Private Use of Community Resources Agreement |
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In general, the resources that we hold in common are free for all members, their families, and their guests to use at no cost other than their regular monthly assessments. The right to use community resources comes with the explicit responsibility to take good care of those resources and leave them in good condition when the member is finished with them.
All non-members using community resources must be the guest of a member sponsor or team sponsor. An example of when a team may act as a sponsor would be a community open house sponsored by the Membership team with many guests not specifically invited by any one member. The sponsor is responsible for their guests’ use, including scheduling, ensuring that approval is obtained, notifying the community and resolving concerns, compensation, clean up, and fixing any damage.
There are some situations in which the use of community resources is not free and requires some kind of compensation to the community. The situation categories are not mutually exclusive so there may be some overlap. This agreement defines compensation parameters. Teams come up with the specific compensations based on those parameters. Even when compensation is not specifically recommended, donations are always welcome!
There are two types of compensation: fees and suggested donations. Fees are to be paid for a specific amount. Suggested donations are more flexible and payment may vary depending on various factors. Teams determine which type of compensation they feel is more appropriate for each use.
See our Private Use of Community Resources Compensation Guidelines.
Teams have the authority to administer this agreement for their areas of responsibility. That is, they set compensation using the parameters detailed below, grant approval for use, and generally oversee activity within their areas of responsibility. A team may grant general approval for repetitive types of private use of community resources (e.g., classes in the common house), but would typically grant specific approval if it’s some new type of private use of a community resource (e.g., raising turkeys in the greenhouse). Approval is based on the impacts of the use to the community. In all cases, the team retains the right to rescind approval of a previously approved use. Consistent with the Teams agreement, teams are encouraged to bring decisions to the whole community if they think a better decision would result.
Long Term Dedicated Use
Definition: A use is considered long term if it lasts for more than a month. A use is considered dedicated if other uses can no longer readily happen in that space.
Examples: Community garden, barn, bonfire pit, children’s play areas, volleyball court, private office in the common house, keeping animals in the pasture.
Approval: From the appropriate team.
Compensation: The community generally pays for long term dedicated use if almost all members derive benefit from it. When the community as a whole chooses not to pay for some long term dedicated use of a resource, some type of compensation is to be worked out between the team and the users. In such cases, capital improvements (structures, fences, etc.) must be approved by the team and are generally paid for by the users. If the users choose to form a group (volleyball group, llama group, etc.), the group can create its own rules for usage, fees, etc.
Compensation covers the cost of the resource use, but is heavily dependent on various benefits that the community might derive from the resource use. For example, there may be no compensation required of a volleyball group for the use of land for a volleyball court if the volleyball group installs the court and makes it available for community use.
Commercial Use
Definition: The use of community resources in a private business. Non-profit organizations are not considered to be commercial.
Examples: Making wreathes or wood products in the workshop for sale, growing produce in the community garden to sell at the Farmers Market, teaching yoga classes in the common house.
Approval: From the appropriate team. Additionally, commercial users are required to review their proposed commercial use of community resources with the insurance person on the Finance team to ensure that all insurance issues addressed in our Insurance FAQ document are understood and followed.
Compensation: If the beneficiaries of the use (e.g., students in yoga class) are mostly members, no compensation is required, but donations are welcome. This applies whether the person making the profit is a member or a non-member.
If the beneficiaries of the use are mostly non-members, the compensation covers at least the direct and overhead costs incurred, may provide for facility upgrades and improvements, and may also take into account what would be charged elsewhere for a comparable use (e.g., meeting room rental). In general, if more beneficiaries are members, the compensation is lower and if more beneficiaries are non-members, the compensation is higher. Additionally, the compensation is less if the person making the profit is a member and more if they are a non-member.
Consumptive Use
Definition: Situations where a measurable resource is used for someone’s direct benefit.
Examples: Meal in the common house, load of laundry in the common house, night in a common house guest room.
Approval: From the appropriate team.
Compensation: Covers the direct costs incurred and some of the overhead. Compensation for non-members is generally higher than for members, may provide for facility upgrades and improvements, and may also take into account what would be charged elsewhere for a comparable use (e.g., restaurant meal, hotel room, etc.).
Communication
If, after consulting with the appropriate team, it appears that a planned private use of community resources might have a significant impact on the community, the user/sponsor notifies the community, allowing sufficient time for community response and resolution of concerns. If the amount of impact is not clear, it is generally better to over-communicate. The user/sponsor works to resolve concerns. Ultimate approval authority lies with the appropriate team.
For uses that are repetitive, the user/sponsor periodically solicits feedback on impacts.
Teams are to provide users/sponsors with use guidelines, which would include expectations for scheduling, notification, appropriate uses, clean up, and compensation.
