Title: Rental of College Facilities Page 1 of 8 Implementing Procedure For Policy # 8.04

Transcription

1 COLLEGE f CENTRAL FLORIDA ADMINISTRATIVE PROCEDURE Title: Rental f Cllege Facilities Page 1 f 8 Implementing Prcedure Fr Plicy # 8.04 Date Apprved: 05/07/02 Divisin: Administratin and Finance Date Revised: 10/31/05 PURPOSE: T establish prcedures fr the scheduling and use f Cllege facilities and/r equipment by Cllege and nn-cllege persnnel, departments, grups, agencies r rganizatins. GENERAL CONDITIONS 1. The District Bard f Trustees establishes fees fr facility usage and authrizes the President r his designee t waive r reduce fees as apprpriate. In the event a fee waiver r mdificatin is granted, a statement f justificatin will be filed with the apprved applicatin. 2. Cllege buildings and facilities are fr the fficial and regular cnduct f Cllege business. 3. When nt used fr fficial business, the facilities may be available fr functins riginating within the Cllege and fr use by Cllege-related rganizatins (clubs r spnsred rganizatins) established r recgnized under the rules f the Cllege. 4. Cllege activities are n fee, but requestr(s) must cmplete an applicatin using the standard frm and prcess. 5. Cllege activities requiring additinal staff supprt must have prir authrizatin fr reassignment r vertime. 6. In the event facilities are available fr uses ther than as described abve, facilities may be assigned as apprpriate in accrdance with this plicy. 7. Any entity requesting the use f Cllege facilities fr fundraising purpses must be a nt-frprfit 501(c)3 r 501(c)4 rganizatin. The rganizatin must prvide dcumentatin f their current 501(c)3 r 501(c)4 status. All requests fr the use f Cllege facilities fr fundraising purpses must be apprved by the President. DEFINITIONS 1. Agency - A cmmercial r gvernment bureau furnishing sme frm f service fr the public. 2. Classrm - An instructinal space having n special design r equipment and nrmally utilized fr academic prgrams. (Sme classrms have built-in audi-visual r multimedia capability.) 3. Cllege Spnsred Event/Activity - An event/activity rganized and cnducted by the Cllege f Central Flrida with the supprt f ther individuals, grups, agencies and/r rganizatins t varying degrees. 4. Cllege C-Spnsred Event/Activity - An event/activity rganized and cnducted by an individual, grup, agency and/r rganizatin with the Cllege f Central Flrida supprt such as: (a) A nn-student event/activity in which a faculty r staff member is active and that has been apprved by the President r apprpriate vice president as jb related t a specific curse curriculum.

2 Rental f Cllege Facilities Page 2 f 8 (b) A c-spnsrship f an event/activity between the Cllege and anther agency, grup r rganizatin in which there is a benefit t the Cllege and the cspnsrship is apprved by the President r apprpriate vice president. (c) Open recreatinal time fr faculty/staff, students and/r the general public when apprved by the President r apprpriate vice president and directly supervised by a faculty/staff member. 5. TBD -T be determined. 6. Event generally, a minimum rental perid f fur (4) hurs. Additinal charges may apply beynd that time perid but nt t exceed the cst f a full day s rental. 7. Nrmal wrking hurs the nrmal perating hurs the specific facility s administrative ffices remain pen. When events are scheduled at ther times, additinal charges and vertime rates may apply. LIMITATIONS 1. Cllege facilities shall nt be used fr purpses that impair r interfere with the rderly prcesses and functins f the Cllege. 2. Facilities may nt be used fr purpses which pse an unreasnable and immediate threat t the safety f Cllege students, persnnel r Cllege prperty r which are therwise cntrary t law. 3. Facilities shall nt be used fr any purpse ther than that fr which they were designed, nr will any use be permitted which will likely cause bdily injury r prperty damage r bth. FEES 1. The District Bard f Trustees apprves a schedule t guide in the assessment f fees and ther csts t be assessed fr the use f facilities. 2. The schedule, as amended frm time t time, is incrprated by reference in this prcedure. 3. Different fees are assessed fr Cllege-related rganizatins, nn-prfit rganizatins and prfit rganizatins. 4. Any fees nt listed in this rental plicy may be determined by the apprpriate vice president respnsible fr the facility in questin in crdinatin with the Chief Finance Officer. 5. The fees established by this plicy may be adjusted as apprved by the President r designee. 6. All fees are due ten (10) wrking days prir t the event. Any adjustment in payment due date must be apprved by the apprpriate vice president prir t the fee deadline. 7. A depsit f at least twenty-five percent (25%) f the estimated rent must be submitted t the Cllege with the executed license agreement. 8. Where required, a damage depsit equal t twenty-five percent (25%) f the ttal rental fee will be cllected in additin t the twenty-five percent (25%) rental depsit. The damage depsit will be refunded within ten (10) wrking days after the event prvided there is n damage t the facilities r its equipment. Refunds are requested via a CF Request fr Refund f Damage Depsit frm. 9. Any licensee wishing t cancel an apprved license agreement must ntify the Cllege ten r mre days prir t the event in rder t receive a full refund f the rental depsit and, if applicable, the damage depsit. The Cllege has the right t retain any and all depsits in the event f nn-cmpliance. SCHEDULING GENERAL INFORMATION 1. Requests shall be acted upn in the rder in which each request is received by the apprpriate Cllege ffice. 2. Requests are generally accepted frm nn-cllege grups n mre than three mnths befre the event. (Specific facilities may extend the scheduling calendar.)

