Facility Expectations for BGCT Owned Buildings

Here are some general policies and specific areas of care for the building. You are responsible for the information below. Please feel free to ask questions and give suggestions if you see better ways of handling certain issues. This page will continue to be updated, changing as needed.

Why it’s Important

This information along with the annual BSM Building Report is designed for two outcomes:

    1. Ensure that all of our buildings are clean and appealing both inside and out. When students and administration see our buildings they immediately form opinions about the importance of our ministry based upon the condition of the building! From signage, lighting, cleanliness of bathrooms and kitchen, comfortable heating and cooling, yard care, and more. Our buildings must take on a welcoming presence when students enter. Hospitality is enhanced when a building is well maintained!

    2. The items below address important safety issues to insure the safety of the staff and students. Diligence in terms of safety issues reduces accidents and major damage along with keeping our insurance premiums low.

1. General Policies

  1. Use of alcohol, tobacco products, or illegal drugs in the BSM building is prohibited.

    1. BGCT Policy 811 HANDGUNS OR WEAPONS. The Baptist General Convention of Texas (BGCT) prohibits handguns or weapons and ammunition inside any BGCT premises or at any BGCT function regardless of any employee’s possession of a license to carry a weapon unless otherwise authorized in writing by the Executive Director, Associate Executive Director, or Treasurer in advance of the event. An employee who lawfully possesses a firearm may store the weapon and ammunition in a locked, privately owned motor vehicle in a parking lot, parking garage or other parking area that the BGCT provides for employees. Open carry is not allowed by anyone in any of our BGCT Baptist Student Centers.

    2. Keys for the building are only distributed to paid or volunteer staff. If you are a single staff member your BSM President is allowed a key to assist with unlocking and closing the building. Use of the building is restricted to student related events not personal use: no wedding receptions, graduation parties, etc. The ultimate responsibility for the safety of those in the building falls upon the BSM Director and the BGCT.

    3. Develop a list of service providers for: HVAC, Plumber, Electrician, City Water Department, Water Restoration Company, Pesticide service, glass company, roof repair, tree trimming, etc. Keep this list in the janitors’ closet.

    4. Every BSM director must know the location of the water and gas shut off valve and the proper “T” tool to cut off the water in case of emergency. Turn off gas with larger pliers or crescent wrench.

    5. Electrical and gas repairs – only use professionals. BGCT will pay for this.

    6. If you use Christmas lights in building only connect the number of strands recommended by the manufacturer. Do not use extension cords inside or outside building. BGCT will pay for more plugs.

    7. No furniture donations (pool tables, couches, desk, chairs, etc.) are to be accepted unless approved by the State office. In the event the BSM sponsors a Garage sale, you cannot store donated items longer than two weeks after the garage sale begins. These items cannot be stored all semester in the BSM building. Any items left are to be donated to Goodwill or any other appropriate group.

    8. No love seats or couches in offices are permitted – no exceptions. If you currently have one in your office remove it from the building.

    9. If furniture breaks throw it away or work with State office on having the furniture repaired. No couches without legs, metal chairs with broken legs, etc.

  2. Outside groups may use the building if a direct connection exists with the event and BSM ministry. The event must not conflict with the goals and values of the BGCT. Also, the event should fit into you or your staff’s time schedule. Often this request though not costing the BSM much money cost the staff many hours of personal time often away from home. A BSM staff member is required to be present allowing for introduction and welcome to the group attending. Also a BSM staff member (which could include a paid janitor) must be present the entire event, from opening the building to close-up. Weddings, rehearsal dinners, showers (including baby showers), birthday parties are NOT PERMITTED in the Baptist Student Center. These are best held at a church, private venue, or home. No exceptions. If you do these for one then you have an obligation to consider all requests. Please consult with your supervisor if in doubt. We are always glad to be the “bad guy” but will seek your advice on any situation involving the building.

Examples of appropriate use:

    • The Chinese student organization wants to use the building for a party to welcome incoming Chinese students. BSM staff and students are allowed to attend and give greetings.

    • One of our Baptist churches has a fire in their building, thus needs space for the next 5 months on Sundays. We want to help the church but will assist you with guidelines to protect your time and the BGCT’s property.

    • A BGCT new church start wants to use the building for an extended period of time. Consult with the State BSM Director.

Examples of inappropriate use:

    • The Presbyterian student group wants to use the building on Thursday nights and is glad to lock up. No to both requests.

    • Someone wants to use the BSM building for a wedding reception. No.

    • A staff member wants to use the Baptist Student Center for a baby shower. No, have the baby shower in the comfort of someone’s home.

