PRESENT: Chris Sargent Brent Adkins Chuck Jones
Mona Walters Jane Salisbury
ABSENT: Kathy Clifton Kristi Wildermuth Keith Kamerer
Bill Meyer
ITEMS DISCUSSED:
1. New General Guidelines for Facilities Use
Chris passed out the new proposed Facilities Use Request Form, the General Guidelines for Facilities Use and the new Guidelines for Employees Sponsoring Events (attached). The general guidelines will be given out to all persons/organizations who use our facilities, including “sponsored” groups.
The Facilities Use Request Form is posted on public folders and an on-line form is being developed for the Edison web page.
The group discussed revising the current Conference and Student Center brochure to reflect actual room capacities and capabilities. Also discussed was a page on the Edison website highlighting the Conference and Student Center.
2. Cost Analysis and Fee Comparison
Brent presented a cost study and a revised rental fee schedule (attached). The cost analysis was based on a $9.58 per-square-foot cost, over a 50-year usage period. Considered in the analysis was the cost of maintaining of facilities, electric, replacement of equipment, etc. The proposed rental fee increases would better reflect actual Edison costs and also bring our rental fees in line with other facilities and colleges in the area.
3. Accountability Issues
A discussion was held on how to hold employees accountable when they do not follow the proposed guideline for facility usage.
Suggestions were:
a. Create a sign to be posted on rooms stating “Room is setup for a Special Event – Do Not Use.”
b. Create a log of problems or concerns to identify patterns to be used as an evaluation tool.
c. A letter from the president stating that employees are responsible for following the guidelines and that any misuse will result in loss of sponsoring privileges.
The Room Scheduling CQI team is comfortable with the proposals and now asks that Dr. Salisbury direct them to Dr. Yowell. Assuming an implementation date of December 1, 2001, the Room Scheduling CQI team will reconvene in mid-February to evaluate our processes.
Facilities
Use Form (PDF 67 KB)
General
Guidelines (PDF 66 KB)
Sponsored
Events (PDF 62 KB)
*Adobe
PDF is a universal file format that preserves all of the fonts,
formatting, colors, and graphics of any source document, regardless of
the application and platform used to create it. PDF files are compact
and can be shared, viewed, navigated, and printed exactly as intended by
anyone with a free Adobe
Acrobat® Reader™.
