Montgomery County Community College

Administration

Board of Trustees Policy

Purpose

In keeping with its objective of serving as a focal point for further cultural and educational development of Montgomery County, the College will make its facilities available to community groups and organizations whenever possible, within the context of the facility use policies and procedures. Non-College facility users will be charged fees appropriate to the facilities used and the type of organization making the request.

Political organizations and candidates for political office are permitted on campus for lectures, speeches, or forums only when they are sponsored by a college office, department, or approved college organization.

Policy

Montgomery County Community College campus activities take priority over all other requests for facility use.

Priority I - Campus Activities

Space will be made available for College activities in the following order of priorities:

1. College instructional programs
2. Official college events
3. College-sponsored educational activities
4. Actively chartered student clubs and organizations
5. College intramural activities

• numbers 2, 3, 4, 5 will be charged for additional services
• none of the above are required to have insurance or pay a facilities use fee

Priority II - External Organizations

Space will be made available to outside organizations when use does not conflict with scheduled College functions and if the activity is consistent with the objectives and philosophy of the College.

Charges for use of multiple classrooms at the same time would depend on the number of rooms used and type of activity. Costs of additional services (custodial, electrical, mechanical, grounds, audiovisual, security, other) will be charged, in addition to the above schedule, when needed, according to the type of activity. Organizations will be advised of total charges following review of their facilities use application.

Facilities Use Charges (per hour)

Costs of additional services (Custodial, Electrical, Mechanical, Grounds, Audiovisual, Public Safety, other) will be charged, in addition to the above schedule, when needed, according to the type of activity.

Categories

A	=	Activities of official departments of the County of Montgomery, the Commonwealth of Pennsylvania, and the United States Government (no fee assessed)
B	=	Educational institutions, organizations affiliated with schools
C	=	Community non-profit groups
D	=	Community profit making groups

Insurance Requirements for External Organizations

All external organizations with the exception of Category "A" are required to submit proof of insurance at lessee expense as follows:

• Commercial General Liability
• Bodily Injury and Property Damage

Combined Single Limit - $1,000,000
• Products Liability if food will be served

Combined Single Limit - $1,000,000
• Automobile Liability
• Limit of Liability - $1,000,000 - this coverage should be included if vehicles of the sponsoring organization will be on College premises
• Workers Compensation - Statutory Coverage in accordance with Workers Compensation laws of the state of Pennsylvania for employees of the lessee working on the College premises.
• Montgomery County Community College and/or Montgomery County to be included as additional insured as respects to the activity covered by the Certificate

Insurance Certificate must be provided five (5) days prior to the event. All insurance coverage must be written with insurance companies authorized to do business in the Commonwealth of Pennsylvania. All insurance certificate are subject to the approval of the Montgomery County Community College.

Additional Requirements for External Organizations

Fifty percent of all charges shall be paid to the College business office upon execution and delivery of the lease. The remaining amount is due not less than five (5) working days prior to the event.

No use of facilities is permitted until the signed lease is executed by both parties.

The applicant agrees not to sublet or transfer the rights or privileges under an approved lease to any other individual, group, or organization.

Category "C" groups (non-profit) must submit a copy of the Internal Revenue Service Determination Letter certifying their non-profit status.

Any group wishing to cancel a Lease Agreement may do so without penalty with at least 24 hours notice to the facilities management office, and by 12:00 noon on Fridays for weekend events. Any group not giving the proper notice will be charged the full amount of the lease.

Regulations for Use

The following restrictions apply to all functions for College activities and external organizations:

• Firearms and other implements commonly described as weapons within the context of the Crimes Code of Pennsylvania shall not be brought onto the campuses, with the exception of bonafide law enforcement personnel in performance of their duties.
• Possession or use of alcoholic beverages and/or illegal drugs of any kind shall not be permitted on the College premises. Any person under the influence of alcoholic beverages or illegal drugs shall be denied the opportunity to participate in the activity or to be present on campus.
• Gambling or other conduct detrimental to public or College interest shall not be permitted on College premises.
• Parking is permitted only in the designated general parking lots. Handicapped persons with a valid special handicapped permit, issued by the public safety office, may park in the designated special handicapped parking areas.
• Serving of food or refreshments is permitted only in areas of the buildings designated for those purposes.
• College officials or designated employees shall not be refused admittance to any function held on campus.
• Permission to use facilities will in all cases be in compliance with applicable state and local laws governing the use of public buildings.
• Signage, promotional, or advertising material used or distributed by any applicant requires prior approval of the College.
• Montgomery County Community College is committed to assuring equal opportunity to all persons, regardless of race, color, religion, national origin, ancestry, sex, age or applicable handicaps. This policy extends to employment within and admission to the College and is in compliance with all federal laws including Title IX of the Educational Amendments of 1972.
• Facilities and equipment used must be left in a clean and orderly condition. Failure to do so will result in additional charges based on time required to return the facility or equipment to its proper condition.
• Selling of goods or services or the solicitation for sale of goods or services is prohibited anywhere on campus, unless it is approved by the office of facilities management.
• The activity shall not exclude participants because of race, color, religion, or political affiliation by de jure or de facto intent, i.e., activity structured so as to exclude or specifically excluding individuals because of their tenet, creed, or beliefs.
• Smoking or use of tobacco products is prohibited in all College buildings. See the Smoking Policy.
• The College has a policy prohibiting sexual harassment. The College subscribes to the following definition of sexual harassment: unwelcome sexual advances, requests for sexual favors, and/or other verbal or physical conduct or written communication of an intimidating, hostile, or offensive sexual nature.
• The organization requesting use of the facilities shall be charged for a College public safety officer to be present. The public safety officer's orders shall be official.
• All organizations must adhere to College fire and safety codes and regulations.
• All apparatus and equipment owned by the College shall be operated by College personnel.
• There shall be no alterations to existing facilities, or installation of equipment, signs, posters, or decorations on or about the College premises by any party without the approval of the facilities management office.
• Applicants will be limited to the use of the areas specified on the approved Facilities Use Application.