FACILITIES AND GROUNDS RENTAL POLICY PROCEDURES

Transcription

1 ADMINISTRATIVE PROCEDURES FACILITIES AND GROUNDS RENTAL POLICY PROCEDURES The Board of Trustees of the Rock Valley Community College recognizes as an important responsibility the development and implementation of a comprehensive program of community services for the residents. Consistent with this position, the Board encourages use of College facilities by community groups at such times as the facilities and grounds are not required for College activities. Reservations will be considered on a first-come, first-served basis after College priorities have been satisfied. Rental requests will be handled through the Office of Business Services. The College reserves the right to deny the rental of any or all parts of the College facilities and/or grounds. Private use of facilities is not included as part of these procedures due to the College s objective not to compete with local entities that support the College through their tax base. All groups/individuals using facilities are subject to the rules and regulations of the College and local, state, and federal laws. The Rock Valley College Public Safety office works in cooperation with local law enforcement agencies. These agencies have direct access at all times to the College campus. The Board will empower the administration to review this policy and update annually if needed each July. A. Facility and Room Priorities: To provide for maximum use of College facilities by the community and to minimize the potential for conflict, the following priorities are established. Use may be canceled at any time prior to use should facilities be needed for college purposes. Priorities will be determined in order: 1. The College s instructional program (credit courses). 2. The College s Community Education/Technical Skills Outreach and Adult Education programs which includes Whiz Kids. Upward Bound is recognized as an outreach extension of the college. 3. Meetings of the Rock Valley College Board of Trustees. 1 P age

2 4. Rock Valley College sponsored educational/training conferences, workshops and seminars; meetings of recognized administration, instructional divisions/departments, Rock Valley Foundation and/or other departments; meetings of College boards/bodies such as Faculty Council, standing and ad hoc committees composed of College personnel. 5. Student clubs and organizations officially recognized by the Student Life Office. 6. Conferences, workshops, and seminars involving community groups, with or without College representation. 7. Meetings of any lawfully constituted community organizations, with or without College representation. 8. Meetings of any lawfully constituted public group, operating outside the boundary of the College s geographical district. 9. The building focus will also be used to determine the priority for usage. o The Physical Education Center is to be used for physical education including athletics. o The Bell Center will host the Center for Learning in Retirement classes and workshops as first priority. o The Woodward Technology Center will host business and professional activities as its first priority. B. Rental Policies 1. Rock Valley College is closed for the following holidays: Martin Luther King Day, Good Friday, Memorial Day, 4 th of July, Labor Day, Thanksgiving, Week between Christmas Eve and New Year s Day, inclusive. No Sunday rentals will be authorized. 2. Non-profit organizations qualify for a non-profit rate, upon submission of a tax exempt number. Non-profit organizations will be charged a reduced rate for room rental and services. Non-profit organizations will be charged commercial rates when scheduled events are a fundraiser. 3. College facilities and grounds are for rent by commercial organizations at a commercial rental rate, so long as their services are not in direct competition with services provided by Rock Valley College. 4. Special rental requests must be approved in advance by the Vice President of Administrative Services. Also, upon written authority certain fees for a room/equipment or service can be waived when the group is co-sponsored by the College or when their activity has a benefit for the College. 2 P age

3 3 P age 5. Facilities must be protected from damage and mistreatment, and precautions for cleanliness maintained. Restrictions regarding smoking, eating, and drinking in rooms and buildings must be observed. The group authorized representative assumes this responsibility. Should College property be damaged or abused, the cost of repair shall be paid by the group involved. Smoking is prohibited in all campus buildings. The College follows the state guidelines for designated smoking areas. 6. If the number of people expected for any event exceeds the number that can be managed by the Public Safety Officer on duty, then additional security personnel will be added at the user s expense. Any other supplies such as cash bags, barrier tape, barricades or other items deemed necessary to insure a safe event will be charged accordingly. All arrangements for this service must be made prior to the event. Other personnel may be charged as the event dictates. 7. Rock Valley College reserves the right to deny any rental request and/or to cancel any meeting or event due to circumstances endangering public safety. Requests for use may be denied when in the judgment of the President or designee, the organization or material is considered unacceptable for presentation on the College s premises. 8. Possession or consumption of alcoholic beverages, dangerous drugs, or narcotics is not permitted on College property. Any person under the influence of such shall be required to leave the campus. 9. The organization and its members shall be held responsible for any and all loss, accident, neglect, injury, or damage to person, life, or property which may be the result of, or may be caused by the organization's occupancy of the facilities or premises, and for which the District might be held liable. The organization shall protect and indemnify the District, the Board, and/or any officer, agent, or employee of the District and save them harmless in every way from all suits or actions at law for damage or injury to persons, life, or property that may arise or be occasioned in any way because of the occupancy of the facilities or premises. The District will require the furnishing of a certificate of liability insurance from the applicant in the amount of $1,000, Decorations must be flame-proof and shall be erected and taken down in a manner not destructive to property. The use of any material or device which constitutes a hazard is expressly prohibited. No unauthorized use of hazardous and toxic materials is allowed on the Rock Valley College campus including helium tanks. 11. Student requests will utilize the General Rules and Regulations listed in the current Student handbook. 12. Meetings of student groups and youth activities must have adult supervision at all times while on campus. 13. Pets are not allowed in the buildings except for those animals used in service for the disabled.

