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28/Nov/2018

Case Studies and Resources

Inquiry on Ask-the-NCN

Alan Ziter, NTC Foundation, 2/16/16
As you know the NTC Foundation was established by the City of San Diego to transform 26 abandoned yet historic Navy buildings into a new Arts District.

In advance of my arrival in 2004 there were a number of studies that were done that may be beneficial to know about for this building that is planned to be transformed in Baltimore:

· Research Models attachment – the marketing study to determine what was needed in the community;
Examples of over 25 sites across the US that involved repurposing vacant buildings for various uses.

· Building Use Analysis – June 2001 – what uses in the community could the building address

· Asbestos Survey and Lead Paint Survey – especially beneficial for older buildings

· Preliminary Cost Estimate to renovate the building – need to determine if there are requirements for paying “living wage” or “prevailing wage” if you are using government funds as that will increase construction costs by as much as 30%. Also, need to determine occupancy loads in the existing space and what the new Occupancy Loads are needed to be as it may require the installation of more exits, including stairways.

Hope this is helpful.

 

Thaddeus Squire, CultureWorks Greater Philadelphia
You may want to check in with Karen DiLossi of Partners for Sacred Places, copied here, as well as Jason Friedland of Iron Stone Strategic Capital Partners, two folks who have (or likely to have) case studies of the type you’re looking for.

 

Michelle Yawn, Winder Housing Authority, 2/16/16
We recently acquired a vacant middle school, which had been vacant for two years.

 

Brenda Wong, City of Edmonton, 2/16/16
Yes we are taking over a space which will be vacant in fall 2017 We are in the process of developing plans for that process.

 

Cheryl Spector, Spector Associates, 2/16/16
Our project, 910Arts was a transformation of blighted and vacant buildings, de-constructed to re-construct the mixed use facility we have now- 8 live-work lofts, 16 Studios, coffee shop/bistro and event venue/gallery, plus two non-profit galleries. Let me know what specific info would be helpful and I am happy to share it with you.
-Cheryl

 

Mike Gilbert, The Jones Center, 2/16/16
Katie, the CFN @ St. Mary’s was abandoned and boarded up. There was a demolition contract on the desk of the CEO of the Mercy Hospital system. They gifted the building to us. It is home to 38 orgs and has an economic impact exceeding 25 million dollars.

 

John Powers, 2/17/16
Third Street Center, Carbondale, CO

 

China Brotsky, 2/17/16
The Thoreau Center was created in an abandoned Army building and, contrary to popular report, is still definitely functioning as a shared space.

 

Reid Henry, cSpace Projects, 2/17/16
We are repurposing a vacant 100 year sandstone school in Calgary, Canada for a multi-disciplinary arts and community hub – we purchased the vacant 3 acre site in 2012 and are mid-way through construction. The project has a few interesting features:

  • Located in a rapidly changing, inner city neighbourhood
  • Historic rehabilitation of a 42,000 s.f. listed building into non-profit office/program and artist studio space
  • LEED Gold (pushing for LEED platinum) – solar, rainwater retention, high efficiency systems
  • New build wing including a studio theatre, co-working space and social spaces
  • New public park and arts-infused gathering places
  • Two private sector developer partners building flats and seniors active living residences

I can forward the business plan on to you if you are interested in the project.

 

Marian A. Williams – Zan W. Holmes, Jr., Community Outreach Center
We did a vacant elementary school in Dallas, TX.

 

Doug Vilsack, Posner Center/Horse Barn, 2/17/16
http://posnercenter.org/our-space/horse-barn-history/. –

 

Margie Zeidler, Urbanspace Property Group, 2/17/16
I would suggest Artscape Wychwood Barns here in Toronto. A project of Toronto Artscape.

 

Melissa Routley, Artscape
Several of Artscape’s Community Cultural Hubs are in formerly vacant or threatened properties – notably Artscape Wychwood Barns, Artscape Youngplace, Artscape Gibraltar Point and Artscape Distillery Studios. We have case studies of these properties and others in our portfolio at this link: http://artscapediy.org/Case-Studies.aspx

 

Dave Robinson, Fort Worden Public Development Authority, 2/18/16
Hi Katie,

We should also chime in here. The Fort Worden Public Development Authority (PDA) recently entered into a 50-year master lease to manage 90 acres (the Campus area) of a 432 acre State Park in rural western Washington (2 hour drive from Seattle). The Campus includes 73 historic buildings in a designated National Historic Landmark. There are 10 vacant buildings and several other buildings that are underutilized and in need of capital improvements—and ripe for housing new tenants. “Old buildings need new ideas” (Jane Jacobs).

Our mission is to manage the campus/conference center as a Lifelong Learning Center focused on arts, culture, recreational and educational uses. Within the campus there are 12 nonprofit partners—some with exclusive leases for buildings. We have over 400 beds for overnight visitors housed in a variety of overnight accommodations and 68,000 sq. feet of multi-purpose meeting rooms, two performance theaters, 500-seat dining hall, four museums, etc.

More information can be found on our website under About Fort Worden—look for plans and documents pertaining to the PDA.

 

Melanie Deas, Link Centre, 2/19/16
Link Centre was established in 2001 in a former church complex. I am happy to share any info you might find helpful.



26/Nov/2018

Topics Below:

Meeting Room Set-up


Meeting Room Set-up

 

Ask-NCN 6/1/2017

 

Christine McCormick, 2506 LLC
Our nonprofit center, Community Partners Center, is located in Colmar, PA, about 45 minutes from Philadelphia. We have a large conference room that is used daily for our tenants and nonprofits. Our current provider for meeting rooms setups is no longer available as of 7/1/17. The tables are heavy and require two people to set them up. The meeting room has configurations like U shaped, classroom, groups and others. We are looking for other providers and/or tables that are easier to set up. Any ideas?

 

Shelby Bradbury, Sierra Health Foundation

We have lightweight rolling/folding tables and stackable chairs for our meeting rooms. The orgs are responsible for setting their meetings and resetting the room (to a standard hollow square configuration). They are easy to move around and they look nice. The electrical outlet is rarely ever used.
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22/Nov/2018

Online Resource Center

NCN Webinar – All Access: Inclusive Design for Shared Spaces
NCN Webinar I Space for All: Inclusivity in Building Communities
Centre for Social Innovation’s Diversity, Inclusion and Anti-Discrimation Policy

Family Services Center of NY: Diversity, Equity and Inclusion Action Plan 2019-2020

Glasser-Schoenbaum Human Services Center’s Board Statement Supporting Diversity/Black Lives Matter – June 2020

Topics Below

Promoting Inclusive Shared Spaces

See also Values Statements


Promoting Inclusiveness

From an Ask-NCN Conversation, 2/2/16

 

Katie Edwards, Nonprofit Centers Network
Hi NCN members,

Diversity, equity and inclusion are hot topics in the nonprofit sector, and it’s come up in several of my recent conversations around shared space. How are we trying to promote these principles in our spaces and make them welcoming to people from all walks of life?

I’m looking for examples of initiatives in your centers that intentionally bring in more people from socially diverse groups to use your spaces. I’m also interested in efforts that haven’t been so successful. Why do you think they failed? What could we do better? What resources do you need to make this happen?
Thanks for your feedback!

 

Pam Mauk, Together Center, 2/3/16
In some areas we have some results. We have programs directed at different groups:

  • A “cultural navigator program” assists immigrants and others speaking Spanish and languages of India (and at a partner location Russian and Chinese).
  • A senior program run by Indian Association of Western Washington is off our lobby.
  • Our Advocate office by the lobby has a program for domestic violence survivors run by a major agency supporting the Spanish-speaking.
  • We will soon have a Muslim Cultural Resource Center (information, referral and counseling) one day per week in our advocate office.

The staff members of these organizations participate in our campus meetings and social events.

