Sewell Park                                                                                       UPPS No. 08.01.07

Issue No. 3

Effective Date: 4/20/2005

Review: January 1 E3Y

Attachment I

 

 

01.       POLICY STATEMENT

 

01.01    The purpose of this UPPS is to establish policies, procedures, and guidelines which are used to manage Sewell Park. This UPPS establishes policies, priorities, procedures, requirements, responsibilities, and fees for individuals and organizations to request and use the Texas State University-San Marcos Sewell Park facilities.

 

02.             OPERATING PROCEDURES

 

02.01    Reservation Procedures

 

a.      Reservations must be submitted on the official reservation form (obtained from Campus Recreation) to the Outdoor Center in the Department of Campus Recreation in Sewell Park. Reservations must be made at least 2 weeks in advance of the event or activity. All Sewell Park reservations must be approved by the Outdoor Recreation Graduate Assistant or Assistant Director of Campus Recreation/ Outdoor Recreation. After an event is approved, the hosting group must schedule a confirmation meeting with the Outdoor Center Graduate Assistant or Assistant Director of Campus Recreation/ Outdoor Recreation no less than 10 days prior to the event date to review park rules, policies, and walk through the park. All non Campus Recreation Department groups reserving Sewell Park must pay a usage fee which is due and payable at the confirmation meeting. This fee may be transferred via IDT to the Outdoor Center Campus Recreation account. Any large group use of Sewell Park will require that a $100.00 security deposit be turned in with the reservation form. A large group is defined as 100 or more. The deposit is held until after the event and deductions are determined.

 

Campus Recreation will notify Facilities of all planned events at Sewell Park.

 

b.      Reservations are accepted 1 semester in advance on the first class day of that semester. Reservations for Fall and Spring semesters are approved on a first-come, first-served basis.

 

c.      Reservations for Summer semesters will be accepted in January on the first class day, and will be approved and placed on the calendar by April 1st.

 

d.      Group reservations are limited to currently active and officially recognized Texas State student or campus organizations and clubs and academic and support staff departments.

 

e.      Reservations for non-Texas State sponsored groups or individuals are not generally allowed. However, these requests are evaluated on an individual basis.

 

f.        Sewell Park reservations do not grant exclusive access to the park, both volleyball courts and all picnic tables/BBQ pits. However, certain tables/BBQ pits and one volleyball court can be reserved.

 

02.02    Requirements

 

a.      When a group or organization has an approved facility reservation, a sponsor or designated organization representative must be present within the Sewell Park area throughout the function.

 

b.      Organizations using Sewell Park facilities must comply with the specific regulations itemized on the back of each confirmed reservation (see Attachment I).

 

c.      Additional equipment such as tables and chairs (not recreational equipment) should be arranged a week in advance with Materials Management by the reserving party. A fee may be incurred for this service.

 

d.      Written approval by Campus Recreation for use of Sewell Park must be provided to Facilities when requesting additional lighting or power needs. A fee may be incurred for this service.

 

e.      Needs requiring setting up tents or driving vehicles into the park should be coordinated with Facilities to mark irrigation lines and heads. Campus Recreation staff will be included in the coordination of these needs.

 

f.        Food or refreshments may not be sold or given away unless approved by the Assistant Director of Campus Recreation/Outdoor Recreation.

 

g.      If food is catered, it must be catered by a university-approved caterer. (See UPPS No. 05.03.02, Attachment II)

 

h.      Groups with 100 or more people will be required to hire University Police Department (UPD) officers and Grounds personnel for the duration of the event (minimum of 4 hours). Cost for this service will be paid by the reserving department or group.

 

i.        All concerts or events that require 220 volt electricity should be arranged in advance with Facilities. A fee may be incurred for this service. Such events must follow the University policy for concerts and amplified music.

 

j.         All events that occur outside of the Outdoor Center’s normal business hours (12pm – 6pm), including weekends, will incur a fee of $7.50– $15.00 per hour to pay for a park attendant(s). The amount o this fee will be determined by the Assistant Director of Campus Recreation/ Outdoor Recreation.