4 14. Rules and regulations will be provided with a contract for organizations using facilities/grounds on campus. At least one week prior to event, the certificate of insurance, a copy of the declaration page of the organization s umbrella coverage, and the signed rental agreement must be received. 15. Applications must state specific facilities, dates, and hours. These hours should include opening, set-up, take-down, and closing of facilities in addition to the time of actual use. Identification of IT requirements must also be outlined in the request. The group representative responsible for the activity must have the approved application available during the activity. If not, the group may be required to leave the facility. It shall be the responsibility of the user group to see that facilities are vacated as scheduled. 16. New Community Events must have approval through the appropriate Vice President. The Activity Application form must be completed and include a proposal for the event which should include but not limited: expected attendance, the target audience, the purpose, the specific needs such as IT, POM and/or DPS staff, times, and any pertinent information that will allow RVC to successfully meet the intent of the event. 17. Student groups who are required to develop an event as a class project should follow all other rules and regulations set forth in this document. The Events Coordinator will assist the students to develop a successful event within the parameters of the class project and to help mitigate costs to enhance the learning experience. 18. Food service must be provided by one of the approved caterers of Rock Valley College when refreshments or meals are to be served on any part of the campus. The Office of Business Services must approve food vendors for use on Rock Valley College facilities. 19. A late cancellation/no-show fee of $50 will be assessed if cancellation occurs less than two full business days in advance of the event. Also any fees incurred up to the point of cancellation will be assessed. 20. Fees will be assessed for IT related functions (voice, video and data services). Fees for Maintenance staff and Public Safety Officers charged as the event demands. 21. The following are not allowed on the College Campus. o Tailgating not permitted on campus. o No overnight camping permitted on Campus. Overnight parking prohibited without authorization o Gambling and games of chance are prohibited C. Insurance Requirements (These rates are subject to review based on events and applicability.) Before moving equipment or personnel onto the premises, the Lessee shall procure the following types and amounts of insurance as required by Rock Valley College to protect the Lessee, Agents 4 P age

5 and Employees and others for whose operations the Lessee may be responsible. Insurance amounts must be in effect at the signing of the rental contract. Current insurance limits are available in the office of Administrative Services and any deviations must be approved by that office. The termination date of the policy or applicable extended reporting period shall be no earlier than the termination date of coverage s required to be maintained as shown above. 1. Workers Compensation/Employers Liability-Limit $500,000 per accident. 2. General Liability-Limits $1,000,000 each occurrence, Bodily Injury/Property Damage including Premises/Operations, Completed operations, Products, Protective Liability with the Broad Form General liability endorsement attached and $2,000,000 general aggregate. User shall furnish the College a certificate of insurance naming Rock Valley College as Additional insured, with limits of liability of not less than $1,000, Automotive Liability-Limits $1,000,000 each occurrence, Bodily Injury/Property Damage including all Owned, Non-Owned and Hired Automobiles. 4. Umbrella Liability-$1,000,000 each occurrence, $2,000,000 general aggregate, each occurrence, Bodily Injury/Property Damage. 5. Addendum to Rock Valley College Rental/Reservation Agreement must be signed and included with the Certificate of Insurance. INDEMNIFICATION: The Contractor/Vendor or User shall indemnify and hold harmless Rock Valley College as Board of Trustees, Representatives, Employees and Agents from any claims, demands or liabilities, including attorney's fees arising out of the performance of this contract and/or purchase order including, but not limited to, claims arising out of or related to environmental protection matters related to the disposal (including method thereof) of garbage, trash, refuse or other material generated by Rock Valley College and transported by or disposed of by Contractor/Vendor or User pursuant to this Contract; or arising out of or related to Contractor's/Vendor's or User's choice of site or sites for disposal. I have read and understand this addendum. USER Authorized Representative Date: Signature 5 P age