A group that was designed to address needs of immigrants and refugees (ERIC) has operated as a network and discussion group for a decade, and come up with some good solutions, such as the cultural navigator program. It is now working to get its own IRS nonprofit status: in the meantime Together Center is its legal sponsor. Once relaunched, it hopes to advise widely to businesses, government and nonprofts on the issues you mention. I mention them because the loosely organized group has some impact, but did not greatly impact local nonprofits. We are hoping that a group invested in the cultural competency mission might have greater impact on us and the community (ours is a very diverse community in the area of immigration and language: over 1/3 speak another language in the largest nearby city). A suggestion is then to bring in an organization in some capacity that has this expertise and mission.

 

Angela Baldrige, The Plantory, 2/3/16
We believe that the best way to invite diversity in is to be diverse. So we intentionally build a diverse and inclusive community. We subsidize our membership with fundraising. When we realized prices were still too high for a lot of social justice activists, we began providing sponsorships for organizations that meet missing factors of diversity in our space, and then work with these orgs to connect them to opportunities to support their sustainability and continued use of our space. For example, we connect groups with free social media management, donors who sponsor their membership, and interns. We also have an advisory council that helps with our program development, and that group represents various factors of diversity including client bases served by our populations. We involve our members in developing programming. We have a values statement as part of our ethos, and it is shared with all members when they apply. We host panel discussions on controversial topics and feature people from various perspectives and micro and macro levels. And we facilitate regular community interactions that are fun to support the building of relationships. Our staff interacts intentionally with diverse community members in and outside of the center, taking walks, getting coffee, etc. to build the relationships that we believe make the difference in understanding each other. We also call on the experts in our center to advise us (we are home to groups that are experts and advocates in LGBTQ issues, violence, education, access for people with disabilities, and more). Their advice is invaluable in shaping our approaches. We have an anonymous feedback system in addition to open channels to encourage free feedback.

 

Philip, CommunityWise Center, 2/19/16
Hello (and sorry this is a bit of a ramble)

This is a really important topic/issue. CommunityWise is developing an equity framework taking into account multiple factors to determine everything from how much rent we charge to different groups, who has and needs access to the space (and why), and to address barriers to participation from members in the governance of the centre. The last bit kind of sounds like the classic “why don’t they come to my meeting/event” when really CommunityWise needs to be better in tune or relevant to the needs of our very diverse members (some more than others). It’s a problem of the Non-profit Industrial complex as well. At this stage we want to be transparent with our members and ensure that thier contributions have an impact on these decisions and that it isn’t tokenization.

Through research focusing on our centre and from developmental evaluation of our own community development programs to members we are exploring ways in which to support specific groups and communities wich face systemic challenges, oppression, and limits to access to resources where other perhaps more mainstream or charitable organizations do not. It’s been really interesting at the board, committee, and community level to have these conversations over the last little while.

One way that we can do this is through developing a rental equity policy. Right now we are reframing our office rental costs for all of our tenant members. It has, in the past, been based almost entirely on the size of the space. What we find though is that it is not groups that would benifit the most from space that get it but rather well resourced groups that can use greater amounts of time and social capital or existing relationships with communitywise administration staff/board to persure vacant or more desirable space in our centre. This is a social problem broadly that may also appear in other non profit centres as well. We are working to now take into account additional things like relative access to funding, what the group uses the sapce for, levels of inclusivity within their own organizations, need etc. when determining cost of rent and access to vacant space in the centre. Not directly related to rent but in other forms of support and services we provide this has been something of an informal practice but now, with staff and board succession planning in mind, we want to solidify this in a tansparent manner.

With Equity in mind are there things that others have tried or policies applied when deciding who gets space and how much they pay for it?

 

Alan Ziter, NTC Foundation, 2/19/16
I appreciate your inquiry and I hope this information will be helpful.

1. NTC Foundation has stewardship over 26 historic buildings. We renovate them and then lease them out to a range of nonprofit, for profit and sole proprietor tenants.

2. With regards to leasing:
a. First off, lease rates are established based on 1) how much money we need to collect to financially operate the buildings and have a maintenance reserve and
pay debt service. The rates are aligned with the current market for similar space.
b. Generally we have a nonprofit rate, and a commercial rate. Rates may vary based on the size of the lease space, just as in the commercial real estate market.
c. There are many groups – that are nonprofit and commercial – that we wish to have in the ARTS DISTRICT, however they cannot pay the rent that we must
charge to stay viable.
i. For those groups, we provide a Rental Subsidy from grant funds we have secured that will allow them to be in residence for the first two years at a subsidized rental rate, in the hopes their being here will help them to grow their earned income or better engage their donors. Of course there are some groups that we continue to subsidize with annual rental grant
ii. The lease is structured to show the “regular lease rate” we would normally charge, but allow for a “rental grant” rate from which they pay.
iii. This is a win-win because the NTC Foundation will then ‘pay itself’ from the grant funds for the differential.
iv. Each year we ‘grant out’ over $300,000 in rental subsidies, but we are a much more diverse and successful Arts District by doing this….and our building stay well maintained and secure and 100% occupied!




22/Nov/2018

Online Resource Center

An Introduction to LEED
Critical Considerations for Designing Today’s Interior Spaces (Dovetail DCI)
Working With Your Architect (Chicago Community Loan)
NCN Webinar I Better Build Outs: Managing Tenant Improvement
Serve Denton’s Floor Plan

 

Topics Below:

Shared Space Design Advice
Percentage of Space Used for Conference Rooms and Collaboration Spaces
Innovative Use for Open Space (Communal Dining)

 

See also:

Architects
Costs for Redesign Drawings
Inclusive Shared Spaces
Signage
Vacant Buildings Repurposed
Virtual Tours of Shared Space

 


Shared Space Design Advice

From Ask-NCN Conversation 5/24/2017

 

Lara Jakubowski, The Nonprofit Centers Network
We were asked to pass on the following question from an NCN member:
We are in the planning stages for a 35,000 shared space for 12 human services agencies in a 110,000 square foot building. We are looking for design tips since our architects don’t have extensive experience working on projects like this. What are the best design features you incorporated in your shared space project? What mistakes did you make in your design?

 

Mary Jo Shircliffe, Foundation for a Healthy Kentucky
Storage space!

 

Shelby Bradbury, Sierra Health Foundation
Being thoughtful of parking for tenants and guests.

 

Misha Palin, The Lab
1) storage space is definitely on my list too. (if you’re doing an event space think about where you’ll put chairs, etc. Also, we didn’t put storage in the offices, so all our offices have to bring cabinets if they want to store anything.
2) security, where are there going to be security holes in your design?
3) trash…we put in 3 trash draws in our kitchens and they work well.
4) dishwasher so the kitchen doesn’t get piles of dishes.
5) IT thoughtfulness: Laying in the highest capacity internet cables…spending the extra money as the technology becomes outdated so quickly. How will your entire building get good wifi coverage…make sure the wiring gets thought through early
6) sound bleed. Don’t skimp on insulation and how your tenants will be affected by sound. Sound travels through ceilings as well.
7) our office walls have 1 glass wall each…it creates a fishbowl effect. I think it helps with keeping people from hiding out…but it’s also not the most comfortable…not sure how to resolve that. I think partial window decals or curtains could be a good compromise.
8) figure out how much you need to make in order to cover your expenses. NCN has suggestions about how much common space you should have vs rentable space. Just remember, common space won’t be making you money but will be an amenity and may be rented for events. Don’t get yourself into a bad place where you make awesome common space that looks great but are losing money on your office overall.

 

Pam Mauk, Together Center
We have supports at what we call our Front Door (at our three building strip mall), which include touchscreen map, telephones, offices for our information and referral, an advocate office and a cultural navigator office. We created these out of other spaces over time, but you might think of the type of help you will want at the entry while you are planning.

 

Kim Sarnecki, Tides
Make your space as flexible as possible. Walls that retract, furnishings on wheels. You will appreciate the ability to be able to adjust spaces as needed.

