Facilities Management Guidelines for Meetinghouses and Other

Facilities Management Guidelines for

Meetinghouses

and Other Church Property

Published by

The Church of Jesus Christ of Latter-day Saints

Salt Lake City, Utah

Facilities Management Guidelines for

Meetinghouses

and Other Church Property

©2000, 2011 by Intellectual Reserve, Inc.

Printed in the United States of America

English approval: 11/09

08636

iii

Contents

Introduction ..................................1

Overview

......................................1

Guiding Principles

...........................1

Organization

...................................1

Area Administration Offices

................... 1

Planning New Facilities

...................1

Constructing Facilities

....................1

Operating and Maintaining

Existing Facilities

.....................1

Stake and Ward Responsibilities

...............1

Using Meetinghouses

..........................2

Aerobics and Other Physical Fitness Programs

......2

Artwork

.......................................2

Avoiding Conflicts of Interest

.....................2

Chapel

......................................... 2

Cleaning Solutions

..............................2

Computers

.....................................2

Copy Machines

.................................2

Dances

.........................................2

Decorations

....................................3

Displaying Sunday Meeting Schedules

.............3

Emergency Communication Equipment

............3

Energy and Resource Conservation

................3

Fees

...........................................3

Flower Beds on Meetinghouse Grounds

............3

Font

...........................................3

Home School

...................................3

Monuments

....................................3

Overnight Lodging or Camping

...................3

Parking Lots

.................................... 3

Pianos and Organs

..............................3

Receptions and Social Gatherings

.................3

Satellite and Video Equipment

....................4

Serving Area (Kitchen)

...........................4

Shared Property Use

............................. 4

Snowblowers

...................................4

Sports

.........................................4

Vacant Church Property

.......................... 4

Caring for Meetinghouses

......................4

Member Participation

............................ 4

Facilities Management Group

.....................5

Meetinghouse Inspections

........................5

Member Closet

.................................5

Routine Maintenance and Repairs

.................5

Annual Facilities Plan

............................5

Older Meetinghouses

............................5

Protecting Meetinghouses

......................5

Emergency Procedures

........................... 5

Fire Prevention

.................................6

Meetinghouse Keys

..............................6

Money

.........................................6

Reporting Damage and Injuries

...................6

Security and Lockup Procedures

..................6

Building Meetinghouses

........................6

Evaluating the Need for a New Meetinghouse

......6

Options for Obtaining Additional Space

........6

Maximum Building Use through Sharing

.......7

Master Plan for Future Meetinghouse Facilities

..7

Acquiring Real Property for Meetinghouse Sites

..... 7

Purchase of Real Property

..................... 7

Donation of Real Property

....................7

Meetinghouse Construction

......................7

Approved Standard Plans

..................... 7

Project Development

.........................7

Project Construction

..........................7

Meetinghouse Delivery

.......................7

Dedication

..................................7

Contents

Leasing or Renting Facilities ....................8

Leasing Meetinghouse Space

.....................8

Renting Temporary Space

........................8

Recreational Property Administration

.............8

Recreational Camps

.............................8

New Recreational Camps

.....................8

Stakes with No Recreational Camp

.............8

Funding Needs at Existing Recreational Camps

..9

Operations and Maintenance

..................9

Sale or Lease of Existing Recreational Camps

....9

Administration

..............................9

Tax-Exempt Status

...........................9

Finances

....................................9

Drinking Water Supply

.......................9

Equipment and Vehicles

......................9

Caretakers

..................................9

Hold Harmless Agreement Form

................10

Introduction

The terms stake and ward also refer to districts and

branches. The term facility (or facilities ) refers to the meet-

inghouse, parking lot, and grounds.

Overview

“God has blessed us with wonderful facilities in

which to teach the living truth. We now have meeting-

houses scattered across the continents. Let us use them to

nurture our people with ‘the good word of God’ [Jacob

6:7]” (GordonB. Hinckley, in Conference Report, Apr.

1997,91; or Ensign, May 1997,67).

The information in this booklet is supplemental

to information already provided in Handbook 1: Stake

Presidents and Bishops and Handbook 2: Administering the

Church. Please also refer to these handbooks for informa-

tion on the care and use of Church facilities.

