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.
B4.1.1 Fund Balance: The College District goal shall be to maintain an operating fund balance level of approximately three (3) months current operation requirements. The three month reserve should be between 20 and 25 percent of the current year’s unrestricted operating budget. In addition, the College President is directed to prepare a current operating budget that will include a minimum contingency line item reserve equal to 1.5 percent of the total proposed expenditure budget. The budgeted contingency reserve will be restricted and any transfer from such line item must be approved by Board action
B4.2 Checks - Authorized Signatures: The Vice President of Administration 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 Board’s Audit Committee. The Vice President of Administration 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 Funds of the College may be withdrawn from the depository by instruments signed by either the President, the Vice President of Administration and Finance, or the Comptroller and countersigned by either the Chair, the Vice Chair, the Secretary, or the Assistant Secretary of the Board of Regents or persons with subsequent titles approved by the Board.
A220.127.116.11 The Vice President of Administration
and Finance shall draw checks on the Accounts Payable Fund for the purpose
of paying all College bills. The checks shall bear the machine-signed signature of the Chair
of the Board and shall be manually countersigned by the Vice President
of Administration and Finance, the Comptroller, the Director of Accounting, or the President
of the College. All College disbursement activity shall be presented to the Board as part of the monthly financial statements and shall be accepted by the Board.
A18.104.22.168 Payroll checks shall bear
the machine-signed signature of the President of the College or of the
President's manual signature.
A22.214.171.124 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
B126.96.36.199 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.
B188.8.131.52 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.
B184.108.40.206 The documents have originated with federal and state agencies if the program or purpose involved has prior approval of the Board of Regents.
B220.127.116.11 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.
B18.104.22.168 Liquidity – to ensure that funds are available to meet all obligations when due;
B22.214.171.124 Diversification – to minimize risk from any one sector, maturity, or issuer; and
B126.96.36.199 Yield – to attain a reasonable market yield.
B188.8.131.52 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. The weighted average maturity of the operating fund portfolio will be no greater than one year. No investment of reserve funds shall have a stated maturity exceeding five (5) years from the date of purchase.
B184.108.40.206 the plant funds,
B220.127.116.11 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,
B18.104.22.168 the tax bond interest and sinking fund,
B22.214.171.124 the agency funds, to the extent not required by law or existing contract to be kept segregated and managed separately, and
B126.96.36.199 any new fund created by Del Mar College, unless specifically exempted from this Policy by the Board of Regents or by law.
B4.6.6 Designation of Investment Officers:Revised July 14, 2015 - The Board of Regents is 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.
The Budget Officer and Director of Accounting and the Comptroller shall be designated by resolution of the Board of Regents as the Investment Officers of the College and are responsible for investment management decisions and activities acting on behalf of the Board of Regents. 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.
Designation of an Investment Committee: The CFO and Vice President of Operations and the designated Investment Officers shall be designated as an internal Investment Committee for discussion on the general direction of the portfolio and any changes to the Policy to go to the Board.
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 blood or 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 fiscal 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 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 the Act may be further restricted.
B188.8.131.52 Interest Only Strips (POs),
B184.108.40.206 Inverse Floating Rate mortgage backed securities (Inverses), or
B220.127.116.11 Collateralized mortgage backed obligations with stated maturities greater than ten (10) years.
B4.6.15 Delivery versus Payment: All security transactions, including collateral for repurchase agreements shall be conducted on a delivery versus payment (DVP) basis.
B4.6.16 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.
The College may invest to the following maximum limits (percent of total portfolio):
|US Government Obligations||80%|
|US Agencies and Instrumentalities||75%|
|Depository Certificates of Deposit||75%|
|Money Market Mutual Funds||50%|
|State and Municipal Obligations||20%|
|Negotiable Certificates of Deposits||25%|
B4.6.17 Collateral and Safekeeping: All custodial and safekeeping arrangements shall be approved by the Investment Officer(s) and agreement of the terms executed in writing. Collateral agreements shall be approved by resolution of the pledging bank to fulfill the requirements of FIRREA (Financial Institutions Resource, Recovery and Enforcement Act).
Voluntary Collateral Pooling Alternative:
Collateral pooling alternatives will be evaluated on a case-by-case basis for use.