2. Specific Areas of Care for the Inside of the Building

  1. Lighting

    1. Replace all burned out light bulbs immediately.

    2. Replace bad ballasts 1 time a semester to at least begin the semester with all lights burning - BGCT pays.

  2. Structural

    1. Fix broken windows immediately - BGCT pays.

    2. Inspect ceilings for signs of leaks every 2 or 3 weeks, and during rains.

    3. Inspect building for cracks, broken switches and plugs, broken windows, plumbing problems once a month - BGCT pays.

  1. Restrooms

    1. Fix water leaks, broken commodes, urinals, mirrors immediately - BGCT pays.

    2. During regular semesters they need to be cleaned thoroughly once every day including:

      1. Commodes

      2. Sinks

      3. Stalls (including the top of the stall partitions and doors)

      4. Counter tops

      5. Mirrors

      6. Walls

      7. Floors mopped with clean water and clean mop

      8. Empty trash at least once a day…more if needed

      9. Refill paper towels and toilet paper and soap

    3. On heavy activity days clean it more than the minimum. During the summer sessions you can drop back to two times a week unless there is a time of extra heavy activity.

  1. Kitchen and Serving Areas

    1. Responsibility of the user

      1. Daily cleaning (with each use):

        1. Clean off the counter tops and wipe down with disinfectant cleaner

        2. Wipe off the stove top, oven, and cabinet doors

        3. Wash and dry dishes that have been used and put them away

        4. Sweep floor

        5. Put away commodities left over from any food prep

        6. Empty trash

    2. Responsibility of the staff

      1. Empty trash daily

      2. Thoroughly clean 2 to 3 times a week including:

        1. Clean off the counter tops and wipe down with disinfectant cleaner

        2. Clean the oven and stove top

        3. Mop floors with clean water, clean mop and floor cleaner

        4. Clean all cabinet doors, door frames and around switch plates

        5. Keep the cabinet below the sink clean and clear.

  1. HVAC/Mechanical Systems & Rooms

    1. Closets/rooms with HVAC units or water heaters, or mechanical rooms should not be used as storage closets.

    2. Do not put flammable materials (paint, paint thinner or solvents, alcohol, rags, insect spray, papers, mops, etc.) in these closets. No exceptions!! EXTREME FIRE HAZARD

    3. Filters that are accessible should be changed at least every 2 months. Facilities in particularly dusty regions should be changed more often.

    4. BGCT pays for minimum two (2) HVAC inspections—early fall / early spring.

    5. Unit intake grills and air exchanges should be cleaned every time filters are changed.

    6. Outside units should be checked once a year by a professional - BGCT pays.

  1. Storage Closet

    1. All storage, whether it is outside or inside, should be organized and kept neat.


    3. Staff cannot store personal items at the BSM building! Obviously books and items necessary for your ministry are the exception. Students are not allowed to store any items in the building – not overnight, night for a week, not for the summer, etc. A few examples include bicycles, furniture, electronic equipment, clothes, etc.

  1. Flooring / Carpeted Areas

    1. Vacuum carpeted areas regularly (2/3 times a week). BGCT pays for vacuum. High traffic areas may need daily.

    2. Clean up spills and stains as soon as possible after they occur. Don’t wait until you are ready to clean the entire carpet at the end of the semester.

    3. Non carpeted areas need to be mopped with clean mop water and clean mop 1 time a week.

    4. Spot mop flooring as needed to take care of spills and tracked in dirt.

    5. BGCT pays for carpet cleaning at end of fall semester / end of spring semester

  1. Painting

    1. Painting inside and outside of the BSM facility should only be done with the permission of the State office. Painting of the facility should not be done by students - BGCT pays.

  1. Safety and Fire Hazards, Liability Issues

    1. NO candles used inside the building. This is an EXTREME FIRE HAZARD.

    2. Basement areas should be secured and remain off limits to anyone other than authorized staff members. No group meetings in basement.

    3. Post up to date fire escape plans and shelter in-place plans at all exit doors and internal meeting room doors. You are responsible for a Crisis Management Plan* for the BSM facility and keeping in contact with those persons at the college or university who are responsible for those plans for the university. *You will have assistance in the development of this Crisis Management Plan.

    4. Keep a list of MSDS (Material Safety Data Sheet) papers for all chemicals in the building (for a copy search for “Material Safety Data Sheet” on Google)

    5. Keep cleaning chemicals kept and used in the building to a minimum. Recommended chemical list:

      1. Glass / hard surface cleaner (Windex or a store brand similar)

      2. Non-Acid Bowl cleaner for the inside of commodes and urinals only

      3. Broad spectrum disinfectant (NOT Bleach! Do not keep bleach on the premises)

      4. Disinfectant wipes

      5. Quality dish soap (Dawn, Palmolive; store brands are cheaper, but you will use more)

      6. Fine grit cleaner (Comet, Ajax, etc.)

    6. All janitorial closets, HVAC closets, Electrical/Mechanical rooms, supply rooms MUST be kept locked. Keys should only be made available to the Director and paid staff. Any equipment stored is protected but also this helps prevent the hiding of dangerous chemicals or explosive devices in the building. If locks needed BGCT will pay.

