FACILITY USE POLICY

For The Hearth, 138 Grand Ave, Paonia, CO 81428

Home of The Learning Council 


The Hearth Building, located at 138 Grand Ave, Paonia, CO 81428 (the “Hearth”,)  a multi-use space located in the heart of downtown Paonia, Colorado. The Hearth  is the home for The Learning Council (“TLC”), and serves as a community gathering space and public workshop area, Ice Cream Parlor, Diversity Library, Bike Co-op, kitchen for Community Lunches, and more.. 


In the warm welcoming spirit of TLC, and in our desire to nurture an enriched community experience, we wish to extend our space to our community for events that align with TLC’s mission. This Facility Use Policy (“Policy”) outlines The Learning Council’s mission and purpose in providing rental space, available spaces, requirements for use, and associated costs.


OVERVIEW


Mission

The Learning Council’s mission is to empower our community through high-quality, diverse, education, art, advocacy and wellness for all. 


Purpose

The purpose of this Rental Policy is to  provide the community with the use and enjoyment of the Hearth Building for activities, events, and classes that  align with the mission of The Learning Council  as well as to support and nourish kindred organizations with allied missions within our North Fork  community.


Available Spaces for Rent 


The Learning Council rents The Community Room/The Grand Room, Diversity Library, and  Sanctuary Garden/ outdoor teaching area behind The Hearth.


In order to apply to rent space in the Hearth Building, a potential renter must first fill out and submit TLC Facility Use Application. The rental spaces in the Hearth Building available for public use are The Grand Room, The Diversity Library,  and Back Patio; all of which have access to restroom facilities for the duration of rental at the discretion of TLC. Wi-fi access can be made available for a fee if desired. Multiple spaces may be rented by a single organization as available. 


The Community Room/The Grand Room is suitable as a venue for many kinds of gatherings including workshops, group gatherings, celebrations, and other various activities which align with TLC’s mission. Community room max capacity: 152 

Dimensions: 


The Diversity Library  includes chairs if needed, this room may be rented as a space for co-working and business related meetings. A space for small intimate meetings of 12 or less people. 


The Back-Patio this space behind The Hearth may be rented for outdoor workshops or activities. Can include tables and chairs and/or stadium seating. Maxim capacity: 60


Supervision

TLC staff may, or may not be present at the Hearth Building on the day of use. Prior to the day of use, the renting organization should inquire about instructions for opening and shutting down the facility as procedures will depend on other activities taking place at time of your scheduled use.  Additional cost may accrue if it’s deemed necessary for TLC to staff events.


Facility Capacity 

Community room max capacity: 152 people


Disclaimer

Requests for rentals in the Hearth Building will be processed in the order in which they are received by The Learning Council’s Director and/or staff.  Upon receipt of a rental request, the rental organization shall pay all fees pending approval by TLC.  Additionally, the renting organization may schedule any events, sign TLC Rental Request Application and return said agreement to TLC. All rental requests are determined at the discretion of TLC. Not all requests for use of space will be approved. Activities are approved on a case by case basis contingent upon the alignment with TLC’s mission and availability of the space. In the event that a rental request is denied, a full refund of fees shall be issued. 


In the event of a scheduling conflict, TLC events will take priority over all other rental requests.  Any space not rented out by an organization may be used by TLC or another organization while a scheduled event takes place. TLC cannot guarantee that any events scheduled by a third party will be the sole activity taking place. If an organization wishes to secure privacy for an event, then it must book out all rental spaces in the Hearth Building. 


The Hearth Building kitchen facilities are not available for rent at any time. If needed, TLC staff may direct a renter to other public kitchen facilities in the community available for rent. 

Additionally, there is no on-site storage space available for renters. All items brought to the Hearth Building must be removed immediately upon the conclusion of the rental period.  Any items left after the conclusion of rental will be disposed of by TLC. A cleaning fee may be withdrawn from the security deposit if the space is left needing cleaning.


Groups ineligible to rent facilities from TLC:

  •  Regular or continuing profit-driven activities or events
  •  Groups engaging in partisan political campaigns
  •  Other groups that conflict with TLC’s mission, beliefs and ethics.
  • Any party engaging in activities unrelated to TLC’s mission. 
  • Such as:
  • Parties such as anniversaries, birthday parties, and holiday parties etc.
  • Causes that are non educational, social justice related, connected to the arts or agriculture, or community building.


