Facilities

To provide procedures that will be in compliance with the objectives as stated in the Lone Star College System Policy Manual for:
The Student and Community Use of District Facilities, as stated in Sections GF (Legal & Local) and CAN (Legal & Local) and
The Usage of College Vehicles, as stated in Section CJ (Legal & Local).

The scope of this section is to outline specific procedures necessary to allow for the usage of the College’s facilities and vehicles. These procedures will identify the specific forms to be completed and the responsible individuals at the College from whom usage must be requested.

The Vice President for Administrative Services at each College is responsible for approving applications for usage of facilities, notifying appropriate College personnel to verify that the facility use will not conflict with the ongoing instructional programs, arranging for appropriate equipment and personnel and the collection of usage fees ( if, necessary).

The applicant (organization/person) renting the facilities shall be responsible for the enforcement of the compliance with the Building Usage Restrictions, as outlined below. They shall also be responsible for any theft or damage to property or injury to persons occurring on or about the buildings and facilities during the period of use and shall indemnify the District against any damage, theft or injury suffered and against any loss, theft or liability assessed for the injury to persons or property arising out of, or in connection with, the rental.

The Board recognizes that the College District was created to help meet the general educational, cultural and recreational needs of the community. Consistent with this philosophy is the District’s willingness to make available its facilities and resources to community groups when such use does not interfere with the instructional mission of the institution, is consistent with the educational and community service objectives of the District and the application meets the requirements of the District. (Lone Star College System Board Policy, Section GF (Local))

The Board shall be authorized to fix and collect rentals, rates, charges or fees for the occupancy, use or availability of any of its properties, buildings, structures, activities, operations or facilities. Rates shall be in such amounts and collected in such a manner as may be determined by the Chancellor or his designate. (Lone Star College System Board Policy, Section CAN (Legal))

1. Group I - No Charge During Normal College Hours:
   Groups consisting of students, faculty and staff.

2. Group II - At Cost:
   Groups consisting of unpaid volunteers that are organized for general civic improvement, or welfare, may use the College facilities without charge unless this use constitutes a direct cost to the College. These meetings must have no admission charge.

3. Group III - Rental:
   Rental rates shall be charged to groups using College facilities for activities to which admission fees are charged or contributions solicited, unless the total net receipts are expended for the welfare of the students of the District or for charitable purposes, in which case the group shall be classified as Group II - At Cost.

4. Group IV - Commercial Use:
   All commercial uses by local or non-local groups where an admission fee is charged to make a profit for the sponsor and/or performers. Use of College facilities for purely commercial purposes will be denied unless the public welfare is significantly served by such use because of the educational or cultural value of the event.

1. Smoking is allowed only in designated areas. All other areas are prohibited.

2. Possession, drinking or being under the influence of alcohol is prohibited on College property.

3. Youth or children’s groups shall be supervised by responsible adults provided by the sponsoring organization.

4. College furniture, apparatus, and/or equipment shall not be removed, altered or displaced without permission from the Vice President for Administrative Services.

5. All decorations, signs or posters must receive prior approval and be approved for location of display.

6. Parking facilities cannot be reserved for times when classes are being conducted.

7. Proof of insurance coverage may be required.

8. User shall comply with all fire laws or regulations of any other government authority.

(see Forms Appendix following for examples of Agreement and Request)

1. Applications for facility use will be made available to all propective users. College location Executive Officers will designate an office to maintain the application forms.

2. Applications should be submitted to the office/person that maintains the forms.

3. Applications should be submitted at least four (4) weeks in advance of the proposed use date.

4. Approval of applications may be denied on the basis that the requested time, place or manner of use for the proposed facility conflicts with the community service objectives of the College.

1. All charges will be billed after the event and are due on receipt of invoice.

2. If the application is accepted, it may be canceled by either party prior to the engagement without liability.

3. The building use fee will vary between Colleges, between Group classifications and depending upon room/facility requested. Each College will provide a schedule of these costs. However, the building fee structures should be updated annually to reflect current wage and utility costs.

4. Equipment and services may be available at additional charges. A schedule of these charges is available at each College.

