Tapestry Policies
Tapestry Folkdance Center Policy 101
Adopted: Mission 1983; goals 05/2016
Reviewed: 10/02/17
TAPESTRY FOLKDANCE CENTER MISSION STATEMENT
PURPOSE
The purpose of this policy is to establish a clear statement of the purpose for which Tapestry Folkdance Center (Tapestry) exists.
GENERAL STATEMENT OF POLICY
The mission statement adopted by the Board is based on the beliefs and values of the community, guides the actions and decision-making of Tapestry, and provides the context within which strategic directions are derived. The Board, on behalf of and with extensive participation by the community, should develop a consensus among its members regarding the nature of the enterprise the Board governs, the purpose it serves, and constituencies it should consider, and the results it intends to produce.
MISSION STATEMENT
The mission of Tapestry Folkdance Center is to create opportunities for participating in the joys of dance and music from around the world.
STRATEGIC GOALS
The Board adopted the following five strategic goals in May 2016. The Board will review the tactics for prioritizing, shaping and implementing these goals at least twice yearly.
1. Provide joyous dance experiences in community, welcoming people with diverse backgrounds and abilities.
2. Grow and sustain world dance traditions through a broad range of dance offerings and education.
3. Maintain an attractive, accessible, centrally located facility with excellent studios specifically designed for dance.
4. Serve as a dance home for many different dance groups and communities.
5. Assure sound ongoing governance and management of the organization.
Tapestry Folkdance Center Policy 102
Adopted: 06/15/15
Revised: 08/15/16, 10/2/17
ACCESSIBILITY & NON-DISCRIMINATION
PURPOSE
In keeping with the mission and spirit, Tapestry seeks to make its programs and activities accessible to persons with disabilities to the extent we are able, in compliance with the Americans with Disabilities Act (ADA) and the Minnesota Human Rights Act.
GENERAL STATEMENT OF POLICY
The organization will not discriminate against people based on race, religion, national origin, gender, age, marital status, affectional preference, economic status, or physical or mental conditions. Tapestry will follow existing federal, state, or local statutes concerning discrimination and harassment.
PRACTICES AND PROCEDURES
A person who wishes to request accommodations should communicate with the Tapestry office two weeks prior to an event. We recognize that an individual might be reluctant to make a request based on a disability. We ask our volunteers and artists to smooth the way as much as possible when a request is made.
However, we ask our volunteers and artists to be as open and welcoming as possible if someone needing an accommodation arrives unexpectedly. This document provides some guidance for arranging an accommodation “on the spot.” Clearly, some accommodations (such as hiring an interpreter) cannot be improvised quickly. If an acceptable accommodation cannot be found, the individual should be invited to return at a later date after contacting Tapestry staff. (Note that requests to adjust heat or sound levels are not generally disability-related, but please consider honoring them.)
Volunteers and artists should keep in mind that the individual may feel embarrassed or uncomfortable about revealing a disability and need. To begin a productive dialogue, a question such as “How do you envision participating?” will convey an open attitude and give information about what the person has in mind. Refer requests for accommodation to the House Manager (or
“opener/closer”; sometimes combined with admissions). See also Resource list, below.
The House Manager should consult with the teacher, programmer or caller to explore options that fit the needs of the individual while being as unobtrusive as possible. The accommodation must be mutually agreeable for the individual requesting, and the Tapestry representatives. If it is simple and inexpensive and has worked in the past, it is considered reasonable to try to use it (for instance, a band or scarf of contrasting color worn on one leg as a visual aid). Accommodations beyond the resources of the organization, or that change the essential nature of the event, are not required by law. (Note, though, that “essential” is not the same as “ideal,” and for most events this will allow much latitude). Safety of the individual and the other dancers is, of course, paramount. Accessibility equipment is available in the safe room
Service dogs cannot be denied admission. Using a service dog during group dancing is potentially dangerous to all parties, so it may be preferable to have another dancer as a guide for the patron. In that case, the patron must have someone else have the dog under control at all times. (You may not ask about the nature of the disability, or ask for the dog’s certification. You may ask “What task or work is your dog trained to perform?” If these meet the disability-related needs of the patron, the dog is allowed.)
The above Practices and Procedures were developed by Tapestry Folkdance Center’s Accessibility Task Force over several months in 2015, utilizing information and resources on law and on practices of other arts organizations. Questions and suggestions from Tapestry volunteers have been incorporated, and continue to be welcome for this “living” document.