RULES, ETHICS, NON DISCRIMINATION POLICIES


Set-up, Cleaning and Maintenance

A comprehensive Checkout List will be provided to all renters.


There is absolutely no smoking or unauthorized alcohol use within the Hearth Building.


Renters who are approved for alcohol use in the Hearth are responsible for checking ID’s and ensuring that all consumers of alcoholic beverages are age 21 or older. A liquor license is required for events open to the public.


If renters intend to have alcohol at a public event they must obtain a liquor license from the town of Paonia.


Please carry the ethos to leave it better than you found! We wish to feel good about renting our space to others in our community and this is a vital element of that. All renters and users of Hearth Building shall leave the rental space clean and returned to the condition in which it was found. Renters must remove any and all items immediately following the  conclusion of the rental period; including but not limited to trash and recycling.  All trash shall be placed in lined containers only. Drinks and other fluids will be disposed of in sinks. 


In the event of damage to the Hearth Building, the renter must promptly report it to a TLC staff person.  Fines may be levied to repair damages, at the discretion of TLC. 


Any rearranging of furniture or other objects,  as well as set-up requests must be requested in TLC Rental Request Application for review prior to final reservation approval.


All users are responsible for clean-up of their own supplies and decorations.


Pick up, wipe down, clean smudges, remove all trash and belonging, sweep and mop. In the event that a space is not left in pre-event condition, a fee may be levied by TLC.


TLC requires that all renters do not and shall not discriminate on the basis of race, color, religion (creed), gender, gender expression, age, national origin (ancestry), disability, marital status, sexual orientation, or military status, in any of its activities or operations at the Hearth Building.


GENERAL PRICING STRUCTURE

The general pricing structure for rentals of the Hearth Building is used to estimate cost of rental. Each event and use is unique and requires a case-by-case cost assessment. The final cost of rent includes use of the rental space for a set period of time, all associated building fees, including but not limited to; electric, gas, water, common area maintenance, equipment maintenance, any associated overhead of facilities and building management, administrative tasks, and any other special use requirements.  If requested use requires installation or use of specialized equipment with high energy usage during and/or after your determined hours of use, the cost will be calculated as an additional utilities charge and incorporated in your rent. Note - your final rent cost will be determined on an individual basis. Applicants may require providing a security deposit as determined by The Learning Council. 


Non-monetary exchange may be approved in lieu of rental fees at the discretion of building management. For any agreed upon use and exchange, a security deposit may be required.


Rates

Minimum Rental Fee: $25 to $50 sliding scale 

Hourly Rate: $25 to $75; sliding scale based on nature of activity in the space

Rates may vary as per outlined under section General Pricing Outline reflective of 501c3, for-profit, public, or private event and other factors such as scope of event.

Rentals involving the serving of alcohol to the public may accrue additional fees for rental fee and security deposit

Rentals involving the serving of alcohol to private events may accrue additional fees as well depending on scope of event

Private events may not be publicized in any way including on social media, flyers, and other methods of public invitation.


Reservations and Application Process

All room rentals and events requiring use of TLC facilities must be scheduled using the TLC Rental Application Form. Once availability of all spaces and rates have been determined, the requestor will be contacted by an TLC administrator.


Requested reservations will remain tentative until all necessary forms and fees are received and signed. If the fees and forms are not received in a timely manner, the reservation may be changed or canceled. Once payment has been received and all requirements have been

met, including the certificate of liability insurance as required, then the event will be officially scheduled.


Begin by completing the following application form and gathering all necessary documentation. After TLC receives your application and all supporting documentation we will evaluate and follow up with you.


Please reach out with any questions. Send completed application and supporting documents to alicia@thelearningcouncil.org 


We request digital copies of all documents for our records.


Cancellation Policy

Upon signing of the Rental Agreement, renter is obliged to give TLC 48 hour notice of cancellation in order for full refund of rental fees and security deposit. 


Required Documents


Completed Application Form

Signed Rental Agreement

Upon Request of The Learning Council: One Day Certificate of Insurance listing The Learning Council as additionally insured


Organizations and individuals may be required to provide a certificate of insurance covering their activities with a general liability policy covering $300,000 damage to rented premises, $1,000,000 per occurrence and $2,000,000 in general aggregate. The Learning Council must be named as additionally insured and endorsed on your policy, located at 138 Grand Ave, Paonia CO 81428.


Upon Request of The Learning Council: Security deposit