Proceedings of the Board of Regents (1939-1942)

26

SECOND AUGUST MEETING, 1939

unit or section there will be a room suitable for use as a banquet room or cafeteria for meeting purposes and dances, and in which basement there will also be
located pantries with warming tables and dining-room equipment suitable either
for serving a banquet or for cafeteria service, the food to be served to be prepared elsewhere; it being further contemplated that in the wing of said building
located on that portion of the land owned by the University there will be lecture
rooms, classrooms, laboratories, library, and offices, and that in the wing of said
building located on that portion of the land owned by the Foundation there will
be rooms suitable for the work of the Engineering Society of Detroit, including
a dining room and a kitchen; and it being further contemplated that the plans for
said building must be approved by the Horace H. Rackham and Mary A. Rackham Fund, and Mary A. Rackham, pursuant to the terms of said grants; and
WHEREAS, the parties hereto wish to agree in advance with reference to the
use of said auditorium, banquet hall, and library by the Engineering Society of
Detroit, notwithstanding the location thereof on lands owned by the University.
Now therefore, this Agreement,
WITNESSETH:
1. The University shall equip the auditorium at its own expense.
2. The Engineering Society of Detroit shall, on application by it to the
University, be permitted to use the auditorium, together with its entrances and
exits, at any and all times when it is not required by the University for its
purposes, provided however, that the Engineering Society of Detroit shall be
entitled to have such use of the auditorium not exceeding fifty per cent (50%) of
the time (except by mutual consent), on its application to be made in the manner
hereinafter specified. Specific applications by the Engineering Society of Detroit
for any use of this portion of the building shall be made under reasonable regulations to be prescribed by the University, but shall always be made far enough
in advance of proposed dates of use to make arrangements for such use reasonably
convenient.
3. The use of the auditorium by the Engineering Society of Detroit shall be
subject to the following conditions:
The Engineering Society of Detroit shall bear the following costs of the use
by it of the auditorium:
(1) Actual expenditures by the University for labor involved in opening the
room, furnishing police, ushers, ticket takers, and other service, and for labor
involved in cleaning the room after meetings. The term "labor" shall include a
ten per cent (10%) addition for overhead, intended to cover the superintendence,
clerical, and other administrative expense for which no charge is otherwise made.
With the approval of University authorities the Engineering Society of Detroit
may furnish its own labor at its own expense, but the decision as to whether this
is practical and proper shall lie with the University as the responsible owner of
the building.
(2) A proportionate share of the cost of all maintenance, repairs, replacements (including reasonable reserves for replacements), and items of upkeep
(including heating, lighting, and periodic janitor service) for this portion of the
building, the proportion being determined by the relative number of hours of use
by the Engineering Society of Detroit and the University. The University's
records, which shall be open to the representatives of the Engineering Society of
Detroit at all proper hours, shall govern and determine in deciding such relative
number of hours. The University shall keep books of account in such manner
as will show with reasonable clarity the costs referred to in (1) and (2).
4. The Foundation, at its own expense, shall furnish and pay for the necessary
equipment for the banquet hall and kitchen. The obligation of the Foundation
under this Paragraph shall continue for a period of five (5) years.
5. The Foundation shall be responsible for the maintenance, repairs, replacements (including reasonable reserves for replacements), and for the upkeep (including heating, lighting, and periodic janitor service) of the banquet hall and
kitchen for a period of five years. The University may, on application to the
Engineering Society of Detroit, enjoy the use of such facilities during said fiveyear period, when not actually needed by the Engineering Society of Detroit. The
University shall pay the cost of any use which it shall make of the hall and its
facilities, including costs of opening, cleaning, closing, and proportionate costs of
repairs, replacements, and upkeep. At the end of the five (5)-year period, the
Foundation shall have the right to extend the operation of the banquet hall and
kitchen from year to year, or any period of time which it desires, on the terms