 

Charlene Altenhain, Glasser Schoenbaum Human Services Center
Our center was built in 1990 and we are constantly wishing storage was included in the design. Storage for us and our tenants. Be cognizant of parking if you offer conference rooms. We have enough parking spaces for our tenants and their day-to-day clients. However, tenants will frequently hold meetings in our conference rooms, sometimes with up to 50 people and then parking definitely becomes an issue. Stations and dumpster for recycling is also important.

 

Mike Gilbert, The Jones Trust
Before you begin to work with the design team, you might want to host a partners meeting and discuss workflows as community where you can identify the natural collaborative work that will evolve and try to position the layout where all organizations have opportunity to maximize these collaborative efforts. Consider a large open front lobby with lots of natural light where people can gather for small evening receptions, etc. It is good for meeting rooms to open to the lobby if possible. Think about lots of glass and think about a centralized workroom and breakroom that helps stimulate conversation among building partners. Storage is necessary, but is it as valuable as program space? Are there other opportunities for storage solutions? Try to keep everything as flexible and modular where possible.

Considering your long term operating expenses and make lighting, heating & cooling choices based on life cycle costs so that you capitalize your energy conservation choices and enjoy the benefits with efficient operating expenses over time. LED lighting and daylight harvesting are good investments as well as occupancy sensors. Think of how you will manage the heat and air controls in the space. (It is easy to have the building fight itself if there are too many controllable thermostats).

Think of how you can activate the building and grounds for a pop up event for community building.

 

Michele Vandentillaart, The Link
I have to ditto Charlene’s comments, parking, storage, staff space and their storage needs, event supply storage are all very important as well as janitorial/maintenance space with slop sinks.

 

Valerie Hill, Center for Social Change
Our members have two favorite space features- our kitchen and our meditation room.
Our meditation room is a small space open to members all day but we also have guided meditations once a week as well as offer free 15min wellness sessions (massage, reiki, acupuncture, etc) once a month on a first come first serve basis.Our kitchen has a microwave, stove/oven, toaster oven, blender, juicer, etc and our members love to use it. If you do this, make sure you have windows or some sort of ventilation. A dishwasher is absolutely a smart move, we wish we had made! We have recently started composting and if there is an easy way for you to integrate that into your kitchen, I highly recommend it. It is also nice if possible to place your kitchen near natural light if you want to have a small herb garden.

Another popular feature is our home-made phone booth, it was a closet that we turned into a private area with sound proofing and a glass door.

I highly recommend looking into the best lighting because we have florescent lights throughout our building that nobody likes- there are studies about it triggering migraines and other issues. We end up turning off most of the lights and relying on lamps and window light for a more homey feel. My co-worker recommends LED lights and specifically color-changing LED lights in spaces where you may have frequent events. No need to hire a lighting company for an event, when it’s already built in!

 


Percentage of Space Used for Conference Rooms and Collaboration Spaces

Ask-NCN 4/25/2017

 

Debbie Shoemaker, Community Foundation for Southern Arizona
I am looking to see what existing nonprofit centers planned for conference room space? We are a nonprofit community foundation. We have bought a building and are now in the design process. Our community spaces will be in an area of around 8,000 square feet. We will have a large conference room, a co-lab space, a kitchen and some lounge areas. Does anyone have any experience on what percentage of that 8,000 sq ft should be conference room?

 

Mark Krider, Carroll Nonprofit Center
We have a 40,000 sq. ft. building with 24 nonprofits, we have just over 3000 sq. ft. of conference room space that can be divided equally into 3 rooms via portable walls, and it still not enough. I think the question is how large is your large conference room you already have, and what will it accommodate, a lot of board meeting we host can be anywhere from 12-20 people, we also have it where we can change the room to classroom style to host trainings up to 24 people. Or open all three rooms to host a conference, or a very large training, as many as 80 people. So its really what you are comfortable space wise on given up and what you are planning on hosting. I will say outside nonprofits do use our conference rooms so they are continuously being used. Remember a lot of meetings like to have some sort of food or drinks so have space allocated for that. I like to use the 40 sq. ft. per person for conference room space.

 

Angela Baldridge, The Plantory

We have about 15000 square feet, and we have 11 conference rooms. This is enough, but we sometimes convert one of our flexible spaces for events too. We stay pretty busy, with over 1000 people using them every month (and we’re in a pretty small market). We surveyed our members and the nonprofit community before building to get a sense of how much space to allocate and what it should be like; we have a large conference room that seats 80ish, a board room, two more board-size rooms, a yoga studio, and then 5 smaller (2-4 person) rooms. Then we also have an open coworking area that can be rented out along with our gallery. We have reservations every day at least, and our members get 10 hours of conference time included per desk so they also use the rooms regularly.


Innovative Use for Open Space (Communal Dining)

Ask-NCN 12.12.17

 

Kelsey Collier-Wise, United Way of Vermillion
We’re in the process of designing our center and would love some feedback/examples. One of the things that will be housed in our space is a once-a-week community meal that will require a large communal dining space. The rest of the week, we’d like to look at ways to partition or rearrange the space for other uses. If you have a large open space that you use in interesting or innovative ways or know of similar examples, please share!

 

Carlie Kuban, Serve Denton
Here is the floor plan for our shared space, the Serve Denton Center. We are located in Denton, TX. We have different options for shared space – large conference room, classroom, cafe area, and individual counseling rooms that can be booked. We add a monthly charge for agencies in the building to use the shared spaces, and then offer it as a one time fee for any other organizations that want to book these spaces. We’ve discussed using the conference room space for additional desks for our “hot desk” users throughout the week, depending on the need. We plan to use the conference room for educational seminars, social service group lunches, fundraisers, collaboration workshops, and more.

 

Diane Kaplan Vinokur, University of Michigan (Retired)
You may want to check out the Posner Center for International Development in Denver. They have a lunch space that is also used for community assemblies, presentations, etc.




Kitchens #communitykitchens #sharedkitchen #kitchenpartnerships

Topics Below

Shared Kitchen Etiquette

Repurposing Kitchen Query

How To Be a Shared Kitchen Pro – from The Alliance Center

Fork Forage – from The Alliance Center

See also:

Behavior Modifications – Doing the Dishes


Shared Kitchen Etiquette

From an Ask-NCN Discussion

Katie Edwards, Nonprofit Centers Network, 9/8/14
I was recently asked by a group who has recently reopened their space about best practices for shared kitchens. This is one of the biggest complaints I’ve heard about nonprofit centers, so I’d like to hear what your pain points are and what you’ve done to try to solve them. Do you rotate kitchen clean up duty among your partners? Post rules and deadlines? Give out rewards when someone unloads the dishwasher?
How have you tackled the issue of sharing a kitchen?

Ardi Korver, Region V Systems, 9/8/14
Eight agencies share the space; appx. 100 individuals are in the building. Our agency rents the building and sub-leases to the building partners. Two people/week are assigned ‘kitchen duty.’ Instructions on what they do is listed below…so maybe twice a year, each person is responsible for the weekly cleaning, i.e., dishwasher, frig, cleaning tables, etc. It works really well…and everyone helps out.

As part of our ‘Building Partner Manual’ the following is listed under a heading, “What is available to me as a building partner?”
C. Kitchen/Break Rooms
For your convenience, there is a kitchen/break room on the main-level and in the lower-level. Feel free to use the refrigerator, microwave, dishes, glasses, and silverware as well as pitchers of water and coffee for your meetings; however, please rinse and place all dirty dishes in the dishwasher when finished, and hand wash pitchers and return to the break room. The main-level kitchen/break room has a coffee machine and water cooler; the lower-level kitchen/break room has a coffee machine, water cooler, and a hot water dispenser. Please make a new pot of coffee when low or empty and replace the water bottle on the water cooler when empty.

