Facilities Department

22 Monterey Peninsula College
Revised Governing Board Policies for Short Term Facility Usage
July 1999

Appendix 2160 Short Term Use of Facilities

The policy of the Governing Board of the Monterey Peninsula Community College District is to permit qualified groups full use of designated college buildings and grounds, within the provisions of the Education Code Section 82530 et. seq. (Civic Center Act) so long as there is no conflict with the college programs and function, and provided further that such groups abide by the rules and regulations established by the administration for use of college facilities.

A. Priorities For Use of Facilities:

1. First priority is given to college programs and services, which include the community service programs, athletic programs, student-sponsored activities, and to employee groups for meetings to consider college matters and for college functions.
2. Second priority shall be given to public agencies and public schools.
3. Third priority shall be given to other non-profit community groups, which include: youth groups, civic and service groups, and to other groups organized for cultural, educational, or recreational activities not otherwise available to the community. In-district organizations will have priority over those from outside the district.
4. The district reserves the right to deny facility usage to any group or organization.

Guidelines for Long Term Rental:

If space is to be rented out for a long term rental/lease, the provisions of Education Code 81520 et. seq. will be followed.

B. Request for Use of Facilities - Application Process

The college will not schedule use of facilities for more than four months in advance, with the exception of weekend parking lot usage.  Permits shall not be issued for a period exceeding one semester or summer session.  No group will be permitted to monopolize any college facility.  Non-college use will be approved only after the college’s instructional program, athletic, and community services events are scheduled.  Filing of an application does not guarantee facility use.

Application packets for use of college facilities may be obtained from the following:  a) for college related/sponsored activities, MPC faculty, staff, and students should contact Jeanette Haxton at 831-645-1363 or jhaxton@mpc.edu;  b) for the use of the gym, track, and PE facilities, non-MPC community organizations should contact Christine Hunsley at 831-646-4220 or chunsley@mpc.edu; c) for non-MPC events, community organizations should contact Carla Robinson at 831-645-1363 or crobinson@mpc.edu.

Requests for use of facilities shall originate with representatives of community groups, organizations or individual citizens.  

Applications for use of facilities should be filed at least four weeks in advance of the time requested for use by community and groups.  College groups should be filed at least ten days prior to the date of the activity.

Applications must include all requested facilities, equipment, and set-up requirements.  Facilities and equipment not listed on the contract cannot be used. The facilities office will make arrangements for all necessary personnel and support.

Charges will be determined by the fee schedule.  Any changes or additions to the contract by the applicant less than two weeks prior to the event will incur a late fee. Any additional set-up, clean up, or requirement for college personnel will be billed to the organization after the event.

Permits to use facilities are for the specified dates and times only.  The college assumes no obligation in the event that change of either dates or times are requested. The users shall not arrive before the time authorized on the permit and shall leave the college premises at the permit expiration time.

Written cancellation of a contract by the applicant must be made at least 48 hours  prior to the scheduled use.  Failure to provide this notice will result in a charge equal to half the estimated contract amount.

Monterey Peninsula College reserves the right to cancel authorization for use of facilities up to 48 hours prior to event.

Charges will be assessed if extra equipment (beyond what is normally available with facility) is required or if it is necessary to rearrange furniture or equipment.

C. Fee Categories:  Facility, Equipment, & Personnel

Only normal lighting and heating are provided for any approved non-instructional use of college facilities during regular operational hours (Monday through Thursday 7:30 AM to 10:00 PM and Friday 7:30 AM to 4:30 PM, excluding holidays, semester and scheduled breaks). Groups requiring special services or equipment usage will be charged the cost of the service rendered.  During non-operational hours all services, equipment, and personnel will be charged according to the usage fees for Monterey Peninsula College. The fee schedule will be adjusted each year to reflect changes in the salary rates used to determine personnel costs.  Fees are based on two-hour minimums with extra charges for additional hours.  Personnel costs will include set-up prior to the event, clean up after the event, and attendance at the event.

Group I - Direct Cost:

Non-profit groups and public agencies will be charged for any incremental increases in direct costs incurred as a result of the use of facilities by these groups.

Groups that collect fees for events held at the college will certify that the fees collected are to be used for the benefit of/welfare for the students of the district, or for charitable purposes.  Organizations that do not intend to use collected fees for these purposes will pay the fair value rental for facilities.

Group II - Fair Value Rental.

Fair value rental is the incremental increase in direct costs plus an allocation for the amortized portion of the cost of the college facilities or grounds used for the duration of the activity.

Fair value rental will be charged to groups under the following conditions:

1. Non-profit groups and agencies charging an admission fee which will not be used for the benefit of the college’s students or for charitable purpose.
2. Religious organizations or churches that are granted permission to hold services or meetings of a religious nature.
3. All citizens and organizations when the use of facilities is for supervised recreational activities.

Fee Schedule for Personnel and/or Equipment:  See the usage fees for Monterey Peninsula College facilities, equipment, and personnel.  All groups using Monterey Peninsula College for their event must pay their fees at least one week in advance of scheduled use or the permit may be canceled.

Certificate of Insurance: A certificate of liability insurance, naming Monterey Peninsula College as an additional insured in the amount of One Million Dollars (or to rent the pool in the amount of Five Million Dollars) is required of any organization using MPC facilities.  This is for the protection of college personnel and property in case of injuries and accidents involving college staff or participants, and/or damages to property or facilities.