5. In the case of a request for the use of any facility or service not covered in the schedule of fees, the Vice President for Administrative Services will take into account the nature and length of the event along with specific optional requirements.

6. In some cases, non-paying groups may be charged for custodial services and/or other services as deemed necessary by the Vice President for Administrative Services.

Every District building shall be located on grounds that are well-drained and maintained in a sanitary condition. All buildings shall be properly ventilated and provided with an adequate supply of drinking water, an approved sewage disposal system, hand-washing facilities, a heating system, and lighting facilities, all of which shall conform with established standards of good public health engineering practices. (Lone Star College System Board Policy, Section CHB (Legal))

An internally designated reserve fund in the Current Funds Group is set aside for the repair or replacement of major capital items and will continue to accumulate additional funds annually from non-mandatory transfers and interest income at an annual rate equal to one percent (1%) of one-third of the total asset valuation, excluding inventory and sites. The Board of Trustees shall approve all projects proposed for the Building, Grounds and Equipment: Maintenance and Replacement Fund. (Lone Star College System Board Policy, section CHD (Local))

1. The person in charge of plant operations for the College must be contacted to request repairs or changes to equipment or buildings.

2. This can be done on a Facility Service Request (see Forms Appendix for an example).

The Vice President for Administrative Services is responsible for approving requests for the use of College vehicles, for the recording of usage logs and maintenance of vehicles.

Authorization for travel of faculty, staff and/or District sponsored student groups requiring the use of District vehicles shall be as follows:
(Lone Star College System Board Policy, Section CJ (Local))

1. Applicants should complete a "Travel and Use of District Vehicles Request" form obtained from the instructional divisional head, dean or other supervisor.

2. The instructional division head, dean, or other supervisor shall, before approving the request, determine that the proposed usage will contribute to the advancement of the instructional program, student activity, or professional development of the staff, and a check must be made with the office of the director of purchasing and inventory control as to the availability of the vehicle(s) requested.

3. All travel outside the District service area and/or appropriate overnight trips must be with the approval of the appropriate vice-president.

Vehicles operated by the District shall be maintained and inspected as required by the Uniform Act Regulating Traffic on the Highways. (Lone Star College System Board Policy, Section CJA (Local))

1. Individuals requesting the usage must be on the Lone Star College System approved drivers list. To be added to the list, contact the office of the Vice President for Administrative Services for details.

2. Reservations will be based on a first come, first serve basis. No priorities are given.

3. The College vehicle is only used for official travel and will not be kept overnight without prior approval.

4. Fifteen (15) cents per mile will be charged for use of the College vehicle.

1. The person or Department requesting the College vehicle should contact the office of the Vice President for Administrative Services to reserve the vehicle.

2. When a reservation is made, the vehicle check-out person in the office of the Vice President for Administrative Services records the departure date, vehicle ID (license number), driver’s name, destination, beginning (current) mileage of the vehicle, and expected return date on the Vehicle Usage Log (see Forms Appendix for an example).

3. At this point, the check-out person should verify that the recorded beginning mileage exactly matches the ending mileage of the immediately previous use. Any discrepancy is to be reported to the Vice President for Administrative Services.

4. When the vehicle is checked out, the driver records the time out and signs the Vehicle Usage Log. The vehicle keys and the Vehicle Use Record/Vehicle Status Report are received from the vehicle check-out person.

5. A Vehicle Use Record and a Vehicle Status Report (see Forms Appendix following for examples) must be completed when the College vehicle is used.

6. Prior to actual departure, the driver should verify the beginning mileage and immediately report any discrepancy to the vehicle check-out person.

7. Upon return of the vehicle, the vehicle check-out person retrieves the keys and records the ending mileage, time in and signs the Vehicle Usage Log.

8. The driver turns in the completed Vehicle Use Record/Vehicle Status Report to the vehicle check-out person.

9. The vehicle check-out person prepares a journal entry for the usage of the vehicle.

Any maintenance needs or operational problems noted on the Vehicle Status Report should be forwarded to the person in charge of plant operations for the College.

1. Facility User Agreement

2. Facilities Set-up Request

3. Facility Service Request

4. Vehicle Usage Log

5. Vehicle Use Record/Vehicle Status Report