BUSINESS / FINANCE
B4.1 Budget Preparation: The President of the College shall prepare an annual operating and debt service budget. The operating expense budget shall include funds to provide for adequate instructional and support operations as well as for major equipment repairs and/or replacements, unexpected enrollment increases, and other emergencies and contingencies. The operating income budget should reflect conservative forecasting.
B4.2 Checks - Authorized Signatures: The Vice President of Business and Finance shall develop and implement appropriate procedures for expediting the signing of checks for routine bills, payroll, student grants, scholarships, and refunds by the use of "impressed" funds and/or machine signature. Such policies and procedures must be approved by the College President and the College’s external auditor. The Vice President of Business and Finance, with approval of the President of the College, shall operate and maintain necessary checking accounts in the name of the College with the depository officially approved by the Board of Regents. Funds of the College may be withdrawn from the depository by instruments signed by either the President, the Vice President of Business and Finance, or the Director of Fiscal Services and countersigned by either the President, the Vice President, the Secretary, or the Assistant Secretary of the Board of Regents or persons with subsequent titles approved by the Board.
A126.96.36.199 A local maintenance fund check in an amount equal to the total of the list shall be signed by either the President, the Vice President of Business and Finance, or the Director of Fiscal Services and countersigned by either the President, the Vice President, the Secretary, or the Assistant Secretary of the Board of Regents. Such checks shall not exceed $50,000 and shall be payable to the Del Mar College District Accounts Payable Fund.
A188.8.131.52 The Vice President of Business
and Finance shall draw checks on the Accounts Payable Fund for the purpose
of paying the bills described on the list initialed by the officer of the
Board. The checks shall bear the machine-signed signature of the President
of the Board and shall be manually countersigned by the Vice President
of Business and Finance, the Director of Fiscal Services, or the President
of the College.
A184.108.40.206 Payroll checks shall bear
the machine-signed signature of the President of the College or of the
President's manual signature.
A220.127.116.11 Each check issued in an amount of $1,000 or more, in addition to the requirements above, shall be countersigned by another College official from the same group.
B4.3.2 Secretary of the Board: Where the signature of the Secretary is required, the Assistant Secretary shall sign in the absence, incapacity, or unavailability of the Secretary.
President of the College: The President of the College or the
President's designated representative shall sign contracts in the following
B18.104.22.168 The authorization and procedures for handling the signing of change orders on construction are provided in a separate planning and construction policy and procedure statement.
B22.214.171.124 The contracts are for the purchase of furniture and/or equipment provided for in a budget for new facilities if the budget has been approved previously by the Board of Regents or an authorized committee of the Board.
B126.96.36.199 The documents have originated with federal and state agencies if the program or purpose involved has prior approval of the Board of Regents.
B188.8.131.52 The contract provides operating program services or support activities relating to the purpose and mission of the College.
B4.5 Agency Reports: The President or the President's representative is responsible for making assessments, collections, payments, and reports as required by appropriate agencies designated by the state or the federal government.
A4.5.2 Worker’s Compensation: Provision shall be made for the necessary worker’s compensation insurance by carrier. Competitive bidding is required at least every three years.
A4.5.3 Unemployment Compensation: The College shall join the Texas Association of School Boards groups as a reimbursing employer in order to provide Unemployment Compensation Insurance.
A4.5.4 ORP/Tax Sheltered Annuity: The President of the College or the President's representative shall sign necessary documentation in connection with the Optional Retirement Program and Tax Sheltered Annuity agreements.
B184.108.40.206 Liquidity – to ensure that funds are available to meet all obligations when due;
B220.127.116.11 Diversification – to minimize risk from any one sector, maturity, or issuer; and
B18.104.22.168 Yield – to
attain a reasonable market yield.
B22.214.171.124 Reserve Funds:
The investment strategy of the College for reserve funds will incorporate
the same objectives of safety, liquidity, diversification, and yield. Funds
will be invested in accordance with the Investment Policy. However, although
funds are combined for investment purposes, the portion of the portfolio
designated as reserve funds may extend beyond maximum maturity limitations
set for operating funds in recognition that these funds are not needed
for liquidity purposes. The objective of yield will be secondary only to
safety for investment of these funds. No investment of reserve funds shall
have a stated maturity exceeding five (5) years from the date of purchase.
