hi Krishna everyone welcome back so this is the last section of the facility management course and today we're going to be discussing uh policies and allocation so uh a well-developed policy about the use of your uh Temple facilities can create a clearer understanding um for both the leaders and those who use the facilities uh this can often be a big problem that it's just not clear and then either side winds up getting upset so policies also help the Templar Center uh their exposure to property damage and injury claims that's something that is is going to
be reduced um and should help to prevent something from going wrong the content of this course is we're going to at the five factors for creating a policy steps in creating a policy document and then the systems to implement afterwards okay so what are the five factors um in order to create a policy so the first one is coordination so there's a limited amount of space uh some rooms are more appealing than others to other groups so there has to be some idea of coordin ation so what is going to be the coordination in our
policy our responsibility who is responsible for what and when are they responsible and how are the facilities going to be used cost who's going to pay um how much are they going to pay and for what space which space space and for how long liability what happens if there is damage uh or maybe there's some someone gets injured uh what happens when repairs are there they need to be they need to be made repairs have to be there security who oversees the safety uh of the building its contents and uh the property at any given
time so these are the five factors uh that can be put in your your policy coordination responsibility cost liability and security so now some steps in creating uh a policy document um the temple Center Templer Center mission statement uh can promise the world but at the end of the day uh you know there has to be some practical application when it comes down to the space uh some people can get really upset uh about the use of the facility maybe Outsiders are using it more than the Insiders quote unquote so policy statement from the board
helps to resolve these conflicts um so first you need to uh have an inventory identify the different facilities that you have and the different sections of property so you do an audit and write make a long list of what is all the facility that we have and basically how can it be used you also should consult with your insurers uh they can give you some deeper understandings of how you're covered uh for the use of different property in London certain areas or properties that we use can only be used in a certain way and if
they're used differently then that means basically they the insurance wouldn't cover it so it's important to check these kind of things just to make sure that the way you're using or letting out your space is in accordance to be covered uh review security and safety issues uh facilities should include security and safety policies uh in any room uh use agreement so that's basically saying that you can create a a room use agreement that should be placed in every room and should be given to uh every every person that comes uh to use it we call
this a facility use handbook um and that'll include all the policies all the statements uh and and all the understanding of how they can use the room for how long and how much what their responsibility is and what our responsibility is a festival's calendar can also uh be created and made available uh for review prior to planning the use of space so if there's a a sorry a facilities calendar um so this facilities calendar makees sure everything is laid out who's using it when um and then you need to create an effective cost structure so
this uh this cost structure means that uh you know maybe you don't need to charge maybe you do uh but make sure your your charging is clear in accordance with uh what your expenses are at least you shouldn't be out of pocket even if you're not making any LAX me but at least you shouldn't be out of pocket so be clear about what your own expenses are uh determine who's responsible for tracking the use of the facility uh tracking the facility will ensure accountability and good work relationships if if the users know that someone is
looking after this property and they're accountable it's going to help to make them feel more accountable if no one is then they're going to feel less likely to look after take care of the facility so now what are some systems to implement um as mentioned earlier develop a facilities calendar make sure that there's there's a way of noting down who's booking a room book system basically it's an internal calendar list of room and users and dates um it's also going to function as a flow chart uh for the room preparation and breakdown as well as
periodic facilities cleaning and repairs which will put certain rooms out of use so all of this is very mode of goodness so if you have this calendar then you can make sure that the room is being looked after properly you know who's in it who's not in it whenever new persons come you should always meet with them you meet with the users of the room just like we talked about induction for volunteers there should be an induction for new users of any room make it clear what your expectation is encourage them Inspire them show them
around point out this point out that give them a little lesson but meet with the users initially uh a post use review especially after big events you should meet with the persons and have a review how did it go did it work out okay the room work for you what's your feed feedback for us if you give us some feedback we can help to improve um maybe you noticed that you know there's some writing on the wall or something got broken you know then you need to be able to discuss that also with them in
the post review uh development a document develop a document tracking system so whatever the room or facility is if it's an external one or something there may be a lease agreements or different documents uh insurance certificates things that need to be kept so everything warranties or guarantees maybe for um equipment that you put in the room all of that should be tracked and kept in a specific place you need an administrator to look after these things okay so in closing um the information we provided again is quite basic and simple we didn't get into the
details this is all outside of the scope of this course we're just trying to present a basic structure that will help you to become inspired about things that you can introduce into your temple or Center that will help you be more in the mode of goodness help you to better look after krishna's property and krishna's facility which will in turn help you to encourage and Inspire the members of your community they're going to feel like you actually value them and value krishna's property and believe me this makes a huge difference the people in your community
will become so inspired if they see that you're looking after krishna's Temple and krishna's facility nicely because it also means that you're looking after them Krishna will be pleased and his devotees will be pleased we hope you've enjoyed the course and it has been of some benefit to you we thank you very very much for your time energy and dedication to the mission uh of isan and Chira prad's uh movement thank you very much har Krishna