Region V Systems strives to provide an environment that is welcoming and communal, but also respectful of all individuals. We encourage everyone to hold themselves to the following guidelines to promote such an environment:
Label the Food; Follow the Label
Whenever possible, put your name on your food or label it as “Free Food,” if it is open for others to take. If you have purchased items for a specific event, please label them clearly with the name and date of the event.
Participate in Potlucks and Other Events
For group events, participate and contribute what you are able. Participate to the level that you are comfortable. Remember, your participation is voluntary.
Share Food Gifts and Leftovers
Gifts of food to Region V Systems (i.e., from vendors) or substantial leftovers from meetings should be placed in the break room and notification sent via e-mail to Region V Systems staff and building partners that it is available. Remainders should be labeled “Free Food” and stored appropriately. Condiments not labeled with an individual or event name are for use by anyone but should not be taken home.
Consider Event Placement
When hosting an event that is not open to everyone in the building, you are encouraged to reserve a conference room and not use common space (i.e., break room). Also, be mindful to send notifications to those invited (i.e., no overhead announcement)
.Keep It Clean
When hosting an event, you (or your team) are responsible for clean up afterwards. If you are participating in an event, such as a potluck, you are welcome to help clean up as well. In addition to cleaning up after ourselves, we have a schedule on a rotating basis to do basic cleaning of the kitchen/break room areas. Schedules are posted in the kitchen/break rooms with a list of duties and an e-mail reminder is sent to you at the start of your scheduled cleaning week. If the dates you are scheduled for kitchen duty do not work for you, it is your responsibility to find someone to trade with you.

What does the staff cleaning crew do:
Daily
Start and empty dishwasher.
Wipe and straighten up tables.
When needed
Recycle newspaper (main level); take to recycle room (room #158) or place in recycle box located in kitchen/break room.
Replace paper towels (new paper towels can be found in the fiscal area, see Danielle Belina).
Set out plastic ware for people to take home.
Fridays
Clean microwaves.
Clean out refrigerator.
Clean sink and counter top.
Take home dishtowels/dishcloths to launder.

Christina Crawley, OpenGov Hub, 9/9/14
At the OpenGov Hub in Washington, DC, we also appreciate the kitchen tidiness issue. Because no amount of rules seem to trump (sometimes strange) human habit, we've opted to remain extremely light on kitchen rules and supplies. We no longer supply dishes, cups or cutlery because of the reality that dirty things are left on counters. Tenants are welcome to use recyclable coffee cups and cutlery, but any real dishes/cups/cutlery are their own responsibility. If tenants wish to bring their own dishes/cups/cutlery (and many do), they are welcome to use/store/clean them in the kitchen; however, if they are left dirty anywhere in the hub, they are simply thrown away
.It seems a bit harsh, but the community agrees that cleaning is always an issue and therefore accept the warning/responsibility regarding their own kitchenware property.
Also, we do a fridge purge (we have 4 large fridges) once every 2 weeks. Tenants are given a week's warning and only unopened drinks are allowed to stay.
Hope that's helpful!

Maureen Moloughney, Heartwood House, 9/10/16
Thanks so much for your feedback on community kitchen cleanliness as we've just tightened the conditions for our kitchen as well. One of the significant changes is to limit the use of the dishwasher to community events only, rather than daily use for lunch dishes and coffee cups. These can simply be washed, dried by hand and immediately put away. Our hydro bill has reduced by a few hundred dollars per month with this simple change. We no longer permit participants from programs to go into the kitchen without a staff person and we keep the kitchen door closed. We also lock the kitchen after 4p.m. leaving members the option to access the kitchen with their key, if needed. These changes have stepped up the attention to the cleanliness of the kitchen and the efficient use of it. Everyone also knows that our reception staff keep a close eye on the kitchen throughout the day. They know who accesses the kitchen and they are on it if they find the kitchen in poor condition. We also remove unmarked items from the fridge every second Friday. If someone wants an item to stay means he/she will put his/her name on the item.

Kitchens at home and kitchens at work…..leave no room for the messy ones to just walk away and leave the cleanup to someone else!

Tom Olivas, Girl Scouts Orange County, 9/10/14
After working through a complete list of different options, we have put similar procedures to Moe’s and Christina’s in place. The dishwasher is restricted for special events, refrigerators are cleaned out every two weeks and our contracted custodian cleans the counters, tables and appliances four nights a week. This process has worked out well and eliminated a lot of frustration.


Repurposing Kitchen Query

From an Ask-NCN Discussion

Mike Gilbert, The Jones Center, 3/1/16
One of our Centers is in a former hospital. The kitchen has been used by the Community College Culinary program for the last six years and they have outgrown the space and are moving. I am looking to begin using the kitchen as shared space and need resources to research in order to develop my business plan for the space. The materials I think I need are for guidance on programming, marketing and natural partnerships. I also need the things I do not know that I need, if anyone knows what that might be!

Annette Paiement, Cotton Club Coworking & Project Space, 3/1/16
There is a space called the Kitchen Collective in Hamilton, Ontario which might prove to be a good resource. There is also another space called Roux Commissary.
http://www.thekitchencollective.ca
http://rouxcommissary.com/what-we-do/

Margie Zeidler, Urbanspace Property Group, 3/1/16
And here’s a super article about kitchen incubators in NYC
Some for-profit, some not-for-profit.
http://www.nytimes.com/2015/12/20/nyregion/at-incubators-chefs-aim-to-turn-recipes-into-big-businesses.html?_r=4


"How to be a Shared Kitchen Pro" from The Alliance Center

Allison Reser, Tenant & Visitor Coordinator of The Alliance Center, emailed this to the tenants:

  1. Wash, dry and put away your dishes. Bonus points if you do someone else's dishes.
    • Next time you go to wash your dishes, go ahead and put away the dishes that are dry and wash all the dirty ones. If we all get in the habit of this, someone will return the favor.
  2. Put your name on EVERYTHING.
    • Find yourself a sharpie, and label all of your tupperware or any other personal belongings you might bring into the office. Otherwise, chances are that it will disappear into the abyss.
    • Don't forget labeling things in the freezer!
  3. Return communal dishes to their proper place.
    • The Alliance Center supplies forks, spoons, knives, plates, bowls, cups and mugs for you to use. There are be 6-8 of each item in the kitchenettes on the upper floors, and the remainder belong in the first floor kitchen. you don't ave to bring one up! Dishes and silverware tend to migrate up when you make your lunch on the first floor and eat it upstairs.
    • Please return Serendipity mugs to Serendipity.
    • Do not take communal dishes/silverware home!
  4. Share and eat leftovers. (We are already great at this!)
    • On the first floor, any food/beverage that's on the community shelf in the fridge or left out on the silver tables is up for grabs. Please put the date and allergy information on leftovers you intend to share. And if you're hungry, check here before you buy something!
    • What is the community shelf, you ask? It is the top two shelves in one of the refrigerators on the first floor. It is marked with orange tape!
  5. If you make a mess in the microwave…
    • …clean the mess in the microwave!

Rewards for a clean kitchen:
Here's some of the things Alliance Staff will do to incentivize shared kitchen cleanliness:

  1. If you notice someone doing a lot of dishes, or doing any other random act of kindness, let us know! We will reward them!
  2. We will be adding labeling stations in the kitchens.
  3. In addition to monthly refrigerator clean-outs, we will do regular Tupperware purges, the first one starting yesterday. All unclaimed containers will be moved to the first floor and become communal. If you'd ever like to borrow tupperware, you may do so from the stash on the first floor.
  4. On April 18, you are invited to the Fork Forage. This is a catered lunch for tenants, but in order to enter, you must bring 10 forks (or other excess dishes on your floor) down to the first floor. More details to come! Reserve the time on your calendar.