    7. Propane containers, gasoline containers, or propane and gas operated equipment will not be stored in building or storage unit for any length of time.

    8. Fire Extinguishers and smoke alarms need service one time per year - BGCT pays for professional service.

    9. Fire suppression systems need to be checked and/or serviced every 6 months - BGCT pays

    10. Fire sprinkler systems need to be checked and/or serviced every year - BGCT paysAll Exit lights must be burning at all times. Make a point to observe them once every month and replace burned out bulbs immediately. BGCT will pay to have signs and lighting installed or updated.

3. Specific Areas of Care for the Building Outside

All BGCT owned buildings will have a lawn service to maintain the BSM yard. Due to liability issues related to handling power equipment and storing gasoline, every BSM will dispose of all lawn equipment except for rakes, hand trimmers, etc. This will come from your local budget.

  1. Trim back shrubs and landscaping around the building enough to minimize places for vandals to hide.

  2. Purposefully walk the outside perimeter of the building and the grounds 1 time a week to identify problems:

    1. Possible water leaks - gutters, around fascia board

    2. Structural issues and building damage - cracks in brick, fascia board damage

    3. Hazards

    4. Trash accumulation

    5. Graffiti - remove and contact your supervisor or a state staff member

  3. Once every two weeks check the outside of the building after dark to be sure the security lighting is working properly. Replace any burned out lights immediately.

  4. Clean out gutters 2 times a year. Have lawn service clean gutters.

  5. Yard must be mowed / edged weekly. In winter months or drought conditions this needs adjustment however weed control and clean curbs and sidewalks are a priority year round.

  6. Curbs and sidewalks must be free of all weeds and swept weekly. No exceptions.

  7. Janitor positions have been eliminated as a payroll position. The cleaning of your building must be done my a bonded and insured cleaning service. There is no exception to this rule, and you cannot pay anyone other than a cleaning service.

  8. If you have a sprinkler system, when starting it in the spring, make sure all sprinkler heads are repaired.

4. Winterizing Your BSM Building

Below are some general guidelines to preparing your building for winter weather. It doesn’t matter if you typically have a hard winter or not, please take these steps.

  1. Make sure your heating system is in good working order. Check that the heating system filter is clean and replace it if it's not. Ensure that the thermostat and pilot light are working properly and that the pipe bringing fuel to your heating system isn't leaking or loose.

  2. Get to know your plumbing. Learn how to shut the water off and know where your pipes are located. Frozen water pipes can crack and spew gallons of water all over your building. If your pipes do freeze, time is of the essence. The quicker you can shut off the water, or direct your plumber to the problem, the better chance you have to prevent pipes from bursting.

  3. Keep the building at least 55 degrees. The temperature inside the walls where the pipes are located is substantially colder than the walls themselves. A temperature lower than 55 degrees will not keep the pipes from freezing.

  4. Before you leave for the holidays or if the temperature is expected to freeze keep cabinet doors below kitchen and bathroom sinks open. This will help keep the pipes from freezing.

  5. Trim trees and remove dead branches. Ice, snow, and wind could cause weak trees or branches to break, damaging your building or injuring someone. (Remember, you need to hire a company to do this. BGCT pays for tree trimming.)

  6. Clean out your gutters. Remember all the leaves that fell off the trees in autumn? Well, a lot of them are still in your gutters. Cleaning them out should prevent water from building up and freezing in the gutters. (Remember, you nor students should do this. Ask your lawn service company to do this for you.)

  7. Drain and remove all outdoor hoses. This will help prevent pipes from freezing/bursting.

  8. Check the caulking around doors and windows to make sure there's no cracking or peeling. Re-caulking if needed prevents cold air from entering your building. Why pay a higher heating bill if you don't have to?

  9. Make sure steps and handrails are in good shape. Broken stairs and banisters can become dangerous when covered with snow and ice. Make repairs now to prevent someone from falling and being seriously injured.

  10. Make sure that you have plenty of rock salt on hand for melting ice on sidewalks. Sand also works well to improve footing. Sidewalks MUST be cleared of ice and snow as soon as possible, especially in the Valley!

© Texas Baptist Student Ministry | collegeministry@texasbaptists.org | 214-828-5250 | Updated 11/18/2020