B126.96.36.199 the plant funds,
B188.8.131.52 the debt service funds, including reserves and sinking funds, to the extent not required by law or existing contract to be kept segregated and managed separately,
B184.108.40.206 the tax bond interest and sinking fund,
B220.127.116.11 the agency funds, to the extent not required by law or existing contract to be kept segregated and managed separately, and
B18.104.22.168 any new fund created by Del Mar College, unless specifically exempted from this Policy by the Board of Regents or by law.
B22.214.171.124 This Investment
Policy shall apply to all transactions involving the financial assets and
related activity for all the foregoing funds. However, this Policy does
not apply to employee retirement and pension funds administered and/or
sponsored by Del Mar College.
B4.6.6 Designation of Investment Officers: Revisions Adopted March 9, 2004 The Vice President of Business and Finance, Director of Cash Management, and the Comptroller acting on behalf of the Board of Regents shall be designated as an internal Investment Committee. The Vice President of Business and Finance and the Director of Cash Management shall be designated by resolution as the Investment Officers of the College and are responsible for investment management decisions and activities. The Board is also responsible for considering the quality and capability of staff, investment advisors, and consultants involved in investment management and procedures. All participants in the investment process shall seek to act responsibly as custodians of the public trust. An outside investment advisor may be appointed to assist the Investment Officers in the management of College funds, and may be granted limited investment discretion within the guidelines of this Investment Policy.
B4.6.7 Term: Investment authority granted to the Investment Officers is effective until rescinded by the Board.
B4.6.8 Investment Procedures: The College shall establish written administrative procedures for the operation of the investment program consistent with this Investment Policy. The investment officer acting within these procedures shall not be held personally liable for specific investment transactions conducted that are consistent with this Investment Policy.
B4.6.9 Disclosure of Personal Business: An investment officer who has a business relationship with an entity seeking to sell an investment to the College shall file a written statement with the Board of Regents disclosing that personal business relationship or interest prior to conducting business with that entity. An investment officer who is related, either directly or indirectly through marriage, to an individual seeking to sell an investment to the College shall be required to file with the Texas Ethics Commission, as well as providing the above described disclosure to the Board of Regents prior to conducting business with that individual. Officers and employees involved in the investment of funds shall refrain from personal business activity that could conflict with proper execution of the investment program or that could impair their ability to make impartial investment decisions. Employees and Investment Officers shall disclose to the Board any material financial interests in financial institutions that conduct business with the College, and any personal financial/investment positions that could be related to the performance of this portfolio.
B4.6.10 Training: Investment Officers shall attend at least ten (10) hours of training as defined by the Public Funds Investment Act within twelve (12) months of assuming duties. Training will include education in investment controls; security, market, and strategy risks; diversification; and compliance with the Public Funds Investment Act. Training programs will be approved by the Board. Investment Officers shall attend a minimum of ten (10) hours of similar investment training every two years.
B4.6.11 Limitation of Liability: The Investment Officer and those with delegated investment authority under this Policy, when acting in accordance with the written procedures and this Policy and in accord with the Prudent Person Rule, shall be relieved of personal responsibility and liability in the management of the portfolio, provided that deviations from expectations for a specific security's credit risk or market price change or portfolio shifts are reported in a timely manner and that appropriate action is taken to control adverse market effects.
Authorized Investments: Acceptable investments under this policy
shall be limited to the instruments listed below in accordance with and
as defined by the Public Funds Investment Act as amended. The investments
are to be chosen in a manner that promotes diversity or market sector and
maturity. The choice of high-grade government investments and high-grade
money market instruments is designed to assure the marketability of those
investments should liquidity needs arise. No security shall have a stated
final maturity exceeding two 2 years except those designated from reserve
funds which will not exceed five (5) years to maturity. Some investment
types listed in this Article may be further restricted.
collateralized mortgage obligations (CMOs).
secured by obligations of the US Government representing 102% of the book
value of the certificate of deposit with accumulated accrued interest.
