Graduate College 88 College Rd W Lights 1/7

House Committee Princeton, NJ 08544

www.Princeton.EDU/~gchous (609) 258-3443
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Agreement for lending of GCHC/GSG Events Light Fixtures

Wednesday, 2010 February 03 20:39
First draft 2009 March 31 11:43

Marked comments from discussion earlier this evening.

The Graduate College House Committee and Graduate Student Government pooled funds
in 2008 to purchase a set of special-events lights. Minutes from the GCHC presentation
at a GSG meeting in 2008 October 8, and a description of the lights, are available online:

http://www.princeton.edu/~gsg/2008/Assembly/10/Oct2008%20minutes.doc
https://weblamp.princeton.edu/gchouse/HC/lightfixtures

According to GSG minutes, the GCHC offered $1400, solicited $1400 from the GSG,
and solicited the balance of approximately $4000 in total funds from departments. I think
it was mentioned that in the end the GCHC and GSG paid for the lights about 50/50.

We write this Agreement to make this joint investment available to the graduate student
body by (a) providing an accessible application process and (b) taking precautions against
damage leading to premature equipment retirement.

Vote: Do you agree to both items 1 and 2? Aye: ______ Nay: ______ Abstain: _____
1. To publish this agreement for students/student groups to apply to use the lights.
2. Notify the GSG in writing that we passed this agreement
a. This means that future cohorts of the GCHC are obligated to inform the
GSG in the event that this application becomes invalid.

This box will not be included in the Agreement.

Future work: The Chair encourages the GCHC to consider

1. Approving a separate arrangement allowing GSG use of lights without such a
long application process, since they paid about half the costs of the lights
2. Purchasing a default insurance option users can pay into so users don’t always
have to figure out who will cover their events

Headers for required form fields are indicated in blue text. [Tell Luke about Chris
Bienia]

Contacts, location, and time

GCHC Contacts (Name/Email/Phone):

Special Events Chair 1:
Special Events Chair 2:
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House Committee Princeton, NJ 08544
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dBar Czar 1:
dBar Czar 2:

GCHC Executive Officers:

Chair:
Assistant Chair:
Treasurer:
Secretary:

Pick-up/drop-off supervision officer:

User applying to borrow lights:

Name:
Email:
Phone:
Address:

Eligibility: User agrees that (a) the user is a Princeton University graduate student or
recognized University graduate-student organization, (b) this event is advertised and open
to the general graduate student body, and (c) the user agrees to register the event and use
of space as required by law and University policy as applicable. User agrees that event
literature will include the sentence, "Event lights made possible in part by the Graduate
College House Committee and the Graduate Student Government." We hope that this
sentence will advertise to students the opportunity to use these light fixtures to enhance
future events.

Event date, time, and location

Event title and short description (100 words max):

Exchanges, payments, and duties

Equipment: List the model names, model numbers, and serial numbers of all equipment
to be lent:
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House Committee Princeton, NJ 08544
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* Item 1
* Item 2
*...

No rental fee: The GCHC charges no rental fee for the light fixtures.

Pick-up date, time and location: A GCHC Officer organizes and runs special events
throughout the year. GCHC and GSG events have priority over other events. We might
not be able to satisfy your first choices for pick-up and drop-off times/locations.

Return date, time, and location:

Pick-up/drop-off officer duties: The Officer agrees to be ready at specified pick-up and
drop-off times and locations to exchange/return/destroy deposit checks and record in
writing the condition of returned equipment. This means at least plugging-in each light
to check that each light works upon return. Subsequent subsections describe additional
duties.

[One of the annoying features of reality is that the House Committee member
holding greatest knowledge of the lights lives in New York City. We’ll need to put
Luke Smith in contact with Raja, Chris Bienia, and Kate Keets to see whether
anyone of them are (a) available and (b) sufficiently familiar with the lights to
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House Committee Princeton, NJ 08544
www.Princeton.EDU/~gchous (609) 258-3443
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describe the lights and supervise pick up and drop off. Olivia Martel suggested
asking around the GSG.

We should probably continue to address this situation as the new House Committee
officers are elected, otherwise we'll end up with lights no one knows how to use.

Lorne Applebaum suggests having a GCHC New Officer Orientation Party to get
House Committee members on the same page on issues such as the operation of the
lights. There are a variety of skills it would be great to pass down to the next cohort.

Lorne Applebaum also suggested having a check-out list. Since the pick-up/drop-off
supervisor might be a different person from event to event, it would be helpful to
have a written out form to guide this supervisor and the applicant in checking over
the lights at check out and return. I guess this would be like the form with the little
picture of the car that you see the attendant mark up when you rent and return a
car. ]

User must submit damage deposit: User must submit to the pick-up/drop-off supervisor
a damage deposit check as the supervisor hands over the lights. The supervisor shall
immediately destroy or return the check if the user returns the lights in a condition to the
satisfaction of the supervisor. The user agrees to return borrowed lights by the Return
date. The user agrees that the supervisor can determine that any lights returned are not in
satisfactory condition and thus Lost. [This section is vulnerable to abuse. It needs to
be clear that the supervisor should evaluate the lights fairly, so that users only pay
for damage they cause. I feel as though I were designing the no-carbon-required
walk-around-the-car-with-me-while-we-look-for-damage-together form for getting a
rental car.]