Tapestry Folkdance Center Policy 104
Adopted: 4/15/19
POLICY TAPESTRY PROGRAMS, LEGACY RENTAL PARTNERS, AND RENTERS
PURPOSE
The purpose of this policy is to describe the three main types of dance groups that make up Tapestry Folkdance Center.
GENERAL STATEMENT OF POLICY
Tapestry Folkdance Center consists of three main categories of dance groups: Programs, Legacy Rental Partners, and Renters. Each category is governed by the general policies of Tapestry Folkdance Center, but have different benefits and responsibilities.
POLICY DETAIL
Tapestry Programs
A Tapestry Program is a community of dancers within the Tapestry organization with a particular dance focus. Programs are full partners in Tapestry with benefits and responsibilities as detailed in the Tapestry Programs Policy 105. Tapestry members receive discounts at Program dances. Benefits for Tapestry Programs include, but are not limited to:
Preferential time in a designated studio.
Full tax-exempt status through Tapestry’s nonprofit status.
Tapestry members receive discounts on dance admissions.
Accounting services for program admissions, artist payments, and other financial matters by Tapestry staff.
Liability insurance for dance instructors, musicians, events and classes.
Permission to use copyrighted music.
Assistance in securing volunteers to collect admissions, open, and close the facility, if needed and requested.
Staff assistance with promotions, advertising, social media, and web presence.
Promotion on Tapestry’s website, including a dedicated web page and calendar listings. Promotion of dances and special events on the eBlast and social media.
Support for development of new instructors, callers, and musicians.
Communication and collaboration with other Tapestry Programs through the Program Advisory Committee.
Legacy Rental Partners
Legacy Rental Partners are dance communities that have had a long-term rental relationship with Tapestry 15 or more years, and have demonstrated support for Tapestry through individual memberships, donations, and participation in marketing events for Tapestry. Legacy Rental Partners benefit from being full partners in Tapestry but typically do not hold dances open to the general public. Benefits for Legacy Rental Partners include, but are not limited to:
Preferential rehearsal time in a designated studio.
Use of storage space.
Discounted rent or rental accommodations to be determined in a long-term contract agreement.
Permission to use copyrighted music.
A dedicated page on Tapestry’s website.
Renters
Renters are dance communities that rent space from Tapestry on a contract basis. Their rights and responsibilities are detailed in rental contracts, and do not include benefits of insurance, advertising, or membership discounts.
Rental Groups receive:
Use of studio space as specified in the rental contract. Rental groups may be pre-empted by other Tapestry programming.
Liability insurance for the building, but not for teachers or events.
Listing on Tapestry’s calendar and website, with a link to their own website if desired. Additional space on Tapestry’s website may be purchased through the rental contract.
Tapestry Folkdance Center Policy 105
Adopted: 2/18/19
TAPESTRY PROGRAMS
PURPOSE
The purpose of this policy is to define Tapestry Programs and describe their operations as a part of Tapestry Folkdance Center.
GENERAL STATEMENT OF POLICY
There are two types of regular programming at Tapestry: proprietary and rental programs. This policy focuses on guidelines for managing proprietary programs (Programs). It describes the benefits and responsibilities of being a Tapestry program, as well as procedures for beginning and ending Programs.
POLICY DETAIL
Program Definition
A Tapestry Program is a community of dancers within the Tapestry organization with a particular dance focus. Programs are full partners that help fulfill Tapestry’s mission “to create opportunities for participating in the joys of dance and music from around the world.” Program dances are open to the public, and instruction is offered to newcomers.
Benefits for Tapestry Programs
Preferential time in a designated studio with a sprung hardwood floor, sound equipment, piano, safe room, and on-site storage space.
Full tax-exempt status through Tapestry’s nonprofit status.
Accounting services for program admissions, artist payments, and other financial matters by Tapestry staff.
Liability insurance for dance events and classes.
Permission to use copyrighted music.
Assistance in securing volunteers to collect admissions, open, and close the facility, if needed and requested.
Staff assistance with promotions, advertising, social media, and web presence.
Support for development of new instructors, callers, and musicians.
Communication and collaboration with other Tapestry Programs through the Program Advisory Committee.
Responsibilities of Tapestry Programs
Each Tapestry Program is encouraged to have a steering committee. For Programs without a steering committee, a program leader will assume the responsibilities of the steering committee. In addition, one representative from each program will serve as a member of the Program Advisory Committee (PAC). The representative to the PAC serves as the communications point person between the Program and the Executive Director.