If any depository offers a voluntary collateral pooling alternative for the provision of collateral (instead of uniquely pledged securities), the investment officers will fully evaluate the risk factors concerned to determine participation. The use of collateral pooling will be analyzed using factors such as anticipated balances, fluctuations in balances, duration of deposits and current economic conditions to determine the acceptability of the collateral pool.
Collateral Pledged to the College:
All securities pledged to the College for certificates of deposit (time) or demand deposits shall be held by an independent custodial, third party bank approved by the Investment Officer. The custodial bank may not be within the same holding company as the bank from which the securities are pledged.
The party custodial bank shall be required to issue (a) original safekeeping receipts listing each specific security by rate, description, maturity, cusip number, and other pertinent information and (b) a monthly collateral report sent directly to the College. Each safekeeping receipt will be clearly marked that the security is pledged to the College.
Collateral Owned under a Repurchase Agreement:
All securities owned by the College under a repurchase agreement shall be held by an independent custodial, third party bank approved by the Investment Officer.
Safekeeping of College Owned Securities:
All securities owned by the College will be safe-kept by the College's banking services depository.
B4.6.18 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.
Securities broker/dealers not affiliated with a bank shall
be required to be classified as reporting dealers affiliated with the New
York Federal Reserve as primary dealers, and shall meet certain other criteria
as determined by the Investment Officers. The College’s banking services depository, or its brokerage subsidiary, are not authorized as a broker/dealer for securities, other than CDs, in order to perfect ownership by the College on security delivery. The following criteria must be
met by those broker/dealer firms on the list:
B18.104.22.168 proof of certification by the Financial Institutions Regulatory Authority (FINRA) ,
B22.214.171.124 proof of current registration with the State Securities Commission, and
B126.96.36.199 completion of an internal College broker questionnaire.
B188.8.131.52 Certification: Every broker/dealer and financial institution 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 firm 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, net amortization earnings, 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.
The Investment Advisor shall monitor, on no less than a weekly basis, the credit rating on all authorized investments in the portfolio based upon independent information from a nationally recognized rating agency. If any security falls below the minimum rating required by Policy, the Investment Advisor shall notify the Vice President of Administration and Finance of the loss of the rating, conditions affecting the rating, and possible loss of principal with liquidation options available, within two weeks after the loss of the required rating.
The Investment Officer or Investment Advisor shall monitor, on no less than a weekly basis, the status and ownership of all banks issuing negotiable CDs owned by the College based upon information from the FDIC. If any bank has been acquired or merged with another bank in which negotiable CDs are owned, the CD which places the College above the FDIC insurance level will be immediately liquidated.
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: The Policy and its strategies shall be reviewed and adopted on an annual basis by the Board. The College’s Investment Policy shall be adopted by the Board of Regents. A written resolution approving this review and detailing any changes to the Policy or strategy 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.A4. 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.A4.9.2 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.A184.108.40.206 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.
A220.127.116.11 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.
A18.104.22.168 Fees expended for Heavy Construction shall include a goal of 11% of all Heavy Construction projects to be expended with HUB certified Construction companies.
B22.214.171.124 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.
B126.96.36.199 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
B188.8.131.52 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.
B184.108.40.206 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.
B220.127.116.11 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.
A18.104.22.168.2 These two functions
of the program document form the basis for contracted arrangements which
will lead to the implementation of actions agreed upon.
A22.214.171.124 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.
A126.96.36.199 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.
A188.8.131.52 Users will provide a
statement of illustration of required or desired adjacency and traffic
and communications patterns.
A184.108.40.206.2 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.
A220.127.116.11 The College will pay the
cost of the appraisal.
A18.104.22.168 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 forwarded to the Buildings and Grounds Committee for consideration.
A22.214.171.124 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.
A126.96.36.199 If no bids are received, the administration will negotiate a sale with prospective buyers.
A188.8.131.52 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 Administration 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 Administration 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 Administration 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 Purchasing shall determine the temporary disposition of such property.
A4.15.3 Public Notice: Periodically, as necessary, the Director of Purchasing 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 governmental entity.
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.
A184.108.40.206 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.
A220.127.116.11 The names of persons honored by the funds which are transferred as stated above will be permanently recorded in the Business Office.
A18.104.22.168 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 Administration 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 Director of Risk Management or the
designee, as applicable, is responsible for physical
security of College buildings. The Director of Physical Facilities, or designee, is responsible for the securing and issuing of keys.
