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Memo - Community Use Policy and Community Use Application . . Hopkins Center for the Arts Memo To: Honorable Mayorand Members of the City Council From: Jay Strachota, Facilities Manager Date: 4/04/01 Re: Community Use Policy and Community Use Application Attached you will find a revised Community Use Policy and a Community Use Application. I will briefly explain. the revisions and the Community Use Application. Community Use Policy revisions You will find the revised portions of the policy in bold prinLThe only significant change is in section 4.05. The previous draft read, U The City reserves the right to reject any application forcommunity use space withoutcause". Some members of the Council. expressed that they were uncomfortable with rejection without ~use. Section 4.05 has been rewritten to reference aiteria for ineligibility that is now in the community use application process. . Staff would still support "without cause" language as we are entering new territory with this policy and we may not be able to anticipate loopholes in the policy. The "without cause" language would be a last resort method of refusing a usage. It would allow the City to say, in good faith, that they are encouraging use of the Arts. Genter by groups that cannot afford the fees.. The City has criteria that these groups need to. meet,. but in the event an unforeseen complication arises, the. City can refuse usage without rewriting policy at that time. This should be discussed furtherat the work session. Community. Use Application Fran Hesch wrote the first draft of this application and then we met refined the draft. The attached document is the result of our work. The application serves the needs of the Arts Center under the Community Use Policy. It outlines the desired qualities of a community use group and defines the criteria thatmake a group ineligible for usage under this policy. The application also requires thatthe group submit the. necessary inforrnationfor the staff to make an educated decision on acceptance/denial.F urthermore, the formality of completing a grant-like application reinforces the organizational competence expected of the requesting group. Approval of the Community Use Policy and Community Use Application will allow the Art Genter staff to begin to implement the community use program. Page tof 1 . . . POLICY Community Use of the Hopkins Center for the Arts DraftS 1.0 PURPOSE 1.01 The purpose of this policy is to set forth the basic rules and regulations on the City and Community Use of the. Hopkins Center for the Arts (Art. Center) 2.0 GENERAL 2.01 The Art Center's Mission Statement states, "The mission of the Hopkins Center for the Arts is to build community through the arts by fostering creative expression and providing artistic and educational opportunities. for people of all ages" . 2.02 The organizational structure of the Art Center relies upon the non-profit HCA,.lnc. to perform the. programming andfundraising functions for the Art Center; city staff to formulate operational policies, administration of tenant leases and space rental; and the City Council to approve the proposed operational budget .and to provide direction to the staff on operational policies. 2.03 The City. Council of Hopkins is ultimately responsible for the fiscal stability of the Center and provides policy directionto staff through the budgeting process, major tenant leases, and city department support. 3.0 SCHEDULING POLICIES 3.01 The Art Center is available to all on a "first come -first serve') basis after the annual "Meet and Confer" process. 3.02 Staff is responsible for scheduling facility space and securing occasional users/tenants as per the lease agreements. 3.03 Facility.hours that are unclaimed by major tenants, HeA, Inc., and. Art Center staff throughthe"Meet and Confer" process arethen.avail.ablefor lease by the general public. 4.0 COMMUNITY USE POLICIES 4.01 The Art Center was developed for the purpose of providing access to the Arts to the entire community. From time to time events of "community- wide purpose and significance", which are appropriate to the mission of the Art Center,are proposed but not able to pay the normal room rental rate. In thosecases, it is the policy of the City to waive the normal room rental rate. Aroom rental rate shall be charged to the user in an amount l '1 that covers minimal costs to the Art Center. The City Council will establish the charge, but in no case will the charge be more than 50% of the normal room rental rate. 4.02 Staff shall establish a "Community Use Application", for approval by the City Council, to guide the types and/or number of events that are allowed under this section, and to ensure compliance with previous agreements including tenant leases and the HCA, Inc. Cooperative Agreement. 4.03 The facility staff shall administer the implementation of the "Community Use Policy". Applications meeting the guidelines will be approved on a first-come first-served basis. Applications must be submitted on forms developed by the facility staff that outlines the policy criteria. The facility staff shaH not act on a request until an application is submitted outlining the nature, purpose, and details of the activity or event. 4.04 Once the application is submitted, staff shall make follow up contact with the applicant, if needed, to clarify details of the event, and allow the applicant to make changes in the application if there are specific items in the application that do not fit the "Community Use Policy' criteria. 4.05 Applicants that are rejected will receive a letter stating that the application was rejected. The City reserves the right to reJect any application that is considered ineligible for community usage underthispolicy. The criteria for ineligibility will be outlined in the application process. 5.0 HOPKINS RASPBERRY FESTIVAL . 