B126.96.36.199.2 is secured by obligations of the US Government,
B188.8.131.52.3 is collateralized at a minimum of 102% of the total book value of the repurchase agreement including accrued interest accumulated on the repurchase agreement and held in a depository approved by the Board,
B184.108.40.206.4 is transacted under an executed PSA Master Repurchase Agreement between the College and the counter-party, and
B220.127.116.11.5 is transacted
with a primary government securities dealer as defined by the Federal Reserve
or a financial institution doing business in Texas.
B18.104.22.168.2 the maturity
of the acquired securities is no longer than the term of the reverse.
B22.214.171.124.2 does not
exceed 180 days to stated maturity.
B126.96.36.199 Money Market
Mutual Funds are authorized investments under this Policy if the fund:
B188.8.131.52.2 is a fund that includes in its investment objectives the maintenance of a stable net asset value of $1 for each share,
B184.108.40.206.3 is invested exclusively in the obligations approved in this Policy, and
B220.127.116.11.4 is rated
in the highest rating category by Moody’s of AAAm or AAAm-P by Standard
B18.104.22.168.2 has an average weighted maturity of less than two (2) years,
B22.214.171.124.3 is invested exclusively in the obligations approved in this Policy, and
B126.96.36.199.4 is rated
in the highest rating category by Moody’s of Aaa or AAA by Standard &
in all manner with the Public Fund Investment Act as amended.
Certificates of Deposit are authorized as investments under this Policy
if the issuing bank has a short term rating of at least A1/P1 or the equivalent
by two nationally recognized rating agencies.
do not extend beyond two (2) years for operating funds or five (5) years
for reserve funds.
B188.8.131.52 Interest Only Strips (POs),
B184.108.40.206 Inverse Floating Rate mortgage backed securities (Inverses), or
mortgage backed obligations with stated maturities greater than ten (10)
B4.6.15 Delivery versus Payment: All security transactions, including collateral for repurchase agreements shall be conducted on a delivery versus payment (DVP) basis.
Diversification: The College’s objective is to diversify the
investment instruments within its portfolio to avoid incurring the unreasonable
risks inherent in over-investing in specific instruments, individual financial
institutions, or maturities. Asset allocation in the portfolio should,
however, be flexible and capable of adjusting to the outlook for the economy
and the securities markets.
|US Government Obligations||80%|
|US Agencies and Instrumentalities||75%|
|Certificates of Deposit||20%|
|Money Market Mutual Funds||50%|
B4.6.17 Collateral and Safekeeping: All safekeeping arrangements shall be designated by the Investment Officer and an agreement of the terms executed in writing. The third party custodian shall be required to issue original safekeeping receipts listing each specific security by rate, description, maturity, cusip number, and other pertinent information. Each safekeeping receipt will be clearly marked that the security is held for the College or pledged to the College. All securities pledged to the College for certificates of deposit or demand deposits shall be held by an independent third party bank. The safekeeping bank may not be within the same holding company as the bank from which the securities are pledged.
Broker/Dealers: The College shall maintain a list of financial
institutions and brokers which are authorized to provide it investment
services. The Board will review the list of authorized broker/dealers annually.
B220.127.116.11.2 proof of certification by the National Association of Securities Dealers (NASD),
B18.104.22.168.3 proof of current registration with the State Securities Commission, and
of an internal College broker questionnaire.
Adopted March 9, 2004 Every dealer with whom the College transacts
business will be provided a copy of this Investment Policy to assure that
they are familiar with the goals and objectives of the investment program.
The broker/dealer will be required to return a written certification form
acceptable to the College certifying that the policy has been received
and reviewed and that procedures are in place to preclude transactions
not authorized by this Policy.
B4.6.20 Pricing: The market price used for reporting of market values will be obtained from an independent source such as the Wall Street Journal or an investment advisor or a broker not involved with the sale of the particular security.
B4.6.21 Benchmark: The benchmark for investments shall be equal to the average yield on the current six (6) month US Treasury Bill for the comparable period for comparison to the established weighted average maturity of six (6) months. When comparing the performance of the College’s portfolio, all fees and expenses involved with the management of the portfolio shall be included in the computation of the portfolio’s yield.
B4.6.22 Distribution of Interest: Investment income consists of interest earned on investments, interest earned on checking account balances, and realized gains resulting from sales of securities. Investment income will be allocated to the fund for which the interest was earned on an allocation basis as directed by the Board.