3 Rental f Cllege Facilities Page 3 f 8 3. Requests fr the repeated use f a facility mre than tw times in any three-mnth perid by a nn-cllege grup are generally nt apprved. 4. Ntwithstanding the freging limitatins, grups can request that the vice president respnsible fr that facility make exceptins t the limitatins. T be eligible fr an exceptin, an applicant must demnstrate that use f the requested facility des nt interfere with its use by ther grups. The vice president respnsible fr the facility shall review exceptins every three mnths. SCHEDULING PRIORITIES 1. Pririty I Educatinal (a) CF-spnsred educatinal events specifically geared tward CF students, faculty and staff. Examples: lectures, cunseling, plitical frums, graduatins and hnrs inductins, wrkshps, meetings (b) CF perfrming arts events invlving student perfrming grups. Examples: chirs, dramas, music ensembles, recitals (c) CF-spnsred perfrming arts events using nn-student perfrming grups. Examples: prfessinal turing series, fund-raising activities spnsred fr the benefit f the Cllege (d) Nn-CF educatinal activities spnsred by ther cmmunity educatinal institutins, bth public and private. Examples: public r private educatinal institutins, K 12 schls, clleges and universities with which the Cllege f Central Flrida has frmal articulatin r cntractual agreements. 2. Pririty II Gvernment Institutins and Organizatins 3. Pririty III Cmmunity Organizatins (a) Cmmunity Nn-Prfit Grups (must prvide 501(c)3 r 501(c)4) dcumentatin. Examples: chirs, theater grups, art guilds, churches, and charities. 4. Pririty IV Private Fr-Prfit Organizatins and Grups. Examples: business meetings, recruitment activities, sales * NOTE: Any entity requesting the use f Cllege facilities fr fundraising purpses must be a nt-fr-prfit 501(c)3 r 501(c)4 rganizatin. The rganizatin must prvide dcumentatin f their current 501(c)3 r 501(c)4 status. All requests fr the use f Cllege facilities fr fundraising purpses must be apprved by the President. SCHEDULING PROCEDURES 1. Requests fr facilities must be submitted via a CF Applicatin fr License t Use Space and Facilities and must be cmplete t be cnsidered. Tentative scheduling r bking des nt reflect a cmmitment until all paperwrk is cmpleted. NOTE: All schedules fr all events must be crdinated thrugh the Office f the Vice President fr Instructinal Affairs as sn as verbal requests are made fr tentative bking n the master facility use schedule. 2. After an event is tentatively bked, the Cllege ffice respnsible fr the facility will frward the applicatin frm and ther infrmatin t the individual/grup requesting the bking. Scheduling will be cnfirmed with cpies f apprved applicatins. When the event is cnfirmed, the bking ffice must ntify the Office f the Vice President fr Instructinal Affairs fr psting t the master facility use schedule. 3. T be cmpleted, requests must cntain all required infrmatin and all required signatures. In additin, nn-cllege spnsred individuals, grups, agencies r rganizatins must prvide: (a) Certificate f liability insurance naming the Cllege as an additinal insured in the amunt f $1,000,000, r, if licensee des nt carry liability insurance, a