=


=

Fork Forage @ The Alliance Center

(follow up to Allison's "How to Be a Shared Kitchen Pro")

Dear Tenants,

As part of my role here at The Alliance Center, I go around to the kitchenettes on each floor periodically to clean them up. Among things like putting out clean towels, washing dirty dishes, and refilling soap, I collect dishes that have migrated upstairs and bring them back down to the first floor. Here's what the cart typically looks like after I do this:
Kitchen Cart - Dish Forage.jpg

I need your help to maintain kitchen homeostasis!

Each kitchenette on the upper floors should have 6-8 of each communal kitchen item- small plates, large plates, bowls, FORKS, spoons, glasses and mugs. However, when you make your lunch on the first floor, eat it in your suite, and wash the dishes on your floor, you are essentially carrying kitchen items upstairs. Forks especially tend to collect on the upper floors. I'm asking for your help in bringing them back down, but I'm going to try to make it fun…

Fork Forage
Tuesday, April 18, 12-1pm
First Floor Event Space
The Fork Forage is a free, catered lunch for tenants, but you MUST bring down 5 or more forks (or other dishes in excess) from your floor's kitchenette down to the first floor to gain access to the meal! Here's how it will work:

  1. On your way down to the first floor, scan your floor's kitchenette for excess dishes. There should only be 6-8 small plates, large plates, bowls, FORKS, spoons, glasses and mugs.
  2. Grab at least 5 forks or other dishes in excess and bring them downstairs.
  3. Put the dishes away in the proper location on the first floor, and receive your meal ticket from Alliance staff.
  4. If the kitchenette on your floor already has the proper amount of small plates, large plates, bowls, FORKS, spoons, glasses and mugs (no more than 8 of each), then put away all dry dishes, wash all dirty dishes, and snap a picture (preferabbly a selfie) of your kitchenette in it's perfectly clean state. Show this picture to Alliance staff to receive your meal ticket.
  5. Enjoy your meal in the first floor event space with fellow tenants, and don't forget to wash your dishes and leave them on the first floor!

BONUS! Whoever finds the jewel fork (pictured below) and brings it to the first floor kitchen will receive a special prize.

Jewel Fork for Fork Forage.jpg
Add this event to your calendar

Finally, (thank you for reading this far through the email) if you have any favorite types of food or caterers, let me know! I'd like to support local, yummy restaurants for the Fork Forage if possible. Thank you!




15/Oct/2018

Topics Below

Gender-Neutral, Male/Female, Family Friendly
Restroom Safety & Security


Restrooms – Gender-Neutral, Male/Female, Family Friendly

 

From an Ask-NCN Discussion, 5/3/16

 

 

Dominic Lucchesi, The Brower Center, 5/3/16
With the recent events in North Carolina and elsewhere, the issue of providing gender neutral restrooms has come up recently in our space here at the Brower Center. Our building is fairly dynamic with members of the public, private event guests, and building tenants all sharing the building each day.
Each floor currently includes separate male/female restrooms.
I’m curious to know if anyone in the group has had any experience with transitioning to gender neutral bathrooms. Has the conversation come up in your space? How have you tried to balance the needs/beliefs of all building users?

 

 

Juliane Mayne, Arts Habitat Edmonton, 5/3/16

 

Doug Vilsack, Posner Center for International Development
We have gender-neutral restrooms downstairs at the Posner Center, mainly because we didn’t have enough space to have decently-large male/female restrooms on each floor. There are no urinals, only small rooms with locking doors. The restroom on the second floor was supposed to be gender-neutral as well, but a group of women in our building revolted about not having their own restroom when we opened and that was not a battle I wanted to fight! Our experience with our gender-neutral restroom has been positive, and most folks in our building are very used to it by now. That said, it does cause some stress for our many visitors from developing countries where unisex bathrooms are unheard of and not culturally appropriate.

 

Tonya Surman, Centre for Social Innovation
We only do ‘All Gender” Rest Rooms now… they are awesome… create amazing collaboration and connection, save space and are truly inclusive…a little word… we have had lots of politcal drama’s up here about the topic and have arrived at “All Gender” instead of Gender Neutral… cause actually, all genders are welcomeA key to the solution was the creation of a ‘super elite’ universal access rest room where people who use wheelchairs, need showers or prefer more privacy can still find it in the mix.
works like a charm.

 

Faisal Abid, The NonProfit Center of Boston
At the NonProfit Center of Boston, we have a male and female restroom on each floor. In an effort to be more inclusive, we built out a separate single occupancy/gender neutral restroom on one of our floors that is also fully ADA compliant. We added signs in each of our existing restrooms that notify visitors and tenants that there is another option if they are more comfortable.
We have had this now for about two years and have found that it is appreciated by tenants and visitors to our center alike. It’s also directly next to our mothering room and doubles as a changing station when needed. We’ve had no issues whatsoever with any of our tenants since they still have the option of using gender specific restrooms. Highly recommend having one available!

 

Dominic Lucchesi, David Brower Center
Here is a look at the signage that we placed outside all of our restrooms this morning:
Inline image 1
Inline image 1

I think there is some more work to be done, but hopefully this is a step in the right direction. Any feedback would be most appreciated!

 

Misha Palin, Citizen Engagement Laboratory
When we opened in March we were asked by one of our potential tenants what we could do to have more inclusive restrooms. As we were remodeling we spoke to the architects, general contractors, and building owners to see what would be our options. We have multiple stalls in each bathroom and we were not allowed to have all gender bathrooms according to building code.Our solution was to place a sign inside and out of each restroom and I offer keys to single use bathrooms on different floors for anyone who would feel more comfortable using single-use bathrooms.
Thank you for all the examples of signs and videos. They would have been helpful as we navigated this territory.Here are the resources I consulted:http://translaw.wpengine.com/issues/public-accomodations/peeing-in-peace
http://www.uua.org/lgbtq/welcoming/ways/bathrooms

Inline image 1
Inline image 1

 

Dustin Barrington, HNS Life Center
We are in a more conservative community, so no one has expressed much interest in gender neutral restrooms thus far.Assuming, however, that this could happen, we do have a “single use” restroom adjacent to the Men’s and Women’s restrooms that also has a changing table and is designated for Families. Our original intention was to serve parents of either gender who may need to change a diaper. By default, it is available for anyone that feels more comfortable not sharing a restroom regardless of their reason.This provides a useful hygiene option without requiring us to define a position.

 

Angela Baldridge, The Plantory
We have gendered (male/female) restrooms with individual stalls in them (no urinals) so people can have privacy but can use the restroom that best fits their identity, and we have a single unit restroom with a shower and changing table so that folks have another option if they don’t identify with the binary genders, or if they just want to use a single bathroom. Our staff intentionally uses the single unit one so that use of that bathroom isn’t some sort of signifier. We were required to have separate restrooms by code, but we are changing our signage soon to make them more inclusive as well.

Restroom Security & Safety

 

From Ask-NCN 2.23.18

 

Remy-Anne Viajar, Sobrato Family Foundation
We are interested to hear what other groups have done to address restroom safety, security and access at any of their centers/ buildings.
Due to an increasing amount of serious safety/ facility related issues (including tenant complaints) surrounding our restrooms, we are considering having all of our restrooms locked and requiring punch code to gain access.

To make things a bit more interesting, here are some of our fun facts about our building:

  • We operate a 2 story, multi-tenant (13) building, a little over 100,000 sq.ft
  • We only have 1 FTE onsite (M-F from 8am-5pm)
  • Within this building we operate a very busy conference center, that outside organizations also use.
  • On any given day, our Center hosts government and community leaders and our tenants’ clients, which include families, children, individuals with developmental disabilities, individuals in homelessness, and people struggling with mental illness.
  • We are also located adjacent to a tent camp for homeless individuals

We strive and want to keep our environment warm and welcoming to all, but unfortunately seem to have reached the tipping point where controlled access is now needed. Look forward to your feedback and welcome suggestions!