B4.6.23 Internal Controls: The Investment Officers shall establish a system of internal controls and procedures for the operation of the investment program which are consistent with this Investment Policy and documented in writing. Such controls shall be designed to prevent losses of public funds arising from fraud, employee error, or misrepresentations by third parties. These controls shall be reviewed annually by Del Mar College’s independent auditor. No officer or designee may engage in an investment transaction except as provided under the terms of this Policy and the procedures here established.
B4.6.24 Cash Flow Analysis: Cash flow forecasting is designed to protect and sustain cash flow requirements of the College. The Investment Officer will maintain a cash flow forecasting process designed to monitor and forecast cash positions for investment purposes. Cash flow will include the historical researching and monitoring of specific cash flow items, payables, and receivables as well as overall cash position and patterns.
B4.6.25 Investment Policy Adoption: Revisions Adopted March 9, 2004 The College’s Investment Policy shall be adopted by the Board of Regents. The Policy and its strategies shall be reviewed and adopted on an annual basis by the Board during March of each year. A written resolution approving this review and detailing any changes to the Policy as a result of the review will be passed and recorded.
B4.8 Customer Supplies: The administration shall operate a revolving customer supplies account fund for the purchase and payment of repair parts and other instructional needs in the shop programs.
B4.9 Authorization of the Buildings and Grounds Committee of the Board in Master Planning and Development: The Buildings and Grounds Committee, comprised of all members of the Board of Regents, is authorized by the Board to formulate and carry out policies and procedures involving master planning and development, including needs assessment, construction and other capital improvement projects, budget requirements, acceptance of bids and awarding of contracts, major change orders, and acceptance of completed projects. The Buildings and Grounds Committee is authorized to select and contract with the planning and coordinating architect, project architects and engineers, and/or other professional and technical personnel as needed.
B4.10 College Master Development Plan: The College Master Development Plan provides a long term framework of policy, guidelines, and directions within which the daily strategic decisions of campus development can occur. It is a management tool which recognizes the dynamic character of educational institutions and allows for development flexibility while integrating the College goals and objectives with broader concerns of the community it serves. The plan is a strategy for land and building utilization and development for the foreseeable future of the campus. It provides the physical framework to accommodate the anticipated enrollment of the institution and to facilitate the delivery of services. The plan is directed toward creating a campus environment that supports the campus mission and the goals and objectives of the academic plan. It utilizes the concept of proper space management in order to maximize use of existing facilities and to facilitate changing program requirements and increased enrollment.B4. 9.1 HUB Guidelines: The following guidelines will be used to increase the utilization of Historically Underutilized Business (HUB) firms in the awarding of contracts for the expenditure of monies from the issuance of general obligation bonds.B4.9.2 HUB Vendor: A HUB certified vendor is one that has been certified by the State of Texas as having met all the rules established by the Texas Building and Procurement Commission (TBPC) and can present said certification to the College upon request.B22.214.171.124 Fees expended for Architectural and Engineering Services shall include a goal of 20% of all Architectural/Engineering projects to be expended with HUB certified Architectural or Engineering firms.
B126.96.36.199 Fees expended for General Construction shall include a goal of 26% of all General Construction projects to be expended with HUB certified General Contracting or Subcontracting companies.
B188.8.131.52 Fees expended for Heavy Construction shall include a goal of 11% of all Heavy Construction projects to be expended with HUB certified Construction companies.
B184.108.40.206 The physical environment of the College shall attempt to promote campus safety and security by providing safe and easy access to the facility for participants in all campus programs and by providing secure and safe learning, teaching, and research conditions for faculty, staff, and students.
B220.127.116.11 The physical environment
of the College shall promote accessibility, efficiency, and economy in
programs by removing barriers to facilities for the handicapped and complying
504 regulations; by locating College programs in facilities that minimize
the need for extensive travel; by continuing a program of capital improvements
to reduce operating costs through energy conservation and other means;
and by developing and implementing a College-wide preventive maintenance
B18.104.22.168 The development plan shall be long-range and conceptual in nature but should also provide specific policy guidance and recommendations with regard to development standards.