4 Rental f Cllege Facilities Page 4 f 8 Flrida Cmmunity Cllege Risk Management Cnsrtium Facilities Use/Special Events Liability Cverage Prgram Reprting Frm (b) Prf f State f Flrida apprved nn-prfit status (If applicable). (c) A check r mney rder made ut t Cllege f Central Flrida in the amunt required n the applicatin frm and including insurance premiums established by the Flrida Cmmunity Cllege Risk Management Cnsrtium. 4. Immediately upn apprval, cpies f the cmpleted request frm shall be distributed t all affected Cllege departments (Maintenance, Security, Purchasing, Infrmatin Center, and Office fr Instructinal Affairs fr scheduling). Originals are t be retained by the scheduling authrity. SCHEDULING CONSIDERATIONS 1. Emplyees respnsible fr scheduling a facility shall ensure that scheduled events/activities d nt interfere with, r disrupt, nrmal classrm activities and shall take int cnsideratin the fllwing: (a) Nise levels generated (b) Pedestrian and/r vehicle traffic cnflicts (c) Parking availability (d) Set-up/tear-dwn time and requirements OPERATING PROCEDURES 1. Prcedures and rules fr rental and use f specific facilities are attached t the applicatin frms fr thse facilities. CF reserves the right t cancel if rental prcedures are nt fllwed. 2. Individuals r grups renting Cllege facilities r prperty shall maintain and perate the facilities in accrdance with reasnable standards. (a) All fire and safety regulatins shall be strictly enfrced. (b) Maximum rm capacities shall nt be exceeded. (c) Cllege parking rules and regulatins shall be bserved. 3. Smking is prhibited in all buildings in accrdance with the Flrida Clean Air Act. 4. Eating r drinking in any classrm, labratry, auditrium, auditrium gallery, theater, r the Webber Center exhibit hall is prhibited except by prir arrangement and with the permissin f the vice president respnsible fr the facility. 5. Alchl is prhibited n Cllege prperty. With prir authrizatin frm the President f the Cllege, subject t certain restrictins r cnditins, alchl may be permitted fr specific events. Any persn r agency with authrizatin t distribute alchl must prvide the Cllege with alchl liability insurance cverage. The insurance shuld be in the amunt f at least $1,000,000 and name the Cllege as an additinal insured. The renter shall assume all respnsibility fr cmpliance with any applicable State f Flrida Divisin f Alchlic Beverages and Tbacc licensing requirements. 6. If the Cllege fficial authrizing the use f the facility determines that additinal security is required fr a specific event, that cst will be included in the fees assessed fr the use f the facility. Infrmatin n the cst f additinal security can be btained frm CF s Public Safety Office. (Cntracted security persnnel and/r special duty plice fficers frm the Ocala Plice Department are available with prir arrangement.) 7. The Cllege reserves the right t require parking persnnel if the nature and size f the event s warrants. The additinal cst will be included in the fees assessed fr the use f the facility. 8. The spnsr f the event, r his/her designated representative, must be present during all activities t supervise emplyees, perfrmers and/r the audience as apprpriate.

5 Rental f Cllege Facilities Page 5 f 8 9. A Cllege emplyee must be present at all times when buildings are in use unless an exceptin is apprved by the vice president supervising the area. 10. Event spnsrs, r their designated representatives, with permissin t use the Fine Arts Center shall crdinate directly with the auditrium technician/crdinatr t ensure all requirements fr space, lighting, sund, pian(s), pian tuning, prps, furniture and/r equipment are knwn n less than ten full wrking days prir t the first scheduled use. 11. A Cllege auditrium technician and/r ther apprpriate technician shall be present when any specialized Cllege equipment such as sund systems, cmputers/mnitrs, etc., is in use. This requirement may be waived if the grup using the facility receives an exceptin t the rule by the vice president respnsible fr the facility. 12. Requests fr media set up shuld be discussed with Infrmatin Technlgy and written n the applicatin frm. This infrmatin will assist in prper planning and set up time fr the event as well as billing. 13. Safety and Security (a) Auditrium the auditrium technician/crdinatr is respnsible fr arranging fr safety inspectin f all sets and stage arrangements and fr enfrcing safe perating prcedures/practices fr auditrium users. Safety inspectin f sets and stage arrangements must be crdinated thrugh Plant Operatins. (b) Gym the Athletic Directr (c) Webber Center/Brick City the Cultural Prgrams Manager (d) Appletn Museum f Art Crdinatr f Facilities-AMA INSURANCE 1. The Flrida Cmmunity Cllege Risk Management Cnsrtium (FCCRMC ) prvides liability cverage fr nn-cllege-spnsred individuals, grups, agencies and rganizatins renting Cllege facilities that d nt carry liability insurance. (If private insurance is available, a certificate f liability insurance naming the Cllege as an additinal insured in the amunt f $1,000,000 is required.) In the event licensee des nt carry liability insurance, participatin in the FCCRMC prgram is mandatry and the user must: (a) Cmplete the Flrida Cmmunity Cllege Risk Management Cnsrtium Facilities Use/Special Event Liability Cverage Prgram Reprting Frm. (b) Attach a check r mney rder made payable t Cllege f Central Flrida in the amunt f the premium. (Refer t Appendix E fr rates r cntact the Directr f Purchasing t get a rate qute fr a specific event). NOTE: A separate check is nt required. The amunt f the premium may be included as part f the payment fr rental f the facility. (c) Submit the frm and check, with amunt f premium included, as part f the Applicatin fr License t Use Space and Facilities prcess. The Cllege department prcessing the applicatin will frward the check and cmpleted frm t the Directr f Purchasing, nting the amunt t be frwarded t FCCRMC. (d) The FCCRMC prgram des nt prvide liability cverage fr the individual, grup, agency r rganizatin using the facility. It prvides cverage nly fr the Cllege. PROCEDURE FOR RENTAL OF COLLEGE FACILITIES 1. Offices respnsible fr scheduling facility use: (a) Office f the President Bard Rm