Guiding Principles

Although these guidelines contain specic instruc-

tions, most questions about meetinghouses can be an-

swered by applying three basic principles. Local Church

leaders are responsible for meetinghouse:

1. Use. Church members use meetinghouses to worship;

learn gospel truths; perform sacred ordinances; so-

cialize; perform and enjoy music, dance, drama, and

sports activities; and improve themselves.

2. Care. Church members, leaders, and facilities man-

agement staff share the responsibility to clean, main-

tain, and repair meetinghouses.

3. Protection. Those who use Church meetinghouses

should safeguard the meetinghouses and care for

the safety of others.

Organization

Area Administration Ofces

Area administration ofces plan, construct, operate,

and maintain meetinghouses and are the main contact

for issues related to Church facilities. The Meetinghouse

Facilities Department at Church headquarters develops

processes and tools to support the area administration

ofces in their work.

Planning New Facilities

Area administration ofce staff maintain plans for

meetinghouse needs in all stakes. The stake president

is asked to update the information for his stake in those

plans regularly. For matters pertaining to new meet-

inghouse space, the stake presidency consults with the

administration ofce.

Constructing Facilities

The area administration ofce assigns a project man-

ager to oversee construction projects from development

through completion. During project development, the

stake presidency is encouraged to consult with the fa-

cilities manager on issues concerning the new build-

ing. The facilities manager also routinely provides local

priesthood leaders with progress updates. (See “Building

Meetinghouses” on page6.)

Operating and Maintaining Existing Facilities

The stake president and those called to assist

him are responsible for the use and care of existing

meetinghouses.

A local facilities management group helps each stake

operate and maintain existing meetinghouses. The stake

presidency looks to the facilities management group to

perform major repairs and routine building maintenance.

The facilities management group also ensures that equip-

ment and supplies are available for members to use as

they perform routine cleaning tasks.

Stake and Ward Responsibilities

See “Physical Facilities,” chapter8 of Handbook1:

Stake Presidents and Bishops (2010) for the stake and ward

physical facilities responsibilities.

Using Meetinghouses

Meetinghouses are dedicated for worship, religious

instruction, and other Church-related activities. Other

meetinghouse uses are discouraged; however, during

emergencies and disasters, other uses may be allowed.

(See Handbook1: Stake Presidents and Bishops [2010], 8.4.4.)

On rare occasions the stake president may authorize

credible, non-Church, nonprot groups to use a meet-

inghouse or its grounds temporarily. The use should be

in harmony with the building’s sacred purposes and,

where applicable, its tax-exempt status. It should not

conict with scheduled Church activities nor should

Church leaders relinquish control of the building. Church

standards should always be upheld on meetinghouse

properties.

Nonprot groups permitted to use Church facilities

are required to sign a Hold Harmless Agreement before

the event. A sample agreement form is found on page10

of this booklet. The area administration ofce may copy

and adapt the agreement for local use as needed. A certif-

icate of insurance may also be required. The stake pres-

idency can contact the area administration ofce with

questions about insurance.

Aerobics and Other Physical Fitness

Programs

See Handbook 2: Administering the Church (2010),

13.6.25, 21.1.12.

Artwork

See Handbook1: Stake Presidents and Bishops (2010),

8.4.1; Handbook2: Administering the Church (2010), 21.2.1.

Avoiding Conicts of Interest

Members of stake presidencies and bishoprics and

stake physical facilities representatives should not be-

come involved in any business transaction where they

provide goods, services, real estate, construction, or

maintenance work for any meetinghouse property within

the boundaries of or under the direction of their eccle-

siastical assignments. They must not use their Church

positions to inuence Church business transactions. Any

exceptions to this policy must be approved in writing

by the area administration ofce or the Meetinghouse

Facilities Department at Church headquarters.

Chapel

In larger meetinghouses the chapel is a separate room

designated for worship services. While members should

show respect in all areas of the building, they should

be especially reverent in the chapel. In smaller meet-

inghouses where a room used for multiple purposes

is also used as the chapel, local Church leaders should

emphasize and teach reverence during worship services.

Recreational activities are not appropriate in the

chapel unless it is a multipurpose area. When a multi-

purpose room is being used for recreational activities, it

is not necessary to designate or isolate one part of the

room as being more sacred than another part.

Cleaning Solutions

The facilities management group furnishes all clean-

ing solutions, materials, and equipment necessary for

members to complete their cleaning assignments. The

supplies are stored in an accessible member closet in

each meetinghouse. Where possible, facilities managers

provide instructions to stake physical facilities represen-

tatives and ward building representatives on the proper

use of cleaning solutions, materials, and equipment. (See

“Member Participation” on page4.)