B22.214.171.124 Most existing campus buildings
of permanent construction will be retained and renovated as necessary to
provide a useful life of at least forty years.
B4.10.4 Urban Context: A statement of the relationship between the College and its surrounding community will include development guidelines that will enhance the contribution of the College to the community environment and minimize the adverse impact of institutional activities on surrounding neighbors.
B4.10.5 General Land Use Policies and Plan: A statement of the policies which will govern the use of land resources in planning the campuses shall deal with issues such as campus zoning, dedicated open space, preservation of natural amenities, density of buildings, and established campus boundaries and the associated land acquisition program. A plan of the campus showing zones of land use is exemplified by the following categories: open space, recreation, parking, instructional areas, administrative and plant support, special uses, and student services.
Service: The College shall pursue transportation policies and
actions that will allow better transit service; encourage the municipality
to provide transit services designed to serve a larger percentage of the
population; provide incentives to faculty, staff, and students to use transit,
as appropriate; and cooperate with the city and community in achieving
and maintaining an operable level of traffic on streets surrounding and
leading to the campus.
B126.96.36.199 The Transportation and
Circulation Plan must display a graph of current and future elements of
transportation, circulation, and parking, including major city streets,
campus streets, transit lines, major pedestrian paths, and surface parking.
B188.8.131.52.2 These two functions
of the program document form the basis for contracted arrangements which
will lead to the implementation of actions agreed upon.
B184.108.40.206 Users of the facility will provide a statement of deliberations of alternative actions and justification of the chosen action, as well as of a schedule of anticipated events.
B220.127.116.11 Users will provide statements of space requirements for each unit to be accommodated in the proposed facility and of anticipated growth, indicating the desired expansion capabilities of the proposed facility.
B18.104.22.168 Users will provide a
statement of illustration of required or desired adjacency and traffic
and communications patterns.
B22.214.171.124.2 Only the departmental users can make this evaluation, and because obviously all parts cannot be adjacent to all other parts, the criteria for evaluation will require cooperation and, at times, compromise.
B126.96.36.199 The College will pay the
cost of the appraisal.
B188.8.131.52 Should the owner not offer to sell at the appraised value, the administration shall negotiate with the owner, and any offer by the owner shall be fowarded to the Buildings and Grounds Committee for consideration.
B184.108.40.206 If unable to negotiate
the sale in an equitable and reasonable manner, the College may seek condemnation
of the property.
B4.11.6 Improvements: The Buildings and Grounds Committee shall consider, on a case by case basis, any request by the owner to retain title to the improvements.
B220.127.116.11 If no bids are received, the administration will negotiate a sale with prospective buyers.
B18.104.22.168 In case of negative results from the two items above, the administration may advertise and/or negotiate a bid for demolition and removal of the improvements, or College employees may complete the demolition and removal.
A4.12.2 Recommendation: Acceptance of the agreement to donate property to Del Mar College must be recommended by the appropriate Chair and/or Dean and must be approved by the appropriate Vice President and the Vice President of Business and Finance, who may refer a request, if desirable, to the President for submission to the Board of Regents for acceptance.
A4.12.3 Responsibility: College personnel recommending approval shall be responsible for providing information concerning related costs, such as installation, operation, and repair and/or any other costs related to the use of the donated property.
A4.12.4 Disposal: If College personnel at a future date determine that the donated item is no longer of educational value, they may dispose of the item according to College policy.
A4.12.5 College Policies: Like purchased property, donated property is subject to all general College policies and procedures.
A4.13.2 Recommendation: Acceptance of the agreement to lend property to Del Mar College must be recommended by the appropriate Chair and/or Dean and must be approved by the appropriate Vice President and the Vice President of Business and Finance.
A4.13.3 Responsibility: College personnel recommending approval shall be responsible for providing information on related costs, such as installation, operating, and repair and/or any other costs related to the loaned property.
A4.13.4 Inventory Records: Purchasing and Property Accounting shall be responsible for required inventory records.
A4.13.5 Insurance Cost: The Vice President of Business and Finance shall be responsible for insurance coverage as required. Cost of such insurance shall be the expense of the department utilizing the property. The Department Chair shall be responsible for proper care, security, and maintenance of loaned property and for assuring that receiving reports are processed through Property Accounting.
