Management of
Freeman Ranch Lodge UPPS
No. 08.01.12
Issue No. 4
Effective Date: 07/15/2009
Review: September 1 ENY
01. POLICY
STATEMENT
01.01 The
purposes of this UPPS are:
a. To
identify procedures for reserving the Freeman Ranch Lodge (lodge) by university
and non-university sanctioned groups,
b. To
establish User Eligibility Requirements, Priorities and Use Fees (see Attachment
II),
c. To
establish steps for scheduling special service arrangements (food service,
audio visual, tables and chairs),
d. To
establish responsibilities for maintenance, custodial work, and
e. 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
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 lodge is the designated
sponsor for reservation purposes. The sponsor will forfeit the key deposit if
the key is not returned to the manager on the day of the scheduled activity.
b. The sponsor must complete and submit the
Reservation Request Form (Attachment
I) to the Freeman Ranch Manager no later than one week before the
scheduled activity, or the manager (a) may not allow the event; or (b) may
charge a 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, User Eligibility Requirements, Priorities and Use Fees. The Freeman
Ranch Manager will charge a rental fee based on the priority grouping and use
type.
d. Normal policy allows only one group to use
the 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. The sponsoring party is responsible for
forwarding all completed forms to the proper entities, including the University
Police Department, including those required by UPPS No.
05.03.03, Alcoholic Beverage Policy and Procedure.
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. In case of event cancellation, the sponsor
will pay the full reservation fee if less than twenty-four hours notice is
given and one-half of the reservation fee if more than twenty-four hours notice
is given.
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 for university uses, with requests submitted a minimum
of seven days in advance. A special set-up is defined as any alteration
requested from the standard lodge set-up. Set-up charges for university and
non-university events are listed in Attachment
II, User Eligibility Requirements, Priorities and Use Fees.
l. The
university will provide routine custodial services (e.g., removal of trash,
sweeping, mopping, and dusting) without charge. However, if an event requires services beyond routine normal services
“(e.g., decoration removal, trash gathering), the sponsor will pay for these
charges, based on actual time spent.
02.02 Regulations
and Restrictions
a. The
Freeman Ranch Lodge best accommodates groups of fewer than forty people.
b. Student parties or recreational activities
involving alcohol are not allowed at the lodge. Students may 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,
Alcoholic Beverage Policy and Procedures. The ranch strongly suggests that a TABC-approved server is always used.
d. Fund-raising
events or solicitation activities must conform to university solicitation
regulations and laws of the State of Texas.
e. If university funds pay for the catering, the
sponsor must select an off-campus caterer from the Office of Auxiliary Services
approved list in UPPS No. 05.03.02,
Catered Events-Policies.
f. The
sponsoring group shall assume liability when food or beverages are provided
without caterers.
g. Sponsors must gather and bag all trash,
securing it from animals, or the manager will assess a fee for this service.
h. 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. See Attachment
III.
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 The Freeman Ranch will retain income from the
lodge and deposit it 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. 1 ENY
Freeman Ranch Manager Sept. 1 ENY
05. 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.
Chair,
Department of Agriculture; senior reviewer of this UPPS
Dean,
College of Applied Arts
Provost
and Vice President for Academic Affairs
President