Management of Freeman Ranch Lodge UPPS No. 08.01.12
Issue No. 3
Effective Date: 08/23/2006
Review: September 1 ENY
01. POLICY
STATEMENT
01.01 The
purposes of this UPPS are:
a. To identify
procedures to be followed in making reservations for the Freeman Ranch Lodge,
b. To
establish user eligibility requirements and priorities,
c. To
establish a usage fee for the Freeman Ranch Lodge,
d. To
establish steps to be taken in scheduling special service arrangements (food
service, audio visual, tables and chairs),
e. To
establish responsibilities for maintenance, custodial work, and
f. To
establish reporting requirements associated with the Freeman Ranch Lodge.
02. PROCEDURES
FOR MAINTAINING AND OPERATING OF FREEMAN RANCH LODGE
02.01 Scheduling
the Freeman Ranch Lodge for educational activities
a. The
Freeman Ranch Manager will maintain a calendar and make reservations for the
Freeman Ranch Lodge. The Freeman Ranch Manager will issue keys to sponsoring
groups during normal working hours. The department or organization scheduling
an event at the Freeman Ranch Lodge will be the designated sponsor for
reservation purposes. The sponsor will forfeit a $25 key deposit if he or she
does not return the keys to the Freeman Ranch Manager on the same day of the
scheduled activity.
b. The
sponsor must complete the registration forms and submit them to the Freeman
Ranch Manager no later than one week before the scheduled activity (see Attachment
I) or the event may (a) not be allowed or (b) may be allowed for a
$100 late fee.
c. The
Freeman Ranch Manager will confirm reservations on a first-come, first-served basis,
consistent with the priorities listed in Attachment
II. The Freeman Ranch Manager will charge a rental fee based on the
priority grouping.
d. Usually
only one group will be allowed to use the Freeman Ranch Lodge per day.
e. Events
should complement academic functions, programs, and other non-academic events of
the University.
f. The Freeman
Ranch Manager will verify that all forms submitted by the sponsor are on hand.
g. It is the
responsibility of the sponsoring party to forward all completed forms to the
proper entities. Freeman Ranch is not responsible for forwarding completed
copies of Attachment
I to the appropriate departments, including the University Police Department.
h. The
sponsor must leave the Lodge and grounds in the same condition as when the
event began. The sponsor must pay for damage or loss of equipment that occurs
in connection with the event.
i. Once scheduled,
if the sponsor cancels the event before its scheduled time, he or she will pay
the Ranch one-half of the rental fee. If less than 24 hours or no show, the
full price will be paid.
j. The
University Police Department will determine appropriate security for the event
and the sponsor will pay for this security.
k. Materials
Management will provide any required special set-ups. A special set-up is
defined as any alteration requested from the standard Freeman Ranch Lodge set-up.
See Attachment
II for set-up charges.
l. The
University will provide routine custodial services (i.e., removal of trash,
sweeping, mopping, and dusting) without charge. However, if an event requires
services beyond routine normal services (i.e., removal of decorations, gathering
of trash…) the sponsor will pay for these charges, based on actual time spent
with a minimum charge of $15.
02.02 Regulations
and Restrictions
a. The Freeman
Ranch Lodge best accommodates groups of under 40 people.
b. The Freeman
Ranch Lodge may not be used for student parties or recreational activities.
Students will be allowed to use the facility only for faculty or
administrator-directed and monitored activities or events. Sponsors must attend
for the entire time students remain.
c. The Dean
of Students must approve events for which alcoholic beverages are served as
provided in UPPS
No. 05.03.03.
d. Fund-raising
events or solicitation activities must conform to University solicitation
regulations and laws of the State of
e. Off-campus
caterers must be selected from the list of approved caterers compiled by the
Office of Auxiliary Services as indicated in UPPS No.
05.03.02.
f. The
sponsoring group shall assume liability when food or beverages are provided
without caterers.
g. The sponsor
must gather and bag all trash for custodial staff to remove after the event and
secure all trash from animals. Sponsors who fail to comply will pay a $50 fee.
h. A standing
committee appointed by the Provost reviews all proposals seeking external
funding requiring use of the Freeman Ranch land or facilities. Persons with proposals
should submit them to the Freeman Ranch Research Committee’s chair and members.
i. The
sponsoring party must assume all liability for any event. The sponsoring party
must sign a release and indemnity agreement that accepts full responsibility for
personal injuries and property damage that may occur from any cause in
connection with the event.
03. REPORTING OF INCOME
03.01 The
Freeman Ranch Manager will prepare an annual report of Freeman Ranch activities
that will reflect income from activities at the Freeman Ranch Lodge.
03.02 Income
from the Freeman Ranch Lodge is to be retained by the Freeman Ranch and
deposited into the ranch income account.
04. REVIEWERS OF THIS UPPS
04.01 Reviewers of this UPPS include the following:
Position Date
Chair, Department of Agriculture Sept. ENY
Freeman
Ranch Manager Sept.
ENY
05. CERTIFICATION STATEMENT
This
UPPS has been approved by the following individuals in their official
capacities and represents
Chair,
Department of Agriculture; senior reviewer of this UPPS
Dean,
Applied Arts
Provost
and Vice President for Academic Affairs
President