For units in the United States and Canada, the term administration office in this section refers to Church headquarters in Salt Lake City.
For units outside the United States and Canada, the term administration office refers to the Presiding Bishopric administration office or service center that serves the unit.
Purpose
Church physical facilities programs provide and maintain meetinghouses to help the Church fulfill its mission. Meetinghouses should (1) provide a spiritual setting for members to worship and (2) present a positive image of the Church in the community.
Organization
Physical Facilities Department
The Physical Facilities Department of the Church oversees the maintenance of existing meetinghouses and the construction or acquisition of new meetinghouses.
Administration Offices
Administration offices are extensions of the Physical Facilities Department. Professional staffs help local Church leaders in physical facilities matters as needed.
In the United States and Canada, local multistake preventive maintenance groups have been established to do physical facilities work under the direction of the general administration office at Church headquarters in Salt Lake City.
Stake Presidency
Members of the stake presidency ensure that Church facilities are appropriately used, cared for, and protected. They teach leaders and members their responsibilities for using and caring for these facilities. They assign a high councilor to be the stake physical facilities representative. They meet with him as needed to review needs and projects.
Stake Physical Facilities Representative
The stake physical facilities representative (a high councilor) assists the stake presidency in physical facilities matters as follows:
He helps teach and implement meetinghouse use and care standards.
He coordinates the distribution and control of keys.
He coordinates the instruction of ward building representatives in their duties.
He participates in annual meetinghouse inspections conducted by representatives of the Physical Facilities Department, unless the stake presidency designates an alternate to participate.
Agent Bishop
If more than one ward meets in a building, the stake presidency assigns one bishop to be the agent bishop. He coordinates assignments for member participation in meetinghouse care and maintenance. He also coordinates safety and security procedures for the meetinghouse. In addition, he coordinates scheduling of the building with the stake and other wards that use it, though he may assign another member to do the scheduling.
Bishopric
Members of the bishopric are responsible for the use, care, and security of the meetinghouse. They teach ward members how to use and care for it. They organize member participation in meetinghouse care and maintenance, making assignments as needed. They also distribute meetinghouse keys.
Members of the bishopric ensure that appropriate safety precautions are taken in the meetinghouse and on the grounds (see page 142).
Ward Building Representative
Each ward should have a ward building representative. The bishop may appoint a member of the bishopric to serve in this position, or the bishopric may call another member to do so.
The ward building representative helps the bishopric with meetinghouse responsibilities such as energy conservation, safety, security, snow removal (if applicable), and member participation in cleaning and maintenance. He takes care of building-related needs during meetings, activities, and emergencies. If needed, he receives instruction from the stake physical facilities representative in operating sound, heating, air conditioning, and other building systems.
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Members
Priesthood leaders should emphasize that member participation is a key factor in meetinghouse care and maintenance. Members are encouraged to provide individual or group services, depending on their skills and abilities.
Administration of Stake Physical Facilities
Use and Care of Meetinghouses
With help from the Physical Facilities Department, stake and ward programs for physical facilities ensure that meetinghouses and grounds are always neat, clean, attractive, and in good repair. Church facilities should in every way reflect proper care and respect.
Meetinghouse Maintenance and Inspection
representatives of the Physical Facilities Department inspect each meetinghouse annually. The stake physical facilities representative, or an alternate who is designated by the stake president, participates in these inspections. He should have full authorization to act on behalf of the stake presidency in this capacity. Those who participate in these inspections identify building maintenance needs and make plans for repairing or renewing its systems and components and for making other needed improvements.
Meetinghouse Planning
When requested, the stake presidency provides information to help the Physical Facilities Department prepare and update a master plan of projected needs for future building sites and new or additional meetinghouse space.
Energy Conservation
The Church incurs substantial utility costs for meetinghouses. Although stakes and wards do not bear these costs directly, leaders should ensure that lighting, heating, and air conditioning are used as economically as possible.
Safety, Security, Emergencies, and Loss Prevention
Priesthood leaders should instruct members, especially women and youth, not to be alone in an unlocked Church building.
Leaders should take reasonable measures to keep hallways, stairs, stairwells, exit doors, utility rooms, and sidewalks free of obstructions and other hazards. Leaders also ensure that hazardous materials or flammable items such as equipment fuel, hay, straw, and cornstalks are not used or stored in meetinghouses (see also "Decorations," page 154).
Leaders control key distribution and establish effective building lockup procedures. They also see that interior classrooms and other rooms that do not contain valuable items are left unlocked.
Leaders ensure that local emergency telephone numbers for the police, fire department, and ambulance are posted on or near each telephone with brief instructions. They report intruders to the police immediately.
If Church property is seriously damaged, leaders notify the administration office or the nearest representative of the Physical Facilities Department. If a serious personal injury occurs on Church property, leaders follow the instructions on pages 276-77 in Book 2.
Policies on Using Church Buildings and Other Property