 

Judy Lind, Kukui Children’s Center
We operate a similar center in a similar neighborhood.
All of our restrooms are locked. Every employee has a key and we keep keys in the conference room.
That has worked well for us.
As for access, the front door is open from 7:30 to 5pm, 7 days a week. All tenant ED’s have a key which allows them access before and after those hours. There is a gate to the parking lot that automatically opens at 7:30 am(earlier on days the garbage company comes) and closes at 6:30 p.m. Anyone in the parking lot can still exit. There is a code which tenants have to operate the gate manually if they need to let someone in.
There is an intercom to each office by the front door. If someone needs to come in after normal operating hours, the person calls the program who comes to open the door. We don’t open it remotely because we want to see who is coming in.
We also have video cameras all around the building. When there have been incidents, the police can access the video which has happened several times. The recordings self erase every 30 days and can be accessed by our property manager.
Hope this helps.

 

Valerie Hill, Center for Social Change
We are dealing with the same tipping point….
We occupy about 3 floors of an 8 floor office building.All of our members have nearly 24/7 access to the space, so we needed solutions that are secure but not prohibitive to easy use of the space.

We installed cameras only facing entrances/exits as to intrude as little as possible. The blink cameras were bought off amazon and send video to a cloud when triggered by motion. We only have them set to record outside of staffed hours at this point. You can also purchase very cheap fake cameras with AA battery powered blinking lights to look real.

We have schlage locks from home depot with codes on our bathrooms and main doors. All of the bathrooms have the same simple code which is posted inside our space. I highly recommend this over physical keys as they were always getting lost, left in bathroom, etc.

For the main space entrance doors, I would not recommend the code solution we have, too easy for people to share. We are about to take the next leap to access control with Salto systems, built for co-working. Each person with have a key fob which we can deactivate easily if needed. Soon they will upgrade the system and people can use a phone app for entrance instead.

As far as guests, I am working on reusable guest lanyards that would list which org the person is visiting. Looking for other ideas!



15/Oct/2018

From an Ask-NCN Discussion, 5/11/16

 

Katie Edwards, The Nonprofit Centers Network
We’ve gotten a request for more information about how centers collect fees on late rent payments.

1. Can you share your clause from your lease or license about late fees?
2. How much do you charge? Is it a flat fee or a percentage of rent?

Please share any insight you have into this process!

 

Alan Ziter, The NTC Foundation
See the clause below from our Lease Agreement that outlines Late Fees for late rent payment. We encourage any Resident Group that may need to pay late to notify us in advance regarding the circumstances as we want to work with them to stay current. This is more for those that casually or habitually pay late without notification.

 

“Late Charge: With the exception of Real Property Taxes paid as Additional Rent which carries a higher late charge pursuant to Section 13, if any payment due hereunder is not received by the 5th day after the date the payment is due, a late charge in the amount of 5% of the payment amount shall be charged to, and payable by, Resident Group.”

 

Nada Zohdy, OpenGov Hub
Our rent is due from tenant members on the first of the month but we always offer a one week grace period of them to get payments in. After that time a late fee takes effect, which is always 10% of the total amount due.

 

This is the stock language in our licensing agreements:
“Licensee shall pay all fees to Licensor on April 1, 2016, and by the first of each month thereafter. Licensor will offer a one-week grace period each month to collect license fees. If Licensee fails to make any payment of the License Fee by the seventh day of each month (after the one week grace period ends), then Licensee shall pay Licensor a late charge of ten percent (10%) of the amount of such payment.”

 

Pam Mauk, Together Center
Our clause says the following, and I don’t think in 26 years we have used it, although we have mentioned it a time or two.

 

4.3 Late Charge. If any installment of rent is not paid within ten (10) days of the due date, a late charge of five percent (5%) of the rents owed with a minimum of fifty dollars ($50) shall be added as additional rent. In the event that any installment of rent or any late charge is not paid in full on or before the thirtieth (30th) day of the month, interest on the unpaid amounts shall begin to accrue at the rate of eight percent (8%) per annum until paid in full.



11/Oct/2018

Discussions Below

Room Booking Etiquette
Strategy for Misuse of Space
Behavior Modifications – Doing the Dishes
Paying the Rent On Time
Your Shared Values & Cleaning Expectations

See also:
Collaboration and Getting Along


 

Room Booking Etiquette

From an Ask-NCN Discussion 4/22/15

 

Mariah Shell, Alliance Center
We run a shared space with about 150 individuals and 18 conference rooms of varying sizes. Right now, we’re using a Google Calendar system to schedule the conference rooms but as our building has gotten more full, we’re running into some issues. All of our tenants have unlimited access to the conference rooms when they’re available, but lately we’ve been having issues with rooms being booked and not used, or being used when they’re not booked, etc. A lot of our tenants aren’t comfortable asking others to move, even if they have rights to the conference room.
How do you manage conference room usage in your building? Does anyone have any good tips or ideas on how to balance all of this?

 

James Thomson, New Life Foundation
Thankfully here at The Common Roof we have a full time reception staff at both of our shared space locations who manage room booking requests. These staff use Outlook to block off rooms as they are booked and to email the individual requesting the space with the details. While this is quite an easy process in terms of requests and our ability to respond, our biggest issue that we face is room booking conflicts – where 2 or more tenants wish to book the same room and the same time. While I like the idea of an online system where folks can access and book, my concern would be control over the confirmation of requests (especially if there are conflicts).

 

Faisal Abid, Nonprofit Center of Boston
We use a system at the NonProfit Center of Boston called Resource Scheduler through Peoplecube. This system allows us to place some restrictions on how often a group can rent space, recurring reservations, how far in advance, what rooms they have access to, etc.
We used to have a lot of issues with groups reserving a space then not using it; we’ve gotten around this for the most part by putting a cancellation fee in place. For example, if you do not cancel your reservation in our larger conference rooms at least two business days in advance, we charge a $50 cancellation fee. We’ve hardly ever had to charge this, but it seems to have done the trick.
For groups using the space without a reservation, our tenants ask someone from the building staff to speak to whoever is in the room. We’ve found that after a couple of times, most groups no longer use space that they haven’t booked ahead of time. In addition to this, all of our larger spaces are kept locked, and only unlocked for the group that has a reservation in the system.

 

Shelby Fox, Knight Nonprofit Center
We just use the google calendar and only one person per tenant organization is given access to be able to book meetings on the calendar. You can have edit or view only capabilities on it. We have them email or call me to book the big banquet room but other meeting rooms they do on their own. We use a color code system for the rooms so at easy glance everyone can see what is booked. Tenants all have unlimited access to rooms but we charge non tenants. If tenants are caught booking a room for a non-tenant then they get charged but really I don’t have many problems. We don’t have a lot of tenant turnover so I am not constantly having to train new people on how it works. I over see it in general but they can book on their own. It allows it to be public on our website. It isn’t public to edit but it is public to view which helps people coming here for a meetings and events. It is free and working pretty good. You can book recurring meetings etc.

 

Katie Edwards, The Nonprofit Center
One thing I would add to this conversation (in my capacity as a tenant in The Alliance Center) is that I’m not sure that it’s a technology problem, but a people problem. Groups are booking rooms for the entire day, and then not using them, or using them for an hour and not cancelling them. Other people see an empty conference room and take it, even though it might be reserved (I think this practice is a response to those groups who are booking space but not using it).

How did you establish your norms around meeting room usage? What are your policies about canceling room bookings? When is it okay for one tenant to take over a booked but not used space? What about when there’s someone in the room that has been booked? When is it okay to kick them out?

 

James Thomson
We have developed a Room Booking Principle that all Tenants/Partners agree to as well as a Room Booking Protocol which outlines our process. If anyone would like to have a copy, just email me directly.

 

Maureen Moloughney, Heartwood House
In Heartwood House reservations may be cancelled one day prior to the meeting or same day if weather conditions make it necessary to cancel a meeting. If no cancellation notice is received the group is charged for the reservation.