 

02.03    Responsibilities

 

a.      Organizations using Sewell Park are responsible for property damage or theft from reserved facilities. The reserving party will reimburse Texas State for expenditures which result from incidents occurring during the time of their reservation. The Director of Campus Recreation will work with the Assistant Vice President for Facilities and the Associate Vice President for Financial Services/Treasurer to insure that appropriate charges for damaged property or theft are established. The Director of Campus Recreation or his representative will deduct the damages from the security deposit and will collect any damages in excess of the deposit from the appropriate individuals.

 

b.      Organizations will notify the Outdoor Center Office of reservation cancellations at least 10 day in advance of the reservation. A credit voucher will be issued to the organization for future use. Failure to comply with this responsibility, except due to bona fide emergencies, may adversely affect future reservation requests.

 

c.      Personnel using restroom facilities will insure that all lights and water valves are turned off when not needed to reduce expenses and maximize utility conservation.

 

d.      As a measure to promote health and safety in the park, no pets, glass containers, or alcoholic beverages will be permitted on Sewell Park grounds. In addition, no skateboarding, skating, in-line skating, or freestyle/trick biking is allowed in the park. Violators will be asked to leave the park.

 

e.      Arrangements for restrooms, recreation equipment, and extra trash cans must be made through the Outdoor Recreation Graduate Assistant, or the Assistant Director of Campus Recreation/Outdoor Recreation.

 

f.        Large groups (100 or more) using Sewell Park for evening functions (after 6pm) must pay for UPD personnel. The number of officers will be determined by the Director of University Police in consultation with the Assistant Director of Campus Recreation/Outdoor Recreation. Security/Police personnel may be required by the Assistant Director of Campus Recreation/Outdoor Recreation for some large events that occur before 6pm. UPD reserves the right to substitute guard personnel for police personnel. Substitution of guard personnel will be at the discretion of the Director of University Police and depend upon the participants anticipated and the nature of the event. Some large events, such as concerts and events that feature DJ’s or highly amplified music, will require 2 security officers. The final determination for how much security will be necessary will be made by the Director of University Police in consultation with the Assistant Director of Campus Recreation/Outdoor Recreation. The arrangements for scheduling UPD personnel will be the responsibility of the Assistant Director of Campus Recreation/Outdoor Recreation. A completed reservation form, containing all signatures must be presented to the Assistant Director of Campus Recreation/Outdoor Recreation, 72 hours before the event. Reservations requiring the need for police/security should be made 10 days in advance of the event. Final approval of the reservation is contingent upon the ability of UPD to staff the event.

 

g.      All events in Sewell Park must end and be cleared by 12 midnight.

 

h.      Special permission must be obtained to access sites within Sewell Park by vehicles. Vehicles may not be parked in the Park during events, but should be moved in for set-up and take-down as necessary. Please contact the Assistant Director of Campus Recreation/Outdoor Recreation for permission to operate a vehicle in Sewell Park. Vehicles that are permitted in the Park must operate on sidewalks and slab only, and should never be driven on the grass.

 

i.        Large groups (100 or more) that include children (under age 10) that are planning on swimming must pay for the services of a lifeguard. The number of lifeguards necessary and the arrangements for scheduling them will be the responsibility of the Assistant Director of Campus Recreation/Outdoor Recreation.

 

03.             REVIEWERS OF THIS UPPS

 

03.01    Reviewers of this UPPS include the following:

 

Position                                                                      Date

 

Dr. Glenn Hanley, Director                                       January 1 E3Y

Campus Recreation

 

Mr. Christopher Burnett, Assistant Director           January 1 E3Y

Campus Recreation/Outdoor Recreation

 

04.             CERTIFICATION STATEMENT

 

This UPPS has been approved by the following individuals in their official capacities and represents Texas State policy and procedure from the date of this document until superseded.

 

Dr. Glenn Hanley, Director, Campus Recreation; senior reviewer of this UPPS

 

Dr. John Garrison, Assistant Vice President for Student Affairs and Dean of Students

 

Dr. Joanne H. Smith, Interim Vice President for Student Affairs

 

Dr. Denise M. Trauth, President