Computers

See Handbook 2: Administering the Church (2010),

21.1.11.

Copy Machines

The facilities management group is responsible for

purchasing copy machines for stake ofces and meet-

inghouse materials centers. In international areas, copier

purchases are determined by administration ofce guide-

lines, which are based on local unit needs.

Where possible, it is recommended that copiers are

purchased with service contracts. When service or re-

pair is necessary outside a service contract, the facilities

management group schedules and pays for the work.

Supplies such as paper and toner are purchased directly

by local units, using their local unit budget allowance.

Dances

Dances may be held in the cultural hall or multipur-

pose room. After a dance, leaders of the Church sponsor-

ing organization (such as Young Men or Young Women)

ensure that the building is properly cleaned and secured.

Meetinghouses or other Church facilities should not be

used for dances sponsored by third parties, including

commercial operators.

Using Meetinghouses

Decorations

See Handbook1: Stake Presidents and Bishops (2010),

8.4.2.

Displaying Sunday Meeting Schedules

Priesthood leaders may display Sunday meeting

schedules inside the main entrances of each meeting-

house where they can be easily seen. The schedule’s

appearance and presentation should be consistent with

the dignied image of a Church building.

Emergency Communication Equipment

Wards and stakes should not purchase or accept do-

nated satellite telephone or amateur radio equipment

for use in an emergency or for installation in a meeting-

house. Leaders are encouraged to identify individuals

who may already have their own equipment to assist

with specic ward and stake communication needs.

Energy and Resource Conservation

See Handbook1: Stake Presidents and Bishops (2010),

8.3.4.

Fees

Members should not be charged fees or deposits to

use meetinghouses for wedding receptions, funerals,

family gatherings, missionary reunions, approved re-

citals, or similar events.

Flower Beds on Meetinghouse Grounds

Local units may choose to plant and maintain ower

beds on meetinghouse grounds. All costs are covered

by the local unit budget allowance. Activities related

to ower beds should be coordinated with the facilities

manager to ensure appropriate location, conguration,

appearance, and maintenance.

Font

When the baptismal font is not in use, all access

doors to the font must remain closed and locked. The

font should be drained and cleaned immediately after

each baptismal service. A responsible adult should be

present while the font is lling and remain until it is

empty and secured.

Home School

While the Church strongly encourages education,

meetinghouses should not be used as home school or

day care facilities or for hosting home school activities.

Adherence to this policy will promote safety and avoid

tax liabilities for the Church.

Monuments

Statues, monuments, memorials, and other works of

art should not be placed on meetinghouse grounds. This

policy may not apply to similar pieces that have been

on display for many years on existing meetinghouse

grounds (also see Handbook1: Stake Presidents and Bishops

[2010], 8.4.1, 8.4.9).

Overnight Lodging or Camping

See Handbook1: Stake Presidents and Bishops (2010),

8.4.13.

Parking Lots

Meetinghouse parking lots are available for the con-

venience of all Church members and guests. A number

of reserved parking spaces for persons with disabilities,

as required by local jurisdiction, are marked.

Large trucks, motor homes, travel trailers, or similar

vehicles are not permitted to park overnight. Parking lots

may not be used for extended parking, storing private

or commercial vehicles, or displaying vehicles for sale.

See Handbook1: Stake Presidents and Bishops (2010), 8.4.

Pianos and Organs

Musical instruments are purposely placed in specic

locations to encourage maximum use. The facilities man-

agement group schedules the tuning and maintenance of

pianos and organs. Small portable electronic keyboards

should be secured when not in use. (See Handbook2:

Administering the Church [2010], 14.7.)

Receptions and Social Gatherings

Receptions and small social gatherings for Church

members or their families may be held in Church meet-

inghouses if they do not interrupt regularly scheduled

Church activities. They should not be held on Sundays

or on Monday evenings. Receptions and small social

gatherings may be held in the cultural hall or in other

rooms, but they may not be held in the chapel unless

the chapel is a multipurpose area. Those in charge of the

reception are responsible for cleanup.

When meetinghouses are used for receptions and

other small social gatherings for Church members or

their families, users do not need to sign a Hold Harmless

Agreement.

