HomeMy WebLinkAboutCAPEcenter_operational_guidelines_signed
CAPE CENTER PROGRAMS
OPERATIONAL GUIDELINES
CITY OF CAPE CANAVERAL
This Operational Policy is intended to provide clear, actionable guidelines and procedures that
govern the day-to-day cultural programs and activities at the CAPE (Cultural, Arts, Preservation +
Enrichment) Center. The Policy establishes a framework within which management can make
decisions, perform tasks, and interact with one another, related to providing cultural programs
and activities at the CAPE Center.
The City of Cape Canaveral may from time to time provide cultural programs at the CAPE Center,
a community center owned and operated by the City of Cape Canaveral. The CAPE Center serves
to connect the City with the community through history, arts and culture, foster community values,
and provide an interactive catalyst for individual growth and community unity. The City believes
that the provision of family-oriented, cultural programming is a beneficial service to the citizens
of the Cape Canaveral community.
The City may from time to time and at the City’s sole discretion invite members of the community
to become involved with the CAPE Center’s cultural offerings by assisting in the curation of art
exhibitions, serving as instructors for the Center’s arts and culture programs, providing
informational lectures on the City’s public or natural history, or providing similar artistic, cultural,
and educational programming and/or instruction. Additionally, the City may similarly commission
esteemed artists and instructors to assist with these family-oriented cultural endeavors.
Eligibility
The City may seek members of the community and esteemed artists and instructors to participate
in programming at the CAPE Center who possess qualifications including but not limited to
education or experience in fine arts, performing arts, literature, poetry, history, science,
archeology, or other artistic, historical, or scientific specializations.
Program Selection
The City may seek formal proposals – related to various programs, events and/or exhibits which
the City may elect to curate at the CAPE Center – from people interested in and qualified to
participate in such programming. For example, proposals are appropriate in instances when the
City wants to: (i) intentionally offer a competition; (ii) seek innovation and new ideas within certain
parameters provided by the City; (iii) ensure a certain level of quality and professionalism; (iv)
implement a complex or large scale project; (v) seek community engagement and support; (vi)
address budget considerations; and (vii) ensure compliance with funding or grant requirements.
The City may seek proposals from persons desiring to assist in curating an art exhibition, facilitate
an educational lecture, serve as an instructor for an arts class, or provide other similar educational
programming and/or instruction.
CAPE Center Programs – Operational Guidelines
City of Cape Canaveral
Page 1 of 4
The scope, nature, and theme of such proposals and the evaluation criteria therefore shall be
established by the City’s Parks Recreation + Community Affairs Department (“Department”) and
laid out in a formal Request for Proposals issued by the Department. The City Council and Culture
& Leisure Services Board from time to time may also provide guidance and input regarding
specific proposals. When solicited, Proposals will be submitted through a form approved by the
Department and may be submitted through the City’s website or by contacting the City of Cape
Canaveral Parks Recreation + Community Affairs Department.
Proposals will be evaluated by the City’s Parks Recreation + Community Affairs Department for
consistency with the City’s mission and goals for the CAPE Center based on the criteria set forth
in the Request for Proposal. Proposals which are consistent with these operational guidelines and
the mission and goals of the CAPE Center, as determined by the Department, will be referred to
the City’s Culture & Leisure Services Board (“Board”), should the City determine that it will be
proceeding with the requested programming and Request for Proposal. In accordance with
Section 54-28 of the City Code, the Board will advise the Department and make a recommendation
regarding the final selection of proposals submitted pursuant to a Request for Proposal. The City
Manager will make the final decision on the final selection based on the Department’s and Board’s
recommendation, unless otherwise required by the City Council.
When Requests for Proposals are not feasible, expedient, or necessary to maintain day-to-day
program offerings and activities for the community at the CAPE Center, the City may also, at its
discretion, elect to solicit instructors, lecturers, or other participants to curate programming and
activities at the CAPE Center without issuing a formal Request for Proposals. The Department shall
have final approval authority over all proposals for instruction, lectures, or other programming
which are not solicited pursuant to a formal Request for Proposals.
Agreements:
Persons who will be providing programming and whose proposals for programming are approved
in accordance with this Policy must enter into a formal Program Agreement, Instructor Agreement,
or similar with the City in a form provided and approved by the City. Entering into a formal
Agreement with the City shall be a condition precedent for participating in CAPE Center
programming. The form, terms, and conditions of this Agreement will depend upon the nature of
the proposed program and services being provided.
Additionally, persons providing the City with use of their work product may be required to enter
into additional licensing agreements with the City on a form provided and approved by the City.
Persons loaning artwork for display at the CAPE Center shall be required to complete a separate
Artwork Loan Agreement in a form provided and approved by the City. The City shall not assume
any responsibility for loss, damage, or theft of artwork or other tangible items related to
programming.
CAPE Center Programs – Operational Guidelines
City of Cape Canaveral
Page 2 of 4
Each program participant shall be required to sign a Policy Disclosure and Receipt as a condition
precedent to participating in City programming, such Disclosure and Receipt shall be on a form
approved by the Department.
Agreements must be approved and executed by the City Manager unless otherwise required by
the City Council.
Private Commercial Activities; Private Charitable Solicitations:
Private commercial activities such as the sale of merchandise, and private charitable activities such
as the solicitation of donations, at the CAPE Center are prohibited unless prior approval is granted
by the City Manager or City Council in writing. Once approval is granted, such activities will be
limited to a specific on-going program or activity at the CAPE Center.
Alcoholic Beverages:
The sale or service of alcoholic beverages at program events at the CAPE Center is prohibited
unless prior approval of the City Manager is obtained. If approval is obtained from the City
Manager, the sale of alcoholic beverages (beer and wine only) shall also require a state alcoholic
beverage permit. Any private person authorized to sell or serve alcoholic beverages (beer and
wine only) will be required to provide the City with a certificate of insurance for alcoholic
beverages naming the City as an additional named insured.
Program Compensation; Sponsorships:
Programming at the CAPE Center may be provided on a voluntary basis or for compensation. The
nature of the compensation for programming shall be determined on a case-by-case basis and
shall be outlined in the Agreement entered between the City and the program
instructor/lecturer/artist/etc.
Programming provided for compensation may be sponsored by the City, sponsored through
private sponsorships, or compensated directly through program fees. Private sponsorships will
require prior City approval. People providing City-sponsored or privately sponsored programs
may be required to complete a separate Sponsorship Agreement in addition to a Program
Agreement or Instructor Agreement. Compensation structures for particular programs and
sponsorships will be negotiated on a case-by-case basis as agreed to by all involved parties.
City Council Actions:
This Policy is subject to the direction and decisions of the City Council when applicable.
CAPE Center Programs – Operational Guidelines
City of Cape Canaveral
Page 3 of 4