6.10 Facilities Rental and Fees Policy

6.10 Facilities Rental and Fees Policy

Central Lakes College (CLC) is an agency of the State of Minnesota. CLC encourages the community to use facilities when they are not used by students or staff to conduct curricular or extra-curricular programs. All persons are welcome to attend public activities or meetings and to properly use the area scheduled or made available for use under provisions of this policy.

This policy and rental fees schedule apply to non-profit/profit groups and individuals or groups from the local community and school districts for related programs or purposes of the community and school district.

1. PROCEDURES:

A. The application for using the buildings or grounds must be made through CLC facility reservation personnel and authorized by the Vice President of Administrative Services, Dean of the Staples Campus, or designee.

B. The facility use agreement, certificate of liability insurance coverage, and 501©3 form (if applicable) must be completed and approved in advance of the use of the facility.

C. The rental charge will be made in accordance with this policy’s rental rate schedule.

D. All events/activities should be scheduled at least two weeks (14 days) in advance to allow CLC to make the necessary arrangements for security/maintenance to use facilities. If an event/activity is scheduled with less than two weeks (14 days) notice and is approved, CLC reserves the right to charge the rental group the cost of maintenance and security.

E. Either party may cancel this agreement at any time, for any reason, upon ten (10) days of written notice to the other party.

2. GENERAL RULES AND REGULATIONS:

A. All organizations using CLC facilities shall be responsible for any and all vandalism and shall be required to reimburse CLC the total value of any damage or theft of property. In addition, the organization or the individual representing the organization who uses CLC facilities shall assume full responsibility for injury to persons and damages to property that may occur due to their use of CLC facilities.

B. A completed Facilities Use Agreement, which requires proof of insurance and compliance with other agreements and conditions, must be approved by the Vice President of Administrative Services, Dean of the Staples Campus, or designee before facilities will be scheduled. Before using the college facilities, every non-college group/organization and individual must complete a Facilities Use Agreement. The person signing the Facility Use Agreement is responsible for the group’s observance of all policies and fees assessed for the event. Whenever possible, facility usage should be scheduled fourteen (14) days before the activity, and the right not to schedule up to 120 days in advance should be reserved. Facility use is dependent upon room and staff availability. All paperwork must be completed two weeks before the event to allow for planning with staffing, etc.

The licensee agrees to maintain the Facilities in a clean and sanitary condition. After the licensee finishes using the Facilities, MinnState will inspect them and make any repairs or replace any missing or destroyed property as it deems appropriate. MinnState will then submit an invoice to the licensee for the repairs or replacement of missing items, which the licensee agrees to pay within thirty (30) days. However, if the repair or replacement cost exceeds $500, MinnState shall be entitled to obtain payment of the said amount from the licensee in advance. This provision will survive the termination of this Facilities Use Agreement.

C. “Normal work hours” mean 7:00 am to 10:00 pm Monday through Friday, Saturdays, and Sundays as needed (Brainerd Campus), 7:00 am to 10:00 pm Thursday, 7:00 am to 6:00 pm Friday, and closed Saturday/Sunday (Staples Campus).

D. CLC shall not be liable for any suits, actions, or claims of any character for injury, death, or property damage made by or on behalf of any person or persons, firm, or corporation arising out of the conduct, management, or use of the Premises by PERMITTEE or arising out of any work or thing was whatsoever done in or about the Premises or structures or equipment therein when such has been authorized by PERMITTEE, except as such injury, death or property damage is attributable to CLC’s negligence as determined by a court of law. PERMITTEE shall indemnify CLC and hold it harmless from all such suits, actions, or claims.

E. The custodian/security on duty will supervise the operation of the physical plant and shall not be required to supervise groups or activities when the CLC buildings are in operation. Any community group may not occupy a building unless a custodian/security is present. A CLC employee may substitute for the custodian with prior permission from the Vice President of Administrative Services, Dean of the Staples Campus, or designee.

F. It shall be the responsibility of the organizational leaders to confine the use of the facilities rented to members of their group or for the purpose and function under the terms of the rental agreement.

G. Food Service is available through the existing food service provider at both locations. The contact for Brainerd is 855-8046, and the contact for Staples is 894-5127. The CLC kitchen is unavailable for anyone other than the current food service provider.

H. Coffee and cookies may be served without using the kitchen, but the renter’s responsibility is to clean up the facility. A fee for damaged, lost, stolen, or unclean equipment or facility will be assessed.

I. Organizations utilizing the facilities must vacate buildings by 10:00 pm unless prior arrangements and approval have been made. Programs must be concluded in time for clearance of the building in accordance with the terms of the rental agreement. Any additional time required to clean up after an organization’s use of the facility shall be charged to the organization in addition to the rental schedule.

J. An authorized/designated person from the organization must always attend to accept responsibility for the conduct of the organization and the care of the building and equipment for all groups using CLC facilities.

