CLOSED: This discussion has concluded.
For the final piece of the LARP Review, the Parks and Recreation
Department is seeking community feedback on the main portions of the
contract that all LAAP participants and PARD will sign. Addendum C (part 1) Article 1: Scheduling Procedures, Article 2: Workshops & Classroom Procedures
of the contract is copied below. Comments must be submitted by Thursday, June 27, 2019
You can all review a PDF of Addenda A, B, and C by clicking here.
Roles and Responsibilities:
PARD staff will provide to the Partner
the calendar of availability for the upcoming LAAP term once Partner is
selected to be a part of the Latino Artist Access Program. PARD will provide
access to the calendar in order of the Partner ranking based on the application
scores. PARD staff will provide Partners with the Room Reservation Request
Forms (Attachment B) within 60 days of Partner selection. Forms are due to PARD
within 30 days after they are provided. Partners are to submit a completed Room
Reservation Request Form for performances, load-in and load-out dates,
rehearsals, tech rehearsals (in the Room requested for performances) and
classes by the deadline provided by PARD staff. Room Reservation Forms will be
time stamped when received by PARD staff, reviewed and approved based on time
received and completeness of the Room Reservation form information.
PARD staff will review the Room
Reservation Forms that were completed and submitted by the stated deadline to
evaluate any conflicting requests. PARD staff will work to resolve any
conflicts at this time and may call Partners together in an attempt to
negotiate alternatives for the conflicts. If Partners, with conflicting
requests, cannot come to a resolution, PARD staff will honor the request of the
Partner whose form has the earliest submittal time stamp. PARD staff reserves
the right to make the final determination of the site’s programming schedule.
PARD staff will send Partners written confirmation of their reservations no
later than the first business day of March of any given year by 5pm. Once the
dates are set, Partners may not change their performance dates except in the
case a verifiable emergency Act of God or with the approval of the Site Manager.
It is recommended that cancellations or changes to a series of rehearsal dates
be made no later than three months in advance. PARD staff will attempt to
accommodate a newly requested series of dates pending availability of space and
staffing. If the requested Room is not available for the new date, PARD staff will
attempt to provide a suitable alternative on the Premises.
Cancellation of production dates that result in a cumulative loss of City
revenue of $2400 or more (for the potential rental of the space for the
reserved time at the current rate in the COA fee schedule Attachment ) will
result in termination of this agreement.
While “double-booking” is a rare
occurrence, the PARD Site may be petitioned for the loss of Partner revenue
incurred as a result of an error in booking.
Partner’s Roles and Responsibilities
A Partner is allowed no more than six room
reservation cancellations for rehearsals,
classes, meetings or other preparations per the City’s fiscal year. A
Partner must notify PARD staff by email of a room reservation cancellation no later
than 48 hours before the time the room was scheduled for use and before 3pm on
Fridays prior to an event schedule for the following Saturday, Sunday and
A Partner cancelling classes for the
public must provide the class members and patrons with the cancellation
notification no later than 24 hours before the scheduled class or by 3pm on the
Friday prior to an event scheduled for the following Saturday, Sunday or Monday
(Excludes the event of death, illness or Act of God relating to the Principal
For rehearsal dates, it is recommended
that a Partner request ad hoc changes to their schedule in writing to reserve one
usage of a room no later than 48 hours in advance and by 3pm on Fridays before
the date of the first projected room use. This will provide the best chance of
success that staff can fulfill the request. If a Partner wishes to request a
“late booking”, it will be received no later than 24 hours in advance, and
prior to 3pm on a Friday. Requests received after 24 hour advance notice and
after 3pm on Fridays may not be honored. “Late bookings” may be filled pending
staff and space availability and Site Manager approval. “Late bookings” may be fulfilled
at an alternate site. There is a limit of ten (10) changes to rehearsals per
& CLASSES PROCEDURES
Partner’s Roles and Responsibilities:
will adhere to the Local Standards of Care (including staff to youth ratios) as
mandated by the City Council of the City of Austin (see Attachment G) when
providing educational programs to children. Inappropriate behavior with
children as defined by the Local Standards of Care will result in immediate termination from the LAAP.
Any abusive behavior that is legally required to be reported to local law
enforcement will be reported by PARD staff.
2.02 Partners shall offer an educational program
to the public of a value that is commensurate with the cost of using the
Premises for the Partner’s presentation as determined by the Site Manager. Partners may submit a Workshop/Class Proposal
Form (Attachment C) for facility use for workshops 3 months in advance of the
planned offering, the contents of which are subject to site manager approval. One
Workshop/Class Proposal Form must be completed for each requested workshop.
2.03 If the requested workshop will culminate in
a final production, Partner will follow the process as stipulated in this
2.04 Partner is responsible
for securing the services, at Partner’s sole expense, of qualified instructors,
as well as any other personnel needed to safely conduct each class or session.
Before offering or scheduling a class or event Partner acknowledges and agrees
that all instructors, including the Partner, if the Partner is an individual or
sole proprietorship, must successfully pass the City’s Criminal Background
Investigation (CBI). Partner warrants
that no person shall be permitted to
substitute for the original designated instructor until the proposed substitute
has also satisfied the requirement. Partner shall contact the PARD Contact for needed information about scheduling
2.05 All classes will be
supervised by the Partner or a qualified instructor. Partner shall ensure that students are not
left unsupervised at any time. If minors or
other vulnerable populations are permitted to attend a class, Partner shall ensure that parents
and authorized caregivers of participants are be invited and encouraged
to visit the program sites, and to observe the class, at any time on a drop-in
basis. Partner agrees that parents or caregivers do not need prior
approval or permission to observe a class or session. The
Partner will not permit any person to assist with a class or session without
prior written approval by PARD staff. Partner shall submit a roster of all
instructors with their CBI status when Attachment C, Residency Education Roster,
is submitted. Changes to roster
(including notification of completed CBI’s for all instructors) shall be
submitted prior to the first day of class.
2.06 It is highly recommended
that Partner provide qualified instructors with CPR training at the Partner’s
PARD’s Roles and Responsibilities:
PARD shall approve workshops and
classes provided to the public by the Partner within 30 working days of receipt
of the request.
2.08 PARD reserves the right to review and
approve curriculum, curriculum implementation and classroom conduct for the
purposes of maintaining the best, most appropriate and most consistent quality
of educational programming for the public. PARD reserves the right to observe
classes, and amend or cancel educational programming if the quality does not
meet PARD’s standards of instruction pursuant to the Youth Program Quality
Assessment (Attachment H).
PARD will refer all inquiries,
concerns, questions or complaints in written form to the Partner regarding
educational programming for resolution within 24 hours of receipt of the
Please provide your comments on Addendum C: Articles 1 and 2 below. If referring to a specific section, please identify that section (for example: "section 2.06").