Caring for Meetinghouses

Satellite and Video Equipment

Church satellite and video equipment are used only

for noncommercial, Church-related purposes as autho-

rized by the stake presidency or bishopric.

All equipment is to be locked securely when not in

use. It may not be removed from the building for home

or personal use.

Serving Area (Kitchen)

See Handbook1: Stake Presidents and Bishops (2010),

8.4.18.

Shared Property Use

Local leaders may not grant permission for non-

Church use of Church facilities or property. Requests for

such uses are submitted through the facilities manager

to the area administration ofce. If approval is granted,

terms and conditions will be documented in a written

agreement.

Examples of shared property uses that require ap-

proval include parking lots, access, gates, easements,

boundary issues, and right-of-way agreements.

Snowblowers

Church-owned motorized snow removal equipment

is provided at each meetinghouse where needed. Church

members may use this equipment to clear meetinghouse

sidewalks. Leaders should restrict these assignments to

mature, responsible members and instruct them to use

proper safety precautions.

Sports

Any sport normally played outdoors is not an

appropriate or approved Church activity inside a

meetinghouse.

Vacant Church Property

Vacant Church property may not be used or occupied

without permission from a member of the Presidency of

the Seventy or the Area President. In some circumstances,

local members may use vacant Church property tempo-

rarily for gardens.

Caring for Meetinghouses

Church meetinghouses should be cared for in a way

that demonstrates their sacred nature and purpose. Local

priesthood leaders, members, and the facilities manage-

ment group share the responsibility to keep the meet-

inghouse and grounds clean and orderly. Instructions

for member participation tasks are available from the

facilities manager.

Member Participation

Members are asked to assume a greater responsibility

for Church meetinghouse cleaning and care. The primary

purpose of member participation is to benet and bless

all members, including the youth and the less active, by

providing opportunities to serve. It also reinforces and

deepens respect for the Lord’s houses of worship.

Member participation is organized and carried out

under the direction of the stake presidency. Stake phys-

ical facilities representatives and ward building repre-

sentatives are called to help teach and coordinate these

responsibilities. (See Handbook1: Stake Presidents and

Bishops [2010], 8.2.)

The need for extensive cleaning and other work is

minimized when those who use the facility exercise wis-

dom, caution, care, consideration, and respect at all times

and when they clean up after themselves.

A ward building representative is called from each

ward to assist the bishopric with building-related needs.

The ward building representative organizes and, where

possible, supervises weekly cleaning opportunities. All

members should be given an opportunity to participate.

This is done most effectively by making assignments

rather than relying on volunteers. Young men and young

women are invited to participate with their families,

quorums, or classes.

Some tasks, such as snow removal, may need to be

done on the Sabbath.

Young people should not be responsible for locking

up the building at night or operating power equipment

such as snowblowers or lawn mowers.

The facilities manager meets as needed with the stake

presidency and stake physical facilities representative

to correlate cleaning schedules and provide any needed

support.

Protecting Meetinghouses

Facilities Management Group

The facilities manager is the primary contact for

all building issues and work. Priesthood leaders work

closely with the facilities manager to ensure Church

buildings are properly cared for and issues are resolved.

The following are some of the responsibilities of the

facilities manager:

• Developandmanagetheannualfacilitiesplan.

• Performscheduledwork,suchasmaintenanceand

deep cleaning.

• Performunscheduledwork,suchasrepairs.

• Supportstakeandwardleadersastheyimplement

and maintain the member participation program.

Meetinghouse Inspections

Local leaders and facilities managers each have a

responsibility to make sure meetinghouses are clean,

neat, and well maintained.

The facilities manager performs a regular building

inspection of each meetinghouse and reports the results

using tools provided by Church headquarters.

The stake physical facilities representative or his de-

signee also regularly administers a simple meetinghouse

building inspection and reports the results to local priest-

hood leaders and the facilities manager. This inspection is

focused on cleanliness and is designed to aid priesthood

leaders in the administration of the member participation

program.

Member Closet

A member closet is provided in each meetinghouse

where cleaning equipment and supplies are accessi-

ble for member use. The facilities management group

equips, stocks, and maintains this closet. (See “Cleaning

Solutions” on page2.)