5.01 The Hopkins Raspberry Festival Association shall be afforded up to 60 hours of available of room rentals, in the Art Center for festival activities during the annual festival. . The Junior, Senior,andQueen's coronations, and the Queens Fashion Show events will be scheduled during the Meet and Confer. The balance of the hours will be on a "first come - first served" basis, after the Meet and Confer process is complete. The. festival . association shall pay 40% of the normal room rental rates for the hours scheduled. 6.0 FINANCIAL REPORTING The Art Center financial reports will reflect the number of hours provided under section 4 and 5, and will show the revenue estimates for the space, had it been rented. Communityusepolicydrafl:5 . Hopkins Center for the Arts (HCA) Community Usage Application The RCA Community Usage Application, made possible through the City of Hopkins Community Usage Policy, allows RCA access to community groups that are not able to rent the facility at fun pnce. Please review the attached list of available datesfor which you may apply. HeA reserves the right to deny any application based on the criteria below. Answer questions on page 2-3 onaseparate form, if necessary. Total application must not exceed three pages. A presentation may be required. If selected, certificate of insurance or insurance rider must be provided in the amount of Send the completed application to JayStrachota at Hopkins Center for the Arts, 111 1 Mainstreet, Hopkins, MN 55343. Deadline for flfst round of applications is with notification by for events beginning in . Priority will be given to:, .:. Arts-related events .:. Events. open to audiences. of greatest size. and/or diversity .:. Events which charge a fee, but also make available a "scholarship" for those who have an inability to pay .:. Organizations/groups that can establish need for financial assistance .:. Applications that reflect matching or in-kind contributions .:. Hopkins-based organizations/groups .:. Organizations/groups. with annual budgets under . $1 00,000 Ineligibility: .:. F or-profit . organizations/groups .:. Events that compete.with tenant activities .:. Events that involve alcohol ... Organizations that have current or pending litigation .:.Organizations/groups who discriminate based any Federal Statute relating to nondiscrimination (see. attachment) For use on page 2... . Mission of Hopkins Center for the Arts "To build community through the arts by fostering creative expression and providing artistic.. and educational opportunities for people of all ages." City of Hopkins Vision: "Hopkins will bea community where: people are treated with respect; people participate in building culture, character, and common bonds; business growth throughout the City is supported while maintaining a vibrant City center; people feel safe, support outstanding. school and celebrate cultural heritages; people enjoy quality public services; parks and housing" Mission: "Partnering with the community to enhance the quality of life". Communicate * Educate * Involve * Inspire , Hopkins Center for the Arts Community Usage Application - Pagel . Date of Application: Contact PersonN ame: Title (if applies): Address: City, State, Zip: If applicable: Organization/Group Name: Address: City, State, Zip E-mail: ********************************************************************************* Phone: E-mail: Fax: Fax: Phone: Theater (723 seats) Jaycee Studio Dance Studio (capacity 80-1 00) (capacity 20) Classroom (capacity 30) Commwrity Room (capacity. 80 ) Date requested: Time: (from _a.m.lp.m. to down) a.m.lp.m.-add appropriate time before/after for set-up and take 1. Title of Event: . 2. If applicable: Mission of your organization: Total amount of annualbudget of organization: 3. Brief summary of event (two or three sentences): 4. Total cost of event: 5. In-kind/cashpledges/commitments to date and status: 6. Number of people expected to attend: Ticket Price $_ N/A 7. Will you make tickets available Cor those whocan'tpay? Yes No 8. WiIIthe event be open to the general public? Yes No 9. Will your event target a certain audience? If yes, check all that apply: Adults Children Persons of Color . Seniors . Faith Community Other, please describe l .. HopkinsCenterfor the Arts Cormmmity Usage Application - Page 3 10. What is the public purpose of your event? Arts-related (Describe how it furthers the mission of the Hopkins Center for the Arts- see bottom of page 1) Non-Arts-related (Describe how it furthers the vision/mission of the City of Hopkins- see attached vision/mission - see bottom of page 1) 11. What evidence of financial need can you provide for tbis event? 12. Competence: What evidence can you give of the ability of key personneltoproduce tbis event successfully? 13. If your organization/group has applied for space before, when and what was the outcome of that application? Date: Signature of contact person Date: Ifapplicable,.signature of organization representative (top stafl:board chair) . Please attach: CJ . insurance certificate or rider CJ list of key staff and volunteers (If applicable) o organization budget o 50Ic(3) orrelatednon-profit document o .list of board members with.their affiliations ~ . ATTACHMENT Federal Statutes relating to nondiscrimination. These include, but may not be limited to: (a) Title VI of the Civil Rights Actof1964 (P.L. 88-352}which prohibits discrimination on the basis of race, color or national origin; (b) Title IX of the Education Amendments of 1972, as amended (20 U. s. C. && 1681-1683, and 1685-1686), which prohibits discrimination on the basis of sex; (c) Section 504 of the Rehabilitation Act of 1973, as amended (29 U.S.C. &794), which prohibits. discrimination on. the basis of handicaps; (d}The Age Discrimination Actof1975, as amended (42 U.S.C. &&6101- 6107), which prohibits. discrimination on the basis of age; ( e) The requirements of any other nondiscrimination statute ( s} which may exist. .