Damage deposit: $200.00 per event. [I had envisioned holding a check.

Luke Smith informed us that this doesn’t work with some departments and
organizations. Oh yeah, duh. The fact that the House Committee has a bank
account from which to write checks is a feature of our institution’s age. Student
organizations are barred from holding off-campus bank accounts. We have one
because were grandfathered into the old system.

We should clarify this form to accept “as a deposit” a University account number
xxx-yyyy with authorized signature. For example, a department authority could
include this form in an email to the House Committee confirming that the account
xxx-yyyy is available for an internal invoice to the House Committee for up to $200
in the event of damage to the lights. ]

User must remedy damaged and lost equipment: User agrees to remedy Lost
equipment within 90 days of the Return date by (a) purchasing and delivering to the
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GCHC identical replacements or similar products no less than equal in function and
quality, as determined by written vendor advice or (b) paying through the damage deposit
and insurance the replacement cost as determined by the GCHC or the maximum
replacement fee below, whichever is less.

The supervisor agrees to quote the GCHC's replacement cost within 5 days of damage
reports. Failure to email agreement signatories of damage within this time frees user of
liability for damage to lights. The user agrees to notify the GCHC in writing within 10
days of the Return date whether the user chooses to remedy damages by method (a) or
method (b). If the user chooses a replacement method that costs less than the damage
deposit, the supervisor shall reimburse the user for unused safety deposit funds by check
within 10 days of replacement delivery to the GCHC.

Maximum replacement fee: $4000.00 per event

Insurance policy contact and codes: Copy here a combination of policy numbers,
phone numbers, or website addresses that proves your organization's and event's coverage
for at least $4000 in damages to borrowed lighting fixtures, payable to the GCHC. An
email directly from your Princeton University academic department staff/faculty and/or
the Office of Risk Management to the House Committee (a) affirming such coverage for
your event according to this contract, with (b) this contract attached in the email, will
suffice. As a last resort, user can deposit $4000 instead of providing insurance.

[This part of the form looks scary, but I tried to write it so that it could be fulfilled
by a brief email from the Office of Risk Management confirming coverage for a
particular event.

Luke Smith learned from his School Administrator Cynthia Nelson last year that
many University-related events have insurance coverage, but we weren’t quite sure
whether the University would cover the light fixtures. The House Committee owns
property for Graduate College community use that we have confirmed is not
covered, so the virtue of being owned by a University organization for University
use does not automatically confer insurance protection.

Olivia suggested we follow up with Hannah at the Office of Risk Management to see
what is covered.]

Safety and technical operation

Safety: User agrees not to violate fire and electrical safety rules, regulations, and
obvious hazards, for example, power cords that could cause guests to trip, unstable
placement of lights and trusses that could fall and expose guests to shattered glass, or
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House Committee Princeton, NJ 08544
www.Princeton.EDU/~gchous (609) 258-3443
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blocked exits. The user must agree to take full responsibility for the safe operation of the
light fixtures according to manufacturer's manuals.

The GCHC declines to lend the lights to any user who does not (a) state familiarity with
legal safety regulations, University safety policies, and the manufacturer's recommended
procedures and thus (b) accept legal responsibility for the safe operation of the
borrowed lights. The user may request the Special Events Chairs to email a manifest of
the light fixtures with model numbers and short descriptions to help find information
further manufacturer and safety concerns.

Operation: While operation complexity varies with the number of lights lent, the user
understands that the GCHC recommends new users spend at least a couple hours working
with borrowed lights before planned events. The GCHC suggests that the user pick-up
the lights at least a day in advance of a planned event. The Special Events Chairs and
dBar czars might be able to accelerate user practice by demonstrating features of the
lighting system, but such assistance is not a part of this agreement. Such assistance
depends on separate personal negotiation and scheduling.

Requests and suggestions

Special requests: Please use this field to describe special requests. What duties need to
be changed or added to the form-text?

Comments: Is there a kind of light you would like to see in the GCHC's collection?
What lights are most appropriate for your event and why? Please email
gchouse@Princeton.EDU. Thanks!

Agreement

Jurisdiction: This agreement will be interpreted under the laws of the State of New
Jersey.

Agreement: Please feel free to exchange revisions to the entries (indicated by blue text)
in this form. This form requires the agreement of at least four parties, the Graduate
College House Committee Executive Officer (Chair, Assistant Chair, Treasurer, or
Secretary), one Special Events Chair, one dBar Czar, and the prospective user.
Additionally, a GCHC Officer must agree to supervise pick-up/drop-off.

When satisfied with a draft, each party may sign this form electronically by
quoting/attaching it in an email, along with a declaration of agreement, to all of the other
parties.

Notifications: All notifications required in this agreement must be sent in writing to all
parties.
Graduate College 88 College Rd W Lights 7/7
House Committee Princeton, NJ 08544
www.Princeton.EDU/~gchous (609) 258-3443
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