K. CLC is a tobacco-free college. Therefore, smoking is prohibited on campus or outside the doors. (This includes cigarettes, chewing tobacco, cigars, e-cigarettes, and marijuana.) Smokers must go to their vehicles if they wish to smoke.

L. Except as provided in CLC Policy 5.18 Alcoholic Beverages or Controlled Substances on Campus, the possession, sale, or distribution of alcoholic beverages and 3.2% malt liquor at Minnesota State Colleges and Universities and institution-sponsored events on or off-campus are prohibited. In writing, the CLC President must pre-approve any exceptions to this policy. Requests may be directed to the Vice President of Administrative Services.

M. No person is permitted to carry or possess a firearm on system property. CLC adheres to the Minnesota State Policy 5.21 Possession or Carry of Firearms.

N. A group must obtain prior approval to bring in any organizational equipment and remove all equipment immediately after the event unless special permission is granted in advance by CLC.

O. A group renting the facility cannot assign or transfer the right or the responsibility for using CLC facilities.

P. For those events held after regular working hours and/or on weekends, a facility service fee shall be charged at $50 per hour with a minimum of 2 (two) hours. A Technician fee of $50 per hour if one is required to be in attendance for a special event.

Q. Violating any rules governing the use of CLC buildings by any person or organization shall be sufficient grounds for canceling the scheduled use of facilities or denying a future application.

R. PERMITTEE shall be considered an independent contractor, not an employee or agent of CLC.

S. All personal property in or about the Premises belonging to or placed therein by PERMITTEE or its occupants or visitors shall be there at the sole risk of PERMITTEE or such other person only. CLC shall not be liable for theft or misappropriation thereof, not for any loss or damage due to the building or any part of the appurtenance thereof becoming out of repair or arising from the bursting or leaking of water, gas, sewer, or steam pipes, or due to the happening of any accident in or about the Premises including destruction by fire. PERMITTEE hereby assumes all responsibility for security against theft, vandalism, or accidental loss of any kind whatsoever.

T. CLC visitors do not need a parking permit to park in CLC parking lots; however, parking must follow the CLC Parking Enforcement Authorization on CLC Campuses Policy and Procedures Policy. Parking lots are to be used only for parking unless prior authorization is obtained from the Vice President of Administrative Services, Dean of the Staples Campus, or designee.

U. Regularly scheduled classes, events, and activities approved and sponsored by the College, including classes or events by other higher education institutions approved by Central Lakes College, shall prioritize facility utilization. If a college program or employee group sponsors an event, faculty or staff from such program or group must be present to manage and supervise the event for its duration. Use must be directly related to student clubs and the purposes of the College.

V. Central Lakes College follows the Minnesota State Board Policy 1.A.10 Long-Term Emergency Management and 4.4 Weather/Short-term. Therefore, emergency closings shall apply to and govern this agreement. Your event facilitator will be notified if the College is closed for a weather emergency.

W. If a username and password are needed to access the CLC computers, they must be requested at least two (2) weeks before the event. Bringing your laptop to plug into the computer will not require a username and password. However, if you use a high-tech classroom and need to access CLC’s computer system, you must have a username and password to get online. Please call the Facilities Coordinator if required or list that on the application.

X. To schedule the use of the facility at Central Lakes College at either the Brainerd or Staples campus, please contact the Facilities Coordinator at (218) 855-8158. Current CLC employees can log in and request rooms online. Directions are listed on the SharePoint site. http://www.clcmn.edu/reserve-a-room/ For room reservations and refreshments, please contact Amy Johnston-Hylton at 218-855-8158 or Amy.Johnston-Hylton@clcmn.edu

Y. CLC reserves the right to revise building rental rates. It shall be the responsibility of the renting organization to obtain the cost of the current rental rates and fees. CLC will not be responsible for contacting individual organizations to inform them of revisions in rental rates.

Z. CLC rental rates are designed to encourage public use. Payment in full is required within thirty (30) days unless other arrangements are made in advance and approved by the Vice President of Administrative Services. If payment for the rental of facilities is not made, the renting agency will not have access to the use of the facilities until all past building rental fees have been paid. Payment may be made to Central Lakes College, Attn: Cashier, 501 West College Drive, Brainerd, MN 56401.

AA. All advertisement and promotion of an event using rented facilities must include the disclaimer “Central Lakes College does not support or endorse this event or the information presented therein in any way. The space has been rented, consistent with policy.”

BB. Failure to comply with any component of this policy will negate the rental and render the renter ineligible to use facilities in the future.

Date of implementation/Presidential Approval: 7/1/2009
Date of last review: 4/24/2024

FEE SCHEDULE FOR ROOMS AND EQUIPMENT

Directions: Go to the Central Lakes College website – www.clcmn.edu. Click on “About the College” and the “Brainerd or Staples” campus map. You will have the option of getting a map of the College and a map of the campuses.