Only one meeting space is not locked. All the other rooms must be unlocked by the reception staff prior to the meeting. This really helps to avoid communication challenges and it ensures that we all contribute to the cost of these meeting spaces that benefit everyone.

Heartwooders do step into the unlocked meeting room without reserving it but everyone understands that non-reserved usage can and does result in a need to exit the space as the reservation schedule changes on a daily basis. For this reason members rarely go into a meeting space without reserving it.

Heartwood makes it clear to all members that reservations take priority at all times and Heartwooders have no trouble reminding each other to exit the room if the space is reserved.

We also send out meeting room reservation updates on a regular basis and that’s a good way to keep the people focused. Reservations are booked through our reception staff.

 

Karen Maciorowski, CT Nonprofit Center
We have 4 conference rooms for our current 17 tenants (plans to grow to 30 tenants and we will add 1-2 conference rooms). We have a staff member in charge of managing the request for space. People interested are responsible to fill out a survey monkey questions about their needs and receive a confirmation email outlining the confirmation of their room reserved. They may see the availability on our public calendar, but only tenants and those that ask to reserve a room are given the survey link. The survey allows us to track supply and demand and report to our partners and funders how many visitors come to the CT Nonprofit Center as well as parking demands. All tenants are allocated room usage allotments per month; after hours (after 4:30 and on weekends) do not count toward their allotment; if they don’t cancel within 72 hours of using the room, they forfeit the associated hours; if they go over the hours they are charged $25/hour with a cap of $150 per day. Our Office Administrator manages the process and deals with conflicts for rooms, including asking groups to switch rooms if appropriate.

We use google calendars for external view of availability and Outlook calendars with color coding to reserve the rooms. The process is time consuming and we are looking for a software that can help us better manage the process and developing a policy for tenants to manage their own set-up and clean-up. We have a few offenders that go over their time allotment, but we remind them before their meeting if someone has reserved the space before they go into it and have been successful in getting them to reserve longer periods of time to accommodate an overage. People cannot just jump into an empty room; we need to gather information on usage so we can determine demand and when the need to add another conference room comes. We’ve been speaking with CT Center for Advanced Technology that wrote a program for the Hartford Library for room reservations – they are considering customizing one for nonprofit centers (they are the technology consultants for our Center as well as one in Florida). This would be a cloud based system with licensing options. If they do, I’ll keep you updated because what works for one center will probably work for another.

Our goal is to make the process of room reservations more efficient without taking the control out of our
hands. Any ideas are welcomed.

 

Jennifer Pedroni, Community Partners Center for Health & Human Services
We run a 24,0000 square foot nonprofit with four conference rooms, two of which are available only to tenants and two are available to tenants and nonprofits in the community. We do not charge a fee to use the rooms, but we plan to evaluate this policy in the next quarter. We use an online systems that was developed by the New Center that allows a public view of the calendar. Once a user has signed up and been approved they can book the rooms automatically and we are notified through the system. We do have some “people” issues with folks not cancelling their reservations and not cleaning up after themselves. The large meeting room has a flexible space with a variety of set ups available and we work with a local nonprofit that provides services to people with intellectual disabilities and they provide the room set-sups for the meetings. Their staff can view the calendar online to see what set ups are needed and when and they coordinate with our Operations Managers.

You can view the calendar online here and if you scroll to the bottom there are links to our meeting room policies and procedures, our checkout procedures and an AV users guide. All first time users are required to have a meeting room orientation prior to using the room.

I prepare a summary on an annual basis on the use of the meeting rooms for our Board of Managers using the information collected from the system.

If anyone is interested in seeing a copy of the Meeting Room Usage Report or has questions about our process or software, please let me know.

 

Jodie Semkiw, Saskatoon Community Service Village
Here at the Village we have 6 member agencies and 5 meeting spaces. Use of meeting space is a value added for member agencies. We use a web based system called Room Booking System. Admin staff in our agencies have a username and password to login into the Room Booking System to book rooms. That being said, we have room booking periods (Jan-March, April-August, Sept –Dec) where Village agencies submit to the admin their regular room booking needs in priority. For instance, Board Meetings, group counselling meetings, regular programming. So at the end of March, agencies submitted their regular room booking needs for Sept-Dec by priority. Village Admin then does a lottery to see which agency’s room bookings are entered first, 2nd and so forth. Then she enters all agency’s 1st and 2nd priorities, then 3rd and 4th priorities etc. Once Village Admin has entered the bookings for a room booking period access is then opened to all agencies to book on an first come first serve basis. Each day Village admin prints a room schedule that is posted at the main office and door schedules are printed for each of our meeting room doors.

We also rent to other non-profit and community groups for a small fee of $15/hour. These bookings are done through Village Admin.

 


 

Strategy for Misuse of Space

 

From an Ask-NCN Discussion 6.13.16

 

Allison Hanold, Chicago Literacy Alliance
We’re one year old (actually, as of today! Yay!) and have seen a wonderful increase in the use of our space and demand for our conference rooms and offices. That said, we’ve had a few members who repeatedly reserve space for outside groups without being present (against our policies) and have exhibited a few other behaviors that we’d like to see curbed.

Does anyone have procedures for creating effective repercussions for misuse of space while still maintaining a welcoming environment? Our culture is critically important to us and we build welcoming and friendly language into all of our communications, but we need to draw a line somewhere. Advice? We’re thinking of incident reports, or, on the more extreme side, a strike system. Would love to know what’s worked for you all!

 

Pat Smith, Serve Denton
One the ideas we discussed at Streamlining for Social Good was that a center’s culture is built on values and norms. At Serve Denton we have five values that we strive to live every day but no stated norms. We have a tenant manual modeled on other centers, but some centers I have talked to have explained how norms are important to how they operate. Everyone has norms–its a question of are they the norms you want. We are holding a staff retreat on Friday to talk through what our norms are and what we want them to be and how we best communicate those to our tenants.

I realize this might not be much help…but we feel your pain to some degree.

 

Kim Sarnecki, Tides
We feel your pain as well. We use a Checklist in our conference rooms to ensure folks know the expectations. They are asked to use the checklist before leaving the room (especially for off hours or longer retreat meetings) and sign off on the sheet that everything has been completed.

 

Misha Palin, Citizens Engagement Lab

The way I’d handle this situation, if it wasn’t expressly stated in my handbook, is to send out a memo with an addendum to the handbook. Have everyone sign-off after reading it and make sure everyone knows the rules of engagement and consequences.

That way you’re not having to call out one of your clients, it’s just a blanket rule for everyone.

 


Behavior Modifications – Doing the Dishes

From an Ask-NCN Discussion – 5/9/16

 

Jimmy Martin, Chicago Literacy Alliance
I wanted to see if there were any breakthroughs in the world of behavioral modification techniques regarding human beings and their use/misuse of dishes in shared spaces.

We’ve exhausted most methods regarding signage and word of mouth communications, but we have yet to solve the riddle of “what gets people to clean the dishes they use?” Any ideas or best practices that have worked for you and your space?

 

Daniel Meyers, Al Sigl Community of Agencies
MOTHER!
Good luck solving the unsolvable.
Sunny peace

 

Dominic Lucchesi, David Brower Center
try humor?

Inline image 1
Inline image 1

 

Adil Dhalla, Centre for Social Innovation
We’ve tried almost everything over the years but the most successful technique has been putting fist-sized rocks (yup, rocks) in each sink to line the bottom.

We think this has been successful for three reasons:
1) The unevenness of the rocks makes it hard to place some dishes or all cups on
2) Unlike signs, it is impossible for them to “miss the messaging” give the location of the reminder
3) The rocks provide a reminder of the natural environment, which triggers people’s behaviour around how they would treat something like the ocean floor.

 

Katie Edwards, The Nonprofit Centers Network
One thing I saw at a center I visited recently was that they assigned each one of their tenant partners a week to clean the kitchen. They would post the organization’s name on a white board on the fridge, and it would change each week.

