B.2.3 Facilities, Grounds & Property Management

B.2.3. 1 Maintenance and Operations

Responsible Department: Administrative Services

Date Approved/Amended: December 2, 2010



HCC shall ensure that its facilities are safe, comfortable, and hygienic for students, faculty, employees, and the general public.

Facilities Naming

The Board shall adopt a Facilities Naming Policy.

Facilities Maintenance

HCC shall establish a facilities maintenance program that will ensure a safe, clean, and comfortable environment that is conducive to learning. Consistent maintenance standards shall be employed throughout the College. Periodic assessments of the condition of HCC facilities shall be conducted.

B.2.3. 2 Facilities Planning and Renovation

Responsible Department: Administrative Services

Date Approved/Amended: December 2, 2010



HCC shall operate a continuing Capital Improvement Program based on the needs of the College, taking into account enrollment, operations, and acquisition of property. Facility planning will be inclusive of program needs and facilities standards in a manner consistent with the master plan. The master plan shall be continually reviewed and shall be revised based on College needs or at least every five years.

B.2.3. 3 Construction Management

Responsible Department: Administrative Services

Date Approved/Amended: December 2, 2010



HCC shall establish standards for all HCC facilities, in accordance with federal, state, and local law and regulations. No construction, with the exception of routine maintenance, shall be initiated without Board or Chancellor approval, as appropriate. The Chancellor shall establish procedures for renovating, replacing, altering and constructing facilities.

All construction delivery methods shall be selected and conducted pursuant to relevant law.

  1. Project Administration

All construction projects shall be administered by the Chancellor.

  1. Change Orders

Any change order in excess of the Chancellor's signature authority shall be approved by the Board prior to executing any changes in the plans, construction, or cost of the facility. The Chancellor shall report to the Board quarterly regarding change orders approved within his or her authority.

Retainage on all construction contracts shall be at least five percent (5%) of the cost of work.

  1. Alterations/Modifications

No HCC facility shall be altered or modified in any way without prior approval of the Chancellor. For purposes of this policy, modifications and alterations include but are not limited to moving walls, electrical outlets, doors, and etc.

B.2.3. 4 Property Management

Responsible Department: Administrative Services

Date Approved/Amended: December 2, 2010



HCC shall ensure management controls are placed on all property, as appropriate, based on its value and nature. The Chancellor shall define the control levels and procedures in accordance with generally accepted accounting principles and relevant law.

B.2.3. 5 Disposal of Property

Responsible Department: Administrative Services

Date Approved/Amended: December 2, 2010



Only the Chancellor shall have the authority to dispose of College-owned property. The Chancellor shall develop procedures to ensure that disposal of College-owned property is made in the manner that provides the best value to the College.

Any unauthorized disposal of College-owned property constitutes a violation of policy.

B.2.3. 6 Theft, Damage of Property or Equipment

Responsible Department: Administrative Services

Date Approved/Amended: December 2, 2010



Each College employee shall be responsible for immediately reporting any discovery of loss or damage to College equipment or property. Such reports shall be made to the HCC Police Department within 24 hours of discovery of loss.

B.2.3. 7 Fixed Asset Management

Responsible Department: Administrative Services

Date Approved/Amended: December 2, 2010



The College shall design and maintain a fixed asset management program to meet the following objectives:

  1. Comply with generally accepted accounting principles as promulgated by the Governmental Accounting Standards Board
  2. Comply with federal and state grant regulations
  3. Maintain appropriate stewardship of the location and value of fixed assets
  4. Maintain preventive maintenance records and warranty information
  5. Maintain records for risk management concerns
  6. Plan for asset replacement or enhancement in the capital budgeting process
  7. Avoid unnecessary purchases by identifying assets that can be shared or utilized by other departments; and
  8. Coordinate the disposal of fixed assets which are obsolete, depleted, or no longer meet the needs and requirements of the College.

Authorized Fixed Asset Officer

The Chancellor shall serve as the fixed asset coordinator for the College. He/she shall be responsible for designing and maintaining the fixed asset management program.

B.2.3. 8 Use of College-Owned Property Other Than Facilities

Responsible Department: Administrative Services

Date Approved/Amended: December 2, 2010



College-owned equipment may occasionally be released to an employee to be used away from the primary work area. Procedures and guidelines shall be developed and implemented by the Chancellor and must be followed to ensure that use of College equipment is authorized.

  1. Equipment shall be used for designated and authorized College purposes only
  2. Equipment may not be removed from the premises on a permanent basis, but may be used for specific designated project purposes; and
  3. Individuals shall be responsible for the safe and proper care of any equipment, taking the same level of professional care as expected on the job site.

Supervisors' permission must be obtained for each separate removal of equipment from the job site, and the approving supervisor shall be responsible for maintaining and verifying that any off-site equipment has been inventoried, and is being properly used.

B.2.3. 9 Retirement, Sale, or Disposal of Property

Responsible Department: Administrative Services

Date Approved/Amended: December 2, 2010



The College may dispose of surplus property by sale or trade-in providing that such goods are disposed of in accordance with applicable federal, state and local laws.

B.2.3.10 Maintenance of Vehicles

Responsible Department: Administrative Services

Date Approved/Amended: December 2, 2010



Each College location shall maintain records evidencing the annual inspection of its vehicle fleet according to the standards as set forth by the uniform act regulating traffic on the highways. These records shall be maintained at each location, as well as with the risk management department of the College.