As an integral part of Tapestry Folkdance Center, steering committees and Program leaders are responsible for contributing to the financial health of Tapestry, upholding its policies, and supporting the mission of Tapestry. Each Program will fill out a yearly Program Agreement with contact names, program details, and other information, due by Sept. 1st of each year. Agreements are submitted to the Executive Director.
The steering committee or program leader is responsible for:
Managing program activities, social activities, and the social atmosphere before, after, and during the time of their program. Our goal at Tapestry is to maintain a safe, joyful dance experience for all participants.
Offering instruction in the dance form to both newcomers and experienced dancers.
Ensuring that activities and dancers follow Tapestry policies as found on Tapestry’s website.
Scheduling instructors, callers, and musicians for its dances. When scheduling artists and instructors, the steering committee or program leader assures that:
Artists and instructors sign any required contracts, agree with the Tapestry accessibility policy and sign the Code of Conduct policy for volunteers and independent contractors.
Paid artists and instructors complete and sign a form W-9 and file it with the office.
Artists and instructors who will be working with children under the age of 18 submit materials for a background check to the office.
Scheduling volunteers for program-related duties, including house managers, admissions volunteers (sometimes coordinated with other programs occuring at the same time), and DJs and/or sound managers.
Ensuring that volunteers participate in annual training covering accessibility, security, safety, and Tapestry procedures.
Providing schedule and artist information to the Tapestry office as early as possible, but at least one month in advance to ensure Tapestry can market its programs effectively. Marketing details for specific programs are determined in consultation with the marketing staff.
Responding to communication from the Tapestry office promptly.
Promoting and encouraging participation in Tapestry-wide activities and events such as marketing events (e.g. Open Streets, the State Fair), clean-up days, and member events.
Guidelines
Payments for callers, instructors, and musicians follow Tapestry Artist Payment guidelines as determined by the Executive Director with Board of Directors approval.
Admissions prices follow Tapestry guidelines, as determined by the Board of Directors. Special promotions involving admission prices need to be approved by the Executive Director and the Board of Directors.
Special events that would take place outside the normal studio time for the Program must follow the Special Events Policy and be approved by the Executive Director. If those events would impact other Programs, they should be discussed in the PAC.
Publicity for the Program is coordinated with the Tapestry Marketing Associate for maximum effect and a consistent message (using Tapestry’s logo, for example).
Donors who wish to sponsor a dance will pay a rate that is twice the average expense of the dance (band, caller, volunteers, incidental expenses).
Off-site rental arrangements and costs for programs affected by special events are solely the responsibility of the affected program. Office involvement is limited to changing the information on the website, calendar, and eBlast prior to the event.
New Programs
A new program can begin at the request of an existing dance community, or as a result of a decision by the Tapestry Board to begin a program.
A community of dancers wishing to start a new Program, or convert an existing rental into a Tapestry Program, fills out a Program Application form that describes their purpose, dance focus, attendance and revenue expectations, proposed leadership, organizational details, and how the new Program meets Tapestry’s mission. The Executive Director will work with the Program’s organizing leader or committee to review Program requirements, Tapestry policies, admission prices, and artist payments, and determine other Program details. The discussion will include goals for attendance and revenue. The proposal for the new Program is then brought to the Board for approval.
If approved, the new Program enters a trial agreement for a specified time. The goals during this period include:
Attendance meets or exceeds expectations.
Revenue meets or exceeds expectations and is sufficient to cover program expenses.
Compliance with Tapestry’s policies and procedures.
Program leadership demonstrates ability to carry out the proposed dance Program as planned.
During the trial period, the Executive Director and program organizers will meet periodically to discuss the progress of the Program towards meeting its goals. Modifications may be made and additional support offered during this time. A final evaluation will be made between the Executive Director and the Program organizers.
At the end of the trial period, the Executive Director will recommend to the Board whether the Program be continued or ended.
Ending Programs
When a Program’s attendance has fallen below the point of financial sustainability (revenue no longer covers expenses) over several months, it will be deemed underperforming. An underperforming Program enters into a probationary period. During this time the steering committee or Program leader and the Executive Director formulate and carry out a plan for promoting the program and increasing attendance and revenue. The plan may draw on outside assistance or resources and should include specific goals and a specific duration. If a Program has not made significant progress towards its goals at the end of the probationary period, the Executive Director may modify the Program (for example, moving it to a smaller studio or changing the time) or recommend to the Board of Directors that the Program be ended.
ADDENDA
1) Program Agreement for Tapestry Programs to be completed annually by September 1.
2) New Program Application form
(These to be created by or with the ED so the needed information is included)