A22.214.171.124 Master keys will be issued only to building custodians, and appropriate supervisory administrators, as determined by the Vice President of Administration and Finance.
A126.96.36.199 Sub-master keys will be issued in lieu of building masters for buildings with multiple departmental use.
A188.8.131.52 Only full-time faculty and staff will be issued keys; part-time faculty and staff and substitutes will not be issued keys.
A184.108.40.206 Vice Presidents via the Deans will submit in writing the names of those persons authorized to obtain keys from the Director of Physical Facilities; keys will be tagged, secured, and issued to the assigned personnel, and excess keys will be tagged and returned to the Physical Facilities Office.
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.
A220.127.116.11 The person requesting
building use after hours is responsible for determining, prior to scheduling
an event, that final approval is granted. The Physical Facilities office
will send a copy of the request to the person who is requesting after-hours use.
A18.104.22.168 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 email and phone to the Vice President of Administration and
Finance and to Campus Security.
A22.214.171.124 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
A4.25 Richardson Performance Hall: The Richardson Performance Hall Manager schedules use of the Performance Hall for all events and initiates contracts for rental of the Performance Hall to external clients. The manager shall maintain a master event calendar showing dates and times for which the Performance Hall is scheduled for assemblies, graduation ceremonies, performances, rehearsals, apparatus and stage set-up/tear-down, facility maintenance, and the like.
A4.25.2 Chargeback Fee for Cancellations: An internal (College) event that is scheduled in accord with A4.25.1 and then cancelled after April 15th, may subject the department to a $500 chargeback per cancelled event as a consequence of restricting the Performance Hall availability to other College departments or external clients.
A4.25.3 Written Requests: All internal scheduling requests must be submitted on the "Richardson Performance Hall Request Form". (This form will be available on the Performance Hal website). Requests not made on the form will neither be honored nor confirmed.
A4.25.4 Fund Raising or Outreach Events: Any internal (College) event scheduling the use of the Richardson Performance Hall for fund-raising and/or outreach or where registration fees, entry fees or donations are paid to the event sponsor or College department by event participants, may be required to reimburse the Performance Hall for hard costs, ticket service fees and other reasonable and necessary expenses to support the event as determined by the Performance Hall Manager.
A4.25.5 Unscheduled Requests: Authority for dealing with unscheduled requests for use of the Richardson Performance Hall is vested in the Performance Hall Manager.
A4.25.6 Use of Ticketing System: An event that requires tickets must use the Performance Hall's automated ticketing system.
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 College Facilities as location for voting and placement of campaign signs: The Vice President of Administration and Finance, as the College's election official, will designate the voting site at the College for any/all elections. In order to further promote the democratic process, the Vice President of Administration and Finance will designate appropriate areas of campus offering candidates and other citizens access for 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). The area for sign placement will be identified and listed on the College website at least 30 days before the election date. 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 and with all other applicable law. The Vice President of Administration and Finance may also designate various sites for early voting in conjunction with election officials.
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:
B126.96.36.199 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.
B188.8.131.52 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: Under the provision of Article 552.275, Texas Government Code, the College will, for those persons or organizations whose requests for information require more than 36 hours of college employee time to produce, charge $15.00 an hour for each college personnel employee hour necessary to fulfill the request beyond the initial 36 hours. The College President or designee is responsible for responding to Public Information Act (PIA) requests and will provide the requestor with a written statement of the amount of time spent complying with requests for public information from that requestor during the applicable 12-month period. If a requestor equals or exceeds the 36 hours limit, the College President or designee will provide the requestor with a written estimate of the total cost necessary to comply with the request on or before the 10th working day after the date on which the public information was requested. The requestor must then submit a statement in writing, on or before the 10th working day after this written estimate was provided, indicating his/her commitment to pay the costs. Each year, on September 1, the record of time computed for charging shall begin anew with no charge for the first 36 hours of college personnel time used for documents produced as the result of a PIA request.
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 Contracts and Agreements: Such grants, contracts and agreements 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/contracts, and agreements are subject to institutional control.
B4.32.2 Approval: Final authority and approval for all externally funded grants contracts and agreements rest with the College President or his/her designee.