6 Rental f Cllege Facilities Page 6 f 8 (b) Office f the Vice President fr Instructinal Affairs Classrms Cnference rms Patrit Dining Rm Cllege Cafeteria Cllege Cnference Rm Bryant Unin (Building 5) Rm 104 (c) Office f the Directr f Athletics Gymnasium Open spaces Swimming pl Athletic fields (d) Cultural Prgrams Manager Fine Arts Auditrium Webber Center Brick City fr the Arts (e) Campus Vice President Citrus Campus Classrms Cnference rms (f) Prvst/Executive Directr Levy Center Classrms Cnference rms (g) Directr Hamptn Center Classrms Cnference rms (h) Manager University Center Classrms Cnference rms (i) Directr Appletn Museum f Art Rms Auditrium 2. Applicants shuld cnfirm date(s) needed fr the prgram. If the space is available, the scheduling ffice will tentatively reserve the facility fr the applicant. 3. Applicatin frms must be filled ut by the applicant and returned t the scheduling ffice fr prcessing. Applicatins shuld be filed as sn as pssible after receiving tentative cnfirmatin but n later than ten (10) days befre the end f the mnth preceding the event. 4. A Flrida Cmmunity Clleges Risk Management Cnsrtium Facilities Use/Special Events Liability Cverage frm r a certificate f insurance issued by an insurance cmpany naming the Cllege as an additinal insured must be attached t the applicatin.

7 Rental f Cllege Facilities Page 7 f 8 General Directins fr CF s Applicatin fr License t Use Space and Facilities Sectin 1 General Infrmatin n Event/Activity This sectin may be cmpleted slely by the requestr r in cnjunctin with a Cllege representative. The request shuld be dated and all general applicable infrmatin n the event shuld be prvided. This includes: date(s) f event/activity name and brief descriptin number f peple expected pening/clsing times set-up/clean up dates/times rehearsal date(s)/times number f cast and crew expected type f event Sectin 2 Requestr Infrmatin This sectin may be cmpleted slely by the requestr r in cnjunctin with a Cllege representative and cntains the fllwing identifying infrmatin n the Requestr: name f respnsible individual(s)/rganizatin/cmpany mailing address phne/fax numbers address Sectin 3 Cntact Infrmatin This sectin may be cmpleted slely by the requestr r in cnjunctin with a Cllege representative and cntains the fllwing infrmatin: Name and title f cntact persn fr event Cntact persn s phne numbers and address Special cntact instructins, if any (Fr example, Nt available after 5:00 p.m. ) Sectin 4 Facility Requested This sectin may be cmpleted slely by the requestr r in cnjunctin with a Cllege representative and prvides check bxes t identify the facility being requested. (NOTE: The applicatin submissin lcatins and cntact numbers fr the varius facilities are prvided in this sectin fr requestrs cmpleting the initial fur (4) sectins f the applicatin n their wn.) Sectin 5 Applicable Charges This sectin must be cmpleted by a Cllege representative using the apprved fees fund in CF s Guidelines fr Base Fee Facilities Rentals. All applicable charges shuld be shwn in this sectin. Once cmpleted, the applicatin must be signed n page 3. Failure t btain apprpriate signatures will vid the agreement. Attachments t the agreement may include the fllwing: Certificate f Insurance naming the Cllege as an additinal insured; In the absence f insurance, an applicatin fr liability insurance thrugh Flrida Cmmunity Clleges Risk Management Cnsrtium (FCCRMC) must be cmpleted (NOTE: Frms available thrugh Purchasing Office) Request t Allw Cnsumptin f Alchlic Beverages n Cllege Prperty Rm Set-Up/Equipment Request

8 Rental f Cllege Facilities Page 8 f 8 Caterer Agreement NOTE: See individual frms fr ther required attachments. Vice President, Administratin and Finance Date Apprved by President Date