They were small through, and each of the partners were about the same size.

 

Shelby Fox, Knight Nonprofit Center

We put signs up that the dishes will be thrown away if left more than 1 day and I have been throwing them away (or in some cases giving away) and actually it has worked. After a few rounds of throwing peoples stuff away they got the message and quit doing it.

 

Tom Olivas, Girl Scouts Orange County
Good luck, we have tried it all (except rocks) , and finally arranged to have the contract janitorial service clean the kitchen every other night, along with using several of the other techniques mentioned below, it seems to work most of the time.

 

Peter Barrett
How about a motion-sensitive camera on the sink, then sharing the video on Facebook!

 

Tonia Surman, Centre for Social Innovation
the rocks really work… and the humourous signs… that keep changing… oh yeah, that’s the other thing… there should be a new poster every month… people don’t see the signs after a while….
try the rocks : )

 

James Thomson, New Path Foundation
We have exhausted all options over our 10 year history of shared space…what we ended up doing was building this into the cleaning routine for our nightly cleaners. As every tenant pays into this service, it made the most sense.

 


Paying the Rent On Time

From an Ask-NCN Discussion, 5/11/16

 

Katie Edwards, The Nonprofit Centers Network
We’ve gotten a request for more information about how centers collect fees on late rent payments.

1. Can you share your clause from your lease or license about late fees?
2. How much do you charge? Is it a flat fee or a percentage of rent?

Please share any insight you have into this process!

 

Alan Ziter, The NTC Foundation
See the clause below from our Lease Agreement that outlines Late Fees for late rent payment. We encourage any Resident Group that may need to pay late to notify us in advance regarding the circumstances as we want to work with them to stay current. This is more for those that casually or habitually pay late without notification.
“Late ChargeWith the exception of Real Property Taxes paid as Additional Rent which carries a higher late charge pursuant to Section 13, if any payment due hereunder is not received by the 5th day after the date the payment is due, a late charge in the amount of 5% of the payment amount shall be charged to, and payable by, Resident Group.”

 

Nada Zohdy, OpenGov Hub
Our rent is due from tenant members on the first of the month but we always offer a one week grace period of them to get payments in. After that time a late fee takes effect, which is always 10% of the total amount due.

This is the stock language in our licensing agreements:
“Licensee shall pay all fees to Licensor on April 1, 2016, and by the first of each month thereafter. Licensor will offer a one-week grace period each month to collect license fees. If Licensee fails to make any payment of the License Fee by the seventh day of each month (after the one week grace period ends), then Licensee shall pay Licensor a late charge of ten percent (10%) of the amount of such payment.”

 

Pam Mauk, Together Center
Our clause says the following, and I don’t think in 26 years we have used it, although we have mentioned it a time or two.

4.3 Late Charge. If any installment of rent is not paid within ten (10) days of the due date, a late charge of five percent (5%) of the rents owed with a minimum of fifty dollars ($50) shall be added as additional rent. In the event that any installment of rent or any late charge is not paid in full on or before the thirtieth (30th) day of the month, interest on the unpaid amounts shall begin to accrue at the rate of eight percent (8%) per annum until paid in full.

 


Cleaning Expectations and Shared Values

From an Ask-NCN Conversation 5/2/2017

 

Lucinda Kerschensteiner, Center for Social Change
I’d love to hear examples of your Center’s Community Values and what your expectations are of your members for cleaning of common space and their offices. We are regrouping regarding cleaning and understand it’s tied to the values of the community. Thanks so much!

 

Allison Reser, The Alliance Center
At The Alliance Center in Denver, we have a janitorial service that cleans all floors, bathrooms, common surfaces and kitchens every night. However, the janitorial service does not wash/put away dishes or clean out the refrigerators. We provide dishes for our tenant community and expect all tenants to clean up after themselves in the kitchens (which doesn’t always work out super well, so our staff supplements dish duty). We also expect tenants to clean up everything in common meeting rooms including whiteboards, and we do not touch/clean anything on tenants’ desks.

 

Nada Zohdy, OpenGov Hub

At the Open Gov Hub, we also have basic janitorial service nightly, but in addition we organize a Monthly (‘volun-mandatory’) Cleaning Brigade on the last Thursday of every month. Each time we randomly pick 5-7 community members and ask them to contribute an hour sometime between 4-6pm to tackle big cleaning activities like cleaning out the fridges and wiping down all our whiteboards (in our 23 meeting rooms!). The community is big enough that people are only called on to contribute a few times a year.

It look a bit of time to get the rhythm going but now people expect it and its a great way to get community members more aware about the cleanliness of common spaces and how all of us should play a small role in keeping them up (ex: once you have to wipe down a ton of whiteboards you’re much more likely to think twice about leaving a meeting room before wiping it down).

 

Misha Palin, The Lab

This is part of The Lab, Oakland Handbook that everyone receives. We have nightly janitors that come and empty the trash and vacuum. But it is everyone’s responsiblity to keep the kitchen somewhat tidy.

[[#LabVandV]Vision & Values
The Lab is a coworking space filled with social change makers, non-profits, and visionaries coming together to create synergistic relationships, be inspired by each other, and network for greater social change.

We hope you feel inspired to collaborate, network, share, and uplift our growing community through office sharing, open space coworking, social meet & greets, and skill share events. We welcome your ideas and are happy to talk about anything you think might enhance The Lab experience.

Guiding Principles

PROMOTING TRUST
We are dedicated to fostering clear, open, honest communication both creating understanding for the other while expressing honesty in a way that owns our experience and minimizes blame or judgment. We have the courage and strength to speak up when we see contradictions or inconsistencies between our behavior and our stated values and goals and are able to take feedback when given.

PROMOTING GENEROSITY
Through tolerance, generosity, sharing, and compassion, we work cooperatively with one another. When appropriate, we place the interests of the entire office ahead of our own self interests. We also value and trust that office members will speak their needs if there are special requests over building up silent resentment and anger. We anticipate that there will be unmet needs by some and we hope that there can be understanding around decisions being made.

Knowing that our office is fueled by the energy we give it, we actively participate in office life. We agree to share in office well being and keeping its contents looking and feeling good and safe. We quickly communicate when something is broken to its owner and take responsibility (financially or otherwise) to fix the item.

PROMOTING CONNECTION
We recognize our interdependence with the building, other office members, event producers and ourselves. Our office supports an extended collaborative environment, thereby creating a sense of belonging. We support the growth of each organization individually and the relationships amongst us.

We respect personal privacy. We respect diversity in ideology, spirituality, interests, sexuality, talents, beliefs, opinions, race, age, income and we welcome respectful and appropriate expressions of that diversity within a professional environment.

Creating co-working space is an ongoing process. We remain flexible to change.

PROMOTING SAFETY
Our office is a safe place — physically and interpersonally. Everyone contributes to the safety of the space by staying emotionally clear with each member of the community, staying conscious of the space and the people we bring to the office, and upholding the values of the office as our core principles.

The Way We Work
Some aspects of our office are so strongly tied to our core values that they are considered fundamental agreements. Anyone joining the office accepts that these agreements are unlikely to ever be changed.

These agreements include:

Respect for all fellow office members:

  • Value peace and avoid violence.
  • Attend meetings and gatherings when possible.
  • Maintain good communication with office-mates.
  • Only taking what is offered; not taking what is not offered to you.
  • No excessive use of alcohol during office events.

Conservation:

  • Conserve electricity, gas, and water.
  • Recycle as much as possible.

Contractual Agreements:

  • Meet financial commitments to The Lab.
  • No subletting.
  • No smoking on the property.
  • No activities that may endanger our relationship with the building neighbors or management.

Departing licensees agree:

  • To pay for any repairs or cleaning they may leave undone.
  • To diligently file a change of address with post office and notify all correspondents of their change of address.
  • To leave their offices clean and undamaged.

Facilities
Cleanliness
>Also See Kitchen Section
It is everyone