Routine Maintenance and Repairs

Meetinghouse systems and equipment require rou-

tine maintenance to obtain the maximum useful life from

each component and to prevent breakdown or prema-

ture failure. The facilities manager schedules these tasks

and sees that broken or worn-out parts are repaired or

replaced promptly. Local leaders advise the facilities

manager when they see the need for a repair.

The stake physical facilities representative provides

instruction to the ward building representatives on how

to respond to problems during a meeting or when the

facilities management group is normally unavailable.

Annual Facilities Plan

Facilities managers propose and plan replacements

and improvements at least one year in advance as part

of the annual facilities plan. They also analyze operating

costs and determine the operating budget.

When developing the annual facilities plan, the fa-

cilities manager meets with the stake president or his

designee to review and verify building issues and needed

improvements.

Improvements or alterations occur only when it is

necessary to change or upgrade the function of an ex-

isting building. Meetinghouse components and furnish-

ings are replaced only when they meet the replacement

standards.

Older Meetinghouses

When properly maintained, most older meeting-

houses continue to be attractive and comfortable and

portray the desired image of dignity and reverence with-

out extensive remodeling. Reasonable wear is acceptable

when buildings show evidence of appropriate mainte-

nance, cleanliness, and care.

Older buildings are architectural examples of their

time and do not need to be remodeled to look like modern

meetinghouses. However, if exceptional circumstances

dictate modication, the results should be in harmony

with the character of the original building.

Protecting Meetinghouses

Every attempt should be made to ensure that each

meetinghouse is safe and protected. Those who use

Church meetinghouses should be taught proper safety

procedures, including how to keep the meetinghouse

secure.

Emergency Procedures

Local priesthood leaders should develop plans to

respond to various emergencies that might occur at the

meetinghouse. They should use these plans to train

Building Meetinghouses

others in emergency procedures and for reference during

times of emergency.

Leaders should know how to shut off the water, elec-

trical power, and gas or fuel oil. The facilities manager

provides training in these procedures.

The facilities manager should prepare a diagram of

each building, showing the location of telephones, the

main electrical supply panel, shutoff valves for gas (or

fuel oil) and water, re extinguishers, and rst aid kit.

Fire Prevention

The risk of a re is reduced when all who use the

meetinghouse take reasonable precautions. The following

list includes some suggested re prevention measures:

• Keepallammablematerials—includingwood,pa-

perproducts,chemicals,andotherdebris—outof

boiler rooms, furnace rooms, mechanical spaces, and

utility tunnels.

• Keepallclosets,cabinets,andotherstorageareasfree

from ammable clutter.

• Avoidusingspaceheaters.

• Donotleavestovesthatarebeingusedtowarmfood

or boil water in the kitchen unattended.

In addition, local re codes and ordinances need to be

followed when using decorations. The facilities manager

can provide this information.

Meetinghouse Keys

The facilities management group provides meeting-

house keys to stake leaders. Bishoprics distribute keys

to ward leaders as directed by the stake. Each bishopric

keeps a record of who has keys and gives a copy of that

record to the stake physical facilities representative. When

members are released from responsibilities that require

them to have building keys, they are to return all keys.

Money

Money should not be left in the meetinghouse over-

night or unattended at any time.

Reporting Damage and Injuries

Stake and ward leaders should promptly report all

meetinghouse damage or personal injuries that occur on

Church property to the facilities manager.

If a serious personal injury occurs on Church prop-

erty, follow the instructions for accident reporting in

Handbook2: Administering the Church (2010), 13.6.20.

Security and Lockup Procedures

Church leaders should consider using a stake-

established schedule for meetinghouse closing times and

lockup procedures. These procedures should be followed

each night shortly after the established closing time.

Priesthood leaders may assign individuals to lock up

the building in pairs to minimize personal danger. The

lockup procedure includes seeing that no unauthorized

persons remain in the building, turning all the lights off,

and locking the doors and windows.

Church members who have off-hour access to the

meetinghouse are required to close and lock the exterior

doors and all windows when they enter or leave.

Classrooms or other rooms that do not contain valu-

able items should not be locked.

Priesthood leaders should see that computers, copy

machines, and audiovisual equipment are stored in

locked rooms or storage areas. In addition, computers

and electronic equipment should be marked as Church

property, and a list of the model and serial numbers

should be kept.

Building Meetinghouses

Evaluating the Need for a New

Meetinghouse

Factors that affect planning future meetinghouse

needs include (1)the characteristics of typical Church

units in the area, (2)past growth rate and patterns,

(3)projected growth, (4)planned unit divisions, and

(5)the size, location, and extent of existing building use.

