insert

A separate sheet of paper (normally English on one side, Spanish on the reverse) inserted in the bulletin.

1. Appropriate for new programs or groups, large events, when conveying large amounts of information,

or the schedule is applicable to most parishioners.

2. The document must be limited to one page (front and back is permissible if one side is English and one

side is Spanish).

3. The document should be in both English and Spanish (if appropriate) before submittal. If translation by

the parish office is required, the document must be submitted six weeks prior to the print date.

4. Space for inserts is limited so reservations must be made well in advance.

5. All bulletin inserts must be approved by the pastor.

6. Outside groups may be required to pay for printing costs.

7. Assistance may be required putting the inserts into the bulletins.

8. Inserts may be posted online. Please request this when submitting the Facility Use Request Form.

Pulpit Announcement

A short announcement the lector reads before Mass.

1. Appropriate as a reminder of an upcoming event, last minute changes to a schedule, or to draw

parishioner attention to an event or group effort.

2. The announcement must be limited to one or two sentences.

3. Announcements are reviewed and approved by the pastor and the parish staff. The number of pulpit

announcements read before Mass is very limited; therefore, parish staff reserves the right to prioritize

the announcements and to edit content.

4. Pulpit Announcements cannot be given to a priest or lector before Mass. This may result in the loss of

future advertising privileges through the parish.

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Pulpit Talk

A presenter (a guest or representative of the group or event) delivers a short talk before the beginning of Mass

or another appropriate, pre-approved time.

1. Appropriate for large events or parish-wide efforts.

2. Must be limited to 2-3 minutes.

3. There can be only one Pulpit Talk per weekend (some weekends are not available).

4. A draft of the talk must be submitted with the Facility Use Request Form. The content must be

approved in advance by the pastor.

5. Approval by the pastor does not guarantee a specific weekend. These must be scheduled through the

parish office.

Poster

A poster (either 11x17 or 8.5x11) hung in the vestibule of either or both Churches.

1. Appropriate for large events open to all members of the parish.

2. Posters must be submitted via email in Word or Publisher format (jpii@cableone.net).

3. The document should be in both English and Spanish (if appropriate) before submittal. If translation by

the parish office is required, the document must be submitted six weeks prior to the print date.

4. Posters will be printed by the parish office and hung by parish office staff.

5. Posters may be displayed for up to two weeks.

6. Posters may be printed in color.

7. If requested, a pdf of the poster may be added to the parish website, please indicate when submitting

the Facility Use Request Form.

Parish Website

An announcement, document or link added to the website.

1. Appropriate for large events or parish-wide efforts

2. Website submittals are due two weeks prior to the requested post date.

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3. Cash Handling for Fundraising Activities

All cash must be handled in accordance with the policies established by the Diocese. Copies of these policies are

available at the parish office; please contact the Controller to obtain a copy.

1. There must be a minimum of two people receiving and handling cash throughout event. Individuals

must be pre-approved by the parish office.

2. Cash must not be left unattended at any time during the event.

3. Immediately following the event, cash and checks must be sealed in a numbered bag (bags are issued

by the parish office). Bags must be deposited in the safe at Christ the King Church, Holy Rosary Church,

or the parish office immediately following the event.

4. The money bags will be removed from the safe by the Parish Operations Manager and deposited in

the Diocesan Checking/Saving Account.

5. Submit the receipts for all fundraising expenses using the JPII Expense Reimbursement Request Sheet

(Appendix IV). Reimbursement will take 3-5 days. Reimbursements for the event MUST NOT be taken

from the cash collected.

6. Receipts for cash or checks must be recorded in a 3-part receipt book. Approved receipt books may be

borrowed from the parish office. Used receipt books must be returned to the parish office for record

retention in accordance with Diocesan Policy.

7. Credit or debit cards are not accepted as a form of payment.

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Appendix I Facility Availability

A partial list of days and times when certain facilities are not available is below.

Christ the King Parish Hall:

Sundays: All day, August through June (Coffee Hour, Mass, School Programs)

Mondays: All day, August through June (Religious Education for Children & Teens)

Tuesdays: 6 PM to 10 PM, fourth Tuesday of the month, year around (Pre-Baptismal classes)

Saturdays: 8 AM to 1 PM, fourth Saturday of the month, year around (Pre-Baptismal classes)

Holy Rosary Cafeteria and Gym:

Sundays: 7 AM to 3 PM, year around (Mass, Coffee Hour, Religious Education)

Mondays: All day, August through June (School & RCIA)

Tuesdays: 7 AM to 6 PM, August through June (School)

Wednesdays: 7 AM to 6 PM, August through June (School)

Thursdays: 7 AM to 6 PM, August through June (School)

Fridays: 7 AM to 6 PM, August through June (School)

St. Patrick’s Room

Sundays: All day, August through June (Coffee Hour, Mass, Junior High Programs, High School Programs)

Mother Theresa Room

Fridays: 6PM to 10PM, year around (Youth Group)

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Appendix II Facility Use Request Form

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Appendix III Parish Facilities and Capacity

Facility Capacity

Churches

Holy Rosary 596

Christ the King 625

Christ the King Chapel 20 (used only for prayer services)

Halls

Holy Rosary Cafeteria 200

Holy Rosary Gym 200 (not rented for sports)

Christ the King Hall 200

Classrooms / Meeting Rooms

Christ the King Classrooms 8 rooms, 20 each

St. Patrick’s Room (room #11) 40

Mother Teresa Room (room #3/4) 20

Blessed Cardinal Newman Room 20

St Mark’s Room 40

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Appendix IV JPII Expense Reimbursement Request

Payable to: ________________________________ Total Due: $__________ Address: _________________________________

Reimbursement for:: ___________________________________________________________________________________

Signed: ________________________________ Date: _______________________

Date Paid: ___________________ Ck# ________________ Memo: _________________________________________________________________

Account # $ Amount

Description

JPII Expense Reimbursement Request

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Appendix V Fundraising Excerpt from Diocesan Practices and Policies