A4.13.6 Non-Applicability: This policy does not apply to property temporarily located on the campus for the benefit of the owner, such as exhibits and demonstrations, when control and liability are not assumed by the College.
A4.14.2 Defaulted First Bid: Should the successful bidder refuse to honor the bid, the administration may award the item to the next high bidder or withdraw the item from the approved sale and include it in a later sale, whichever is considered in the best interests of the College.
A4.14.3 Method of Payment: The administration shall prepare appropriate bid forms and bidding requirements in the best interests of the College, including such items as requirements for cash or cashier’s check payments and earnest money deposit with the bid submission.
A4.14.4 Public Auction: The administration may choose to employ a licensed auctioneer to hold a public auction, as necessary and as approved by the President of the College.
A4.14.5 Donation: The President may negotiate the sale or may donate surplus property to taxing units or tax exempt agencies within the College district.
A4.15.2 Temporary Disposition: Pending final disposition, the Director of Physical Facilities shall determine the temporary disposition of such property.
A4.15.3 Publicity: Periodically, as necessary, the Director of Physical Facilities shall publicize through College publications lists of such property and dates for final disposition of such property not suitably identified and reclaimed before the date of final disposition.
A4.15.4 Final Disposition: The administration may make final disposition by sale, through the usual procedures for sale of surplus property, by destruction of unsalable property, by use of suitable items in conjunction with College programs, or by donation of the items to a nonprofit organization.
A4.16.2 Account: The fund shall not require a separate bank account since its integrity can be maintained without a separate account.
A4.16.3 Report: A financial report shall be furnished within a reasonable time after the close of the school year upon the request of the individual or organization responsible for establishing the fund.
A4.16.4 Termination: The fund may be dissolved by approval of the President if it becomes inoperable due to lack of funds or if the President determines that it would be in the best interests of the College to terminate such a fund.
A4.16.5 Stipulations/Conditions: No stipulations or conditions contrary to federal or state law or policies of the Board of Regents may be included in the agreement or provisions governing the loan fund.
A4.17.2 Named Funds:
following conditions shall apply to the creation and administration of
permanent named scholarship funds when the money is to be held by the College
and the recipients selected by the College.
A22.214.171.124 Money from the funds not reaching this minimum within one year will be transferred to the Del Mar Memorial Scholarship Fund for use with money in that fund to award Memorial Scholarships.
A126.96.36.199 The names of persons honored by the funds which are transferred as stated above will be permanently recorded in the Business Office.
A188.8.131.52 Any future donations received from the fund merged into the Del Mar Memorial Scholarship Fund will be deposited in the Memorial Scholarship Fund.
B4.19 Delinquent Obligations: The administration, with approval of the President and the College attorney, shall pursue diligently the collection of all delinquent claims, student loans, accounts, or obligations of others to Del Mar College of every nature whatsoever and take such steps as deemed appropriate in each specific case until it is determined that the collection of such amount is unlikely.
B4.19.2 Grace Period: Delinquent accounts from the Perkins Student Loan Program, the Federal Nursing Student Loan Program, and the various short-term loan funds will not be referred to the collection agency until the present College collection procedures have been utilized with negative response and/or until the account is delinquent over 120 days.
B4.19.3 Litigation: As recommended by the Vice President of Business and Finance and approved by the President of the College, the administration may utilize an attorney in the collection process, including filing of suits in cases believed collectible. Federal regulations provide for payment of such legal expense for the appropriate federal student loan fund.
B4.20.2 Defaulted National Defense/Direct Student Loan Notes: Defaulted National Defense/Direct Student Loan Notes will be assigned to the United States Government in accordance with current federal regulations and any amendments thereto.
Security:The Superintendent of Buildings and Grounds or the
Superintendent's assistant, as applicable, is responsible for physical
security of College buildings as well as securing and issuing of keys.
A184.108.40.206 Master keys will be issued only to building custodians, Deans, and Department Chairs.
A220.127.116.11 Sub-master keys will be issued in lieu of building masters for buildings with multiple departmental use.
A18.104.22.168 Only full-time faculty and staff will be issued keys; part-time faculty and staff and substitutes will not be issued keys.