Options for Obtaining Additional Space

The area administration ofce considers several op-

tions to determine the most appropriate way to meet

the need for more meetinghouse space. Those options

include (1)modifying local unit programs, (2)shar-

ing space with other Church units, (3)reconguring

existing meetinghouse space, (4)constructing an ad-

dition to an existing meetinghouse, (5)leasing space,

Building Meetinghouses

(6)purchasing an existing building, or (7)constructing

a new meetinghouse.

Local Church leaders are not authorized to negotiate

the purchase or lease of property or to make any com-

mitments that obligate spending general Church funds.

Maximum Building Use through Sharing

All meetinghouses within a reasonable distance of a

ward must be occupied to their designed capacity before

additional facilities will be considered. When necessary,

stake presidencies, in consultation with a member of the

Presidency of the Seventy or the Area Presidency, may

assign wards to use meetinghouses in an adjacent stake.

More than one stake may use a stake center if necessary.

Master Plan for Future Meetinghouse Facilities

The area administration ofce keeps and regularly

updates a master plan for future meetinghouse needs

and required site purchases.

Each stake presidency is asked to provide regularly

updated information for the master plan. On these oc-

casions, the stake presidency recommends future site

purchases and new meetinghouse construction.

Acquiring Real Property for Meetinghouse

Sites

Purchase of Real Property

Church headquarters or area administration ofce

personnel, as applicable, handle all purchase negotia-

tions when the approved plan indicates a need for a new

meetinghouse site.

Donation of Real Property

The Church is selective in accepting donations of real

property. If someone wants to donate real property to the

Church for use as a meetinghouse site, local priesthood

leaders should contact the area administration ofce.

Local leaders do not accept or issue receipts for donated

property. Real property donations or bequests should

be offered without stipulated conditions as to their use

or disposition.

Meetinghouse Construction

Approved Standard Plans

The Church Budget and Appropriations Committee

approves the standard meetinghouse design plans. A

meetinghouse should present a dignied and reverent

image while providing Church members with adequate

facilities to participate in approved Church programs.

Plans, specications, and operating procedures nec-

essary to support standard plans are produced under

the direction and approval of the Presiding Bishopric

and the Meetinghouse Facilities Department. Standard

plan buildings are to be constructed without unnecessary

alteration. (See Handbook1: Stake Presidents and Bishops

[2010], 8.4.11.)

Project Development

When all criteria for building a new meetinghouse

are met and a proposed construction project is validated,

placed on the annual plan, funded, and scheduled, the

meetinghouse project moves into project development.

At the appropriate time during project development,

the project manager, in consultation with the facilities

manager, meets with the stake presidency to review and

select from available style options in the standard plans.

The option of holding a groundbreaking service may

also be discussed. The facilities manager provides the

stake presidency with periodic updates throughout the

development process.

Project Construction

When the project development phase is complete,

the area administration ofce awards the construction

contract. With the assistance of the facilities manager,

the project manager conducts a preconstruction meeting

with stake leaders and the contractor. Those at the meet-

ing review their respective roles, make the nal color and

furnishing selections, and review the project schedule.

Meetinghouse Delivery

When the project is completed, the project manager

formally delivers the building or the addition to the facil-

ities manager. The facilities manager plans and manages

the deep cleaning and maintenance procedures and per-

forms all other tasks necessary to prepare the building

for use.

The facilities manager conducts an orientation meet-

ing and walk-through for local leaders. He gives initial

instructions on the various building systems to the stake

physical facilities representative and ward building rep-

resentatives. He reviews cleaning schedules and member

participation (see “Member Participation” on page4) and

turns the keys over to local leaders.

Dedication

The project manager sends an Application for

Meetinghouse Dedication form (32020) to the stake pres-

idency before the construction project is completed. (See

Handbook1: Stake Presidents and Bishops [2010], 8.4.3.)

Leasing or Renting Facilities

Leasing Meetinghouse Space

For new meetinghouse leases, local leaders should

consult the area planning manager to determine quali-

cations. Lease costs are paid from the facilities manage-

ment group’s operational budget.