A184.108.40.206 Routing: All proposals for externally funded grants, contracts, and agreements must be reviewed and approved through the appropriate organizational channels utilizing the form GRA 503 before submitting to the Vice President of Administration and Finance for budget review. The document will then be forwarded to the College President for final approval and authorization for submission. The original documentation will be returned to the submitting department.
A220.127.116.11 Notification: Upon final approval by the College President, the submitting department will send the required notification form to the Office of Grants and Sponsored Research. The Grants and Sponsored Research Office must receive electronic copies of all grant documents submitted, including the abstract, proposal narrative, budget and budget narrative in order to maintain a central database for grant submissions and funding information.
A18.104.22.168 Notice of Award: Upon receipt of the Notice of Award, original documentation must be forwarded to the Office of the Vice President of Administration and Finance, whereby the appropriate budget account will be established and notification made to the Office of Grants and Sponsored Research.
B4.32.3 Conflict: Participation in and activities related to externally funded grants, contracts, and agreements should not interfere with regular duties unless provided by administrative assignments.
A22.214.171.124 Administrative Assignments: Administrative Assignments: Notification will be provided to Administrative Services and to the Payroll Office of all full-time employees assigned to an externally funded grant, contract, or agreement. The amount of release/reassignment time or percentage of salary to be charged will be submitted on the appropriate College form.
A126.96.36.199 Percentage of Time: All full-time employees who are providing a percentage of time to support these activities are required to document their time and effort. This documentation must be submitted to the Payroll Office on a monthly basis.
A188.8.131.52 Limitation of Assignments: A full-time employee may not have more than 100 percent of total time assigned to externally funded grants, contracts, or agreements.
B4.32.4 Salaries: All salaries and wages paid through externally funded grants, contracts, and agreements will conform to the budget detail contained in the grant, contract, or agreement. Any exceptions shall be approved by the College President upon the recommendation of the appropriate administrators.
A184.108.40.206 Externally Funded Positions: External funded positions are not classified on a grade and step system at Del Mar College. The College operates under the protocol that the grant-writer and administrator establish or initiate salaries for externally funded positions according to market demand, and salaries are set sufficiently competitive to recruit qualified candidates to externally funded positions. While grant and contract administrators are not required to complete the standard classification documentation for each position and submit to Human Resources for review and evaluation before recruiting, they must prepare a job description outlining the duties and responsibilities described in the grant or contract proposal prior to recruitment and hiring.Proposals which request externally funded positions must include related anticipated salary and fringe benefit costs. The GRA102 and GRA501 forms will be utilized to document externally funded salary activity. Time and effort documentation must be submitted to the Payroll Office to document chargeable time to the externally funded activity.
A220.127.116.11 Increases: Proposals that extend for a period of time exceeding one year may include an annual three percent increase to salaries, wages, and benefits. Increases will be implemented beginning with the next grant, contract, or agreement period. Any increase for step adjustments awarded to regularly funded positions will not be made to externally funded positions.
B4.32.5 Funds: All funds received for a grant, contract, or agreement shall be separately identified. All expenditures shall follow established College procedures in accordance with requirements of the grant, contract, or agreement.
A18.104.22.168 Equipment Purchases: The purchasing policy requirement will be utilized in the procurement of externally funded equipment. Equipment purchased through external funding shall be properly tagged and accounted through the College’s property accounting department. Utilization of externally funded equipment will be governed by the requirements of the grant, contract, or agreement and college policies and procedures, including annual inventory requirements. Disposal of externally funded equipment will follow the applicable guidelines established by the grantor of those funds.
A4.32.6 Indirect Cost: The College shall maintain through application an approved Federal Negotiated Indirect Cost Rate. All proposals that allow for recovery of indirect costs must apply the approved indirect cost rate or the allowable percentage; any variances must be approved in accordance with Administrative policy.
A22.214.171.124 Approved Indirect Cost Rate: When a specific proposal does not allow the full amount of the approved indirect cost rate, documentation to that effect must be submitted to the Vice President of Administration and Finance for review and consideration.
A126.96.36.199 Designation of Indirect Cost: The College President and Vice President of Administration and Finance, in conjunction with the respective division Vice President, will determine any distribution of indirect cost monies.
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.
A4.37.2 Use of Auxiliary Funds: Auxiliary funds will be utilized in support of student activities, student scholarships and special purpose events or operations as directed by Board of Regents. A proposed budget will be prepared and submitted to the Board of Regents for approval.