A22.214.171.124 Vice Presidents via the Deans will submit in writing the names of those persons authorized to obtain keys from the Superintendent of Buildings and Grounds; keys will be tagged, secured, and issued to the assigned personnel, and excess keys will be tagged and returned to the Superintendent of Buildings and Grounds.
A4.22.2 After Closing Time: Custodians will see that buildings are cleared after the evening classes; they will lock their respective buildings and activate the electronic protective system. Custodians are instructed and authorized to request persons in the building after closing time to leave; they are charged with remaining until the building is vacated and with reporting refusals to comply.
A4.22.3 Use for
Special Events: Prior approval for building use for special
events must be obtained at least forty-eight hours in advance of the event,
counting normal working days.
A126.96.36.199 The person requesting
building use after hours is responsible for determining, prior to scheduling
an event, that final approval is granted. The Director of Physical Facilities
will send a copy of the request, which is evaluated on an individual basis
and approved or denied, to the person who is requesting after-hours use.
A188.8.131.52 Employees may leave without a key; however, they should report by phone or in person to the security officer so that the officer may reactivate the system and maintain security. If entrance is needed for only a few minutes, the officer will remain at the building entrance until the building is vacated.
A4.23.2 Personal Use: College-owned equipment or other property may not be taken off campus, or loaned, for personal use. Personal use of College-owned property violates the insurance carried by the College, and exceptions to this policy will not be made.
of Loss: Loss of equipment should
be reported immediately by phone to the Vice President of Business and
Finance and to Campus Security.
A184.108.40.206 The Department chairs and unit managers reporting the loss should complete an Equipment Transaction Record (ETR), which summarizes the circumstances of the loss, as well as the date and time the police report was made, and which requests that the lost item be removed from the inventory accountability records for the department.
A4.25 Richardson Auditorium: The Richardson Auditorium Manager schedules auditorium use for the next College fiscal year from January 1 through April 15.
A4.25.2 Tentative Bookings: Bookings may be taken on a tentative basis between January 1 and April 15 and confirmed after April 15 if all priority requests have been confirmed.
A4.25.3 Written Requests: Scheduling requests will not be honored or confirmed if they are not submitted in writing.
A4.25.4 Unscheduled Requests: Authority for handling unscheduled requests for use of the auditorium is vested in the Richardson Auditorium Manager.
A4.26.2 Rental Sessions: Classrooms are rented by the hour. All other rental sessions are from 8:00 a.m. to 12:00 noon, from 1:00 p.m. to 6:00 p.m., and from 7:00 p. m. to 12:00 midnight. The regular fee shall apply to each session during any twenty-four hour period from 8:00 a.m. each date of the contract. Rehearsal rates are charged for each rehearsal session. Full rental fees must be paid prior to use.
A4.26.3 College Sponsorship: If a department wishes to have the College cosponsor an event for which College facilities are used, the sponsoring department must submit a written request for sponsorship and must actively participate in the event. "Actively participate" means that the College will co-host the event and/or the department involved will directly participate in the event. The cosponsor maybe required to pay the appropriate utility costs and an additional amount to provide any additional services such as security officers and custodial or other labor services required by the College. Del Mar College will not be a joint sponsor with any non-College organization for political and sectarian gatherings. The College will not enter into joint sponsorship of any program or activity in which the educational implications are not self-evident and which does not directly supplement the educational activities of the College. The College will not knowingly enter into joint sponsorship of any project or program that will, or may, result in profit or private gain for the other sponsor or sponsors.
Under no circumstances will an employee use status or position to obligate the College in violation of Article III, Section 52, of the Texas Constitution, which prohibits the Legislature from authorizing political subdivisions of the state from making grants of public money or items of value to anyone.
B4.26.4 Designation of Richardson Auditorium as location for voting and placement of campaign signs Revision Adopted January 20, 2004: The Richardson Auditorium shall be designated as the voting location on campus, and the first 38 ft. of grassy area from the sidewalk bordering Ayers Street to the entrance of the Richardson Auditorium shall be the College location inviting all citizens for unfettered placement of 2’ x 2’ or smaller campaign signs as to sought political offices and/or propositions on the official ballots of local, State, or national elections for a thirty-day time period immediately prior to the related election date(s). Placement of campaign signs shall be in compliance with Sections 62.013 and 85.036 of the Texas Election Code prohibiting electioneering within 100 feet from the entrance of the building where voting is taking place.