For meetinghouse lease renewals, local leaders con-

sult with the facilities manager, who will facilitate the

request. For leases that will last one year or longer, the

Request for Leased Facility form is used. The Request for

Temporary Leased Facility form is used for leases that

will last less than one year. A temporary facility may be

leased in cases where existing meetinghouses will not

accommodate wards during a meetinghouse renovation.

The area administration ofce negotiates the terms

for all lease agreements.

Renting Temporary Space

Temporary facilities may be rented at Church expense

when available meetinghouse space will not adequately

accommodate a stake activity, such as stake and regional

conferences, resides, indoor sports, or multicultural

activities. Alternative solutions, including holding mul-

tiple sessions or using technology (such as closed circuit,

webcast, or satellite broadcasts) should be considered

before renting temporary facilities.

If a temporary facility becomes necessary, local lead-

ers consult with the facilities manager to arrange for the

necessary contract or agreement. The facilities manager

then submits the agreement and a Request for Temporary

Leased Facility form to the area administration ofce.

Requests should be submitted well before the need.

When these procedures are followed, rental costs are

paid from general Church funds. Facilities rented for

outdoor sports activities are paid at local expense.

Recreational Property Administration

Church recreational properties provide a dedicated

outdoor setting for Church activities. The primary

purpose of recreational properties is to help Church

members and guests feel the Spirit while enjoying safe,

wholesome recreation.

The Church owns three types of recreational

properties:

1. Pavilion areas (U.S. and Canada only)

2. Multiuse sports elds (U.S. and Canada only)

3. Recreational camps

Stakes may request the acquisition and development

of a new recreational property when there is a qualied

need. Stake presidents work with area facilities planning

personnel to submit requests to the Area Presidency or

the member of the Presidency of the Seventy assigned

to the area.

Recreational property is developed according to the

standard features and plans established by the Church.

Use of Church facilities by community organiza-

tions, commercial ventures, and others is restricted. (See

Handbook2: Administering the Church [2010], 21.2.)

Before submitting a request for a new pavilion area,

multiuse sports eld, or recreational camp, local units are

encouraged to use available public and privately owned

facilities. Where existing Church-owned facilities are

within a reasonable proximity, these facilities should be

fully utilized before additional facilities are requested.

Stakes should not collect user fees from Church mem-

bers for using pavilion areas or sports elds. However,

user fees can be collected for use of a recreational camp to

cover the cost of maintenance, repairs, or improvements.

Recreational Camps

New Recreational Camps

Requests for Church funds to acquire or develop a

recreational camp are submitted through the director for

temporal affairs. General Church funds are requested only

when qualication and development standards are met.

Stakes with No Recreational Camp

The Area Presidency or a member of the Presidency

of the Seventy may assign stakes with no recreational

camp property to a Church-owned camp, based on stake

needs and the proximity and use of such properties.

Using public or privately owned camps should also be

considered.

Recreational Property Administration

Stakes that do not have a recreational camp assign-

ment may arrange with other stakes to use their camp

at a reasonable fee (see “Finances” on page9).

Funding Needs at Existing Recreational Camps

A facilities manager is assigned to each camp and has

direct responsibility for all camp facilities. The funding

process is part of the annual plan process and includes

funding for replacements and improvements and for

operations and maintenance.

Operations and Maintenance

Camp properties undergo inspections at least semi-

annually to determine ongoing maintenance needs

and identify safety concerns. Camps and forested ar-

eas should also be inspected following each signicant

weather event, such as high winds, heavy rain, or snow.

In the U.S. and Canada, inspection and maintenance

resources are available by making requests to the Natural

Resources Services section at Church headquarters.

Recreational camps on leased property are developed

and maintained at a minimal level unless a long-term

lease agreement has been made that could justify capital

expenditures.

Sale or Lease of Existing Recreational Camps

Stake presidencies wishing to sell or lease an existing

recreational camp property should contact the area ad-

ministration ofce. Recreational camp properties must not

be purchased, sold, or leased without Church approval.

Administration

The Area Presidency or a member of the Presidency

of the Seventy appoints an agent stake president to over-

see the administration of the camp property. The agent

stake president should reside in the same ecclesiastical

area where the property is located.

Tax-Exempt Status

The tax-exempt status of recreational camp proper-

ties should be preserved. The property should not be

used for commercial or political purposes or for pro-

ducing income beyond what is needed for operation,

maintenance, or repairs. If the local government where

the recreational camp property is located does not grant

the property a tax-exempt status, taxes will be paid by

Church headquarters.