The Finance team is to make available detailed records of use compensation and the spending of those funds.
All non-members using community resources must be the guest of a member sponsor or team sponsor. An example of when a team may act as a sponsor would be a community open house sponsored by the Membership team with many guests not specifically invited by any one member. The sponsor is responsible for their guests’ use, including scheduling, ensuring that approval is obtained, notifying the community and resolving concerns, compensation, clean up, and fixing any damage.
There are some situations in which the use of community resources is not free and requires some kind of compensation to the community. The situation categories are not mutually exclusive so there may be some overlap. This agreement defines compensation parameters. Teams come up with the specific compensations based on those parameters. Even when compensation is not specifically recommended, donations are always welcome!
There are two types of compensation: fees and suggested donations. Fees are to be paid for a specific amount. Suggested donations are more flexible and payment may vary depending on various factors. Teams determine which type of compensation they feel is more appropriate for each use.
See our Private Use of Community Resources Compensation Guidelines.
Teams have the authority to administer this agreement for their areas of responsibility. That is, they set compensation using the parameters detailed below, grant approval for use, and generally oversee activity within their areas of responsibility. A team may grant general approval for repetitive types of private use of community resources (e.g., classes in the common house), but would typically grant specific approval if it’s some new type of private use of a community resource (e.g., raising turkeys in the greenhouse). Approval is based on the impacts of the use to the community. In all cases, the team retains the right to rescind approval of a previously approved use. Consistent with the Teams agreement, teams are encouraged to bring decisions to the whole community if they think a better decision would result.
Long Term Dedicated Use
Definition: A use is considered long term if it lasts for more than a month. A use is considered dedicated if other uses can no longer readily happen in that space.
Examples: Community garden, barn, bonfire pit, children’s play areas, volleyball court, private office in the common house, keeping animals in the pasture.
Approval: From the appropriate team.
Compensation: The community generally pays for long term dedicated use if almost all members derive benefit from it. When the community as a whole chooses not to pay for some long term dedicated use of a resource, some type of compensation is to be worked out between the team and the users. In such cases, capital improvements (structures, fences, etc.) must be approved by the team and are generally paid for by the users. If the users choose to form a group (volleyball group, llama group, etc.), the group can create its own rules for usage, fees, etc.
Compensation covers the cost of the resource use, but is heavily dependent on various benefits that the community might derive from the resource use. For example, there may be no compensation required of a volleyball group for the use of land for a volleyball court if the volleyball group installs the court and makes it available for community use.
Commercial Use
Definition: The use of community resources in a private business. Non-profit organizations are not considered to be commercial.
Examples: Making wreathes or wood products in the workshop for sale, growing produce in the community garden to sell at the Farmers Market, teaching yoga classes in the common house.
Approval: From the appropriate team. Additionally, commercial users are required to review their proposed commercial use of community resources with the insurance person on the Finance team to ensure that all insurance issues addressed in our Insurance FAQ document are understood and followed.
Compensation: If the beneficiaries of the use (e.g., students in yoga class) are mostly members, no compensation is required, but donations are welcome. This applies whether the person making the profit is a member or a non-member.
If the beneficiaries of the use are mostly non-members, the compensation covers at least the direct and overhead costs incurred, may provide for facility upgrades and improvements, and may also take into account what would be charged elsewhere for a comparable use (e.g., meeting room rental). In general, if more beneficiaries are members, the compensation is lower and if more beneficiaries are non-members, the compensation is higher. Additionally, the compensation is less if the person making the profit is a member and more if they are a non-member.
Consumptive Use
Definition: Situations where a measurable resource is used for someone’s direct benefit.
Examples: Meal in the common house, load of laundry in the common house, night in a common house guest room.
Approval: From the appropriate team.
Compensation: Covers the direct costs incurred and some of the overhead. Compensation for non-members is generally higher than for members, may provide for facility upgrades and improvements, and may also take into account what would be charged elsewhere for a comparable use (e.g., restaurant meal, hotel room, etc.).
Communication
If, after consulting with the appropriate team, it appears that a planned private use of community resources might have a significant impact on the community, the user/sponsor notifies the community, allowing sufficient time for community response and resolution of concerns. If the amount of impact is not clear, it is generally better to over-communicate. The user/sponsor works to resolve concerns. Ultimate approval authority lies with the appropriate team.
For uses that are repetitive, the user/sponsor periodically solicits feedback on impacts.
Teams are to provide users/sponsors with use guidelines, which would include expectations for scheduling, notification, appropriate uses, clean up, and compensation.
The Finance team is to make available detailed records of use compensation and the spending of those funds.
Revised 07/11/20