B4.27.2 Local Vendor/Competitive Bids or Proposals or Responses to Requests for Qualifications: Purchases shall be made based on competitive bids or competitive sealed proposals whenever possible and practicable, or as otherwise permitted by statute.
B4.27.3 Best Value Purchase of goods and services shall be made as permitted by the Texas Education Code or other governing statutes so as to provide the best value for the College.
B4.27.4 Quality: Purchases shall be made of equipment, supplies, and services of quality commensurate with use and location.
B4.27.5 Accounting: Accounting processes should be simplified by making purchase agreements before the beginning of the school year whenever possible and by holding the number of vendors and individual orders to a minimum; all invoices should be cleared in time to take advantage of cash discounts.
B4.27.6 Grant Equipment/Non-Expendable Supplies: All equipment and non-expendable supplies purchased either with College funds or with funds obtained from grant contracts between Del Mar College and outside agencies for use in College grant projects approved for faculty and staff remain the property of the College.
B4.27.7 Hiring of Consulting/Coordinating Architect and Project Architect:
B220.127.116.11 Hiring of consulting/coordinating architect and project architects shall be in accordance with the requirements of the Professional Services Procurement Act (Texas Government Code, ch. 2254), and other applicable laws.
B18.104.22.168 The consulting/coordinating architect shall not serve as a project architect with respect to any major renovation, improvement, or alteration project with an estimated construction cost greater than $100,000.
B4.29 Open Records: The administration shall establish the charges for copies of open records under Article 6252-17A, V. C. S., and such charges shall be determined by the State Purchasing Commission of maximum charges allowable.
B4.30 Parking/Tow-Away: (see Del Mar College Parking Rules and Regulations):The administration shall implement the following parking control plan:
B4.30.2 Removal of Cars: The administration may arrange with a commercial firm to remove cars parked in prohibited areas. Before cars are removed, their physical condition shall be inspected and recorded on an appropriate record to be maintained by the College.
B4.30.3 Expenses/Liability: The College shall not bear any of the expense of towing away vehicles or for storage of such vehicles. Neither the College not its employees shall have liability to owners of vehicles towed away.
B4.32 Externally Funded Grants and Contracts: Such grants and contracts must support and enhance the mission and purpose of Del Mar College as stated in the Catalog and adopted by the Board of Regents. All grants/projects/or contracts are subject to institutional control.
B4.32.2 Approval: Final authority and approval for all externally funded grants and contracts rest with the President.
B4.32.3 Conflict: Participation in and activities related to externally funded grants, contracts, and projects should not interfere with regular duties unless provided by administrative assignments.
B4.32.4 Salaries: All salaries and wages received through externally funded grants and contracts will conform to the existing salaries and wage policies of Del Mar College. Any exceptions shall be approved by the President upon the recommendation of the appropriate administrators.
B4.32.5 Funds: All funds received for a contract or grant shall be separately identified. All expenditures shall follow established College procedures.
B4.33.2 Depository Contract: The depository contract shall be awarded by the Board of Regents.
B4.33.3 Protection of College Deposits: As minimum protection of College deposits, the bid specifications and contract will include compliance with the current Texas School Depository Act requirements applicable to the College District.
A4.35 Routine Maintenance, Preventive Maintenance, and Deferred Maintenance of Buildings, Grounds, and Equipment: The administration shall establish a routine maintenance, preventive maintenance, and deferred maintenance program for the upkeep of buildings, grounds, and equipment. The Physical Resources Task Force shall develop, implement, and oversee detailed procedures to comply with this policy.
A4.35.2 Preventive Maintenance: Preventive maintenance shall be a plan developed in advance for the upkeep of buildings, grounds, and equipment.
A4.35.3 Deferred Maintenance: Deferred maintenance shall consist of procedures which are postponed due to their low priority or which in conflict with other instructional schedules.
A4.35.4 Provisions: The program, which includes fire protection and security, provides for the operation, maintenance, repair, replacement, and preservation of College physical facilities.
A4.35.5 Annual Review: All programs referred to above shall be reviewed annually for necessary modifications.