Finances

In the U.S. and Canada, the agent stake administers

camp nances using a separate Church-unit checking ac-

count and a related local deposit account set up through

Treasury Services at Church headquarters. Agent stakes

do not set up checking or depositaccounts directly with

banks. The checking account is used to pay camp pro-

gram needs. The deposit account is used for collected

user fees and assessments. In areas outside the U.S. and

Canada, the agent stake president contacts the area -

nance personnel for instruction for setting up accounts.

The agent stake auditor audits the camp opera-

tions using the current Recreation Camp Audit form

(PD10037244).

The agent stake president carefully reviews and ap-

proves all income and expenditures. If a recreational camp

property generates revenue from natural resources, the

agent stake coordinates this activity through the Natural

Resources Services section of the Real Estate Services

Division at Church headquarters (in the U.S. and Canada)

or area ofce (outside the U.S. and Canada). All such

revenue is deposited in the general funds of the Church.

Church members may help defray the cost of main-

tenance, repairs, or improvements to recreational camp

properties by donating labor, materials, or the use of

equipment. Church leaders should not use special fund-

raising events to pay expenses related to recreational

camp improvements.

Drinking Water Supply

Drinking water systems on all Church properties

that derive their supply from private wells or springs

(other than a municipal or community water system)

are constructed, operated, and maintained according to

legal regulations and established Church standards. The

water should be sampled and tested for water quality

standards in compliance with regulatory requirements

and best management practices. If the quality of the

drinking water does not meet these standards, contact

the Church’s Natural Resources Services section for fur-

ther instructions.

Equipment and Vehicles

Church headquarters does not typically provide or

maintain equipment or vehicles. When special equip-

ment is needed, it is rented at stake expense, provided

by stake members, or purchased using local unit budget

allowance and user fees.

Caretakers

In the past, some stakes have employed camp care-

takers. This practice has been discontinued. If there is a

need for a full-time caretaker, stake presidents may call

Church-service missionaries to ll that position. These

Church-service missionaries are set apart by their bishop.

For further information on calling Church-service mis-

sionaries, see Handbook1: Stake Presidents and Bishops

(2010), 4.12.3.

Hold Harmless Agreement

Property User:

Property location or description:

Property to be used solely for:

Date(s) property to be used:

Time(s) property to be used:

Liability insurance company:

Policy number:

Combined single limit coverage amount:

Date:

Property User:

By:

Title:

In consideration for the permission

granted by Corporation of the Presiding

Bishop of The Church of Jesus Christ

of Latter-day Saints or other afliated

property owner (the “Property Owner”)

to use the above-described property, the

Property User assumes and accepts, to

the fullest extent permitted by law, all risks

of injury to itself and its guests, invitees,

and licensees, whether to person or

property, including but not limited to any

injuries caused by the condition of the

property, the use of the property by the

Property User, or the ordinary negligence

of the Property Owner.

The Property User shall use the property

for the above-described uses and for no

other purposes, unless the Property Owner

gives its prior written consent to another

use. The Property User shall promptly

repair any damage to the property or the

Property Owner’s improvements located

thereon that are caused by the use of or

entry onto the property by the Property

User or its guests, invitees, or licensees.

The Property User further agrees, to

the fullest extent permitted by law, to

indemnify, hold harmless, and defend the

Property Owner, its afliates, members,

agents, servants, employees, ofcers, and

representatives (the “Indemnitees”) from

any and all claims for injury or damage,

whether to person or property, including

damage or injury caused by the ordinary

negligence of the Indemnitees, arising or

alleged to have arisen out of the condition

of the property or the use of the property

by the Property User, its guests, invitees,

or licensees.

The Property Owner makes no

representations as to the tness of the

property for any particular purpose. The

Property User accepts the property as is.

The undersigned represents and warrants

that the Property User has currently

in effect and will maintain the liability

insurance described above, with the

Property Owner named as an additional

insured, and that the undersigned is duly

authorized to execute and deliver this

agreement and thereby bind the Property

User.

This agreement shall be governed by the

laws of the State of Utah, without reference

to conict-of-laws principles. Should any

provision of this agreement be deemed

unenforceable, the remaining provisions

shall continue in force. In any action to

enforce this agreement, the prevailing

party shall be entitled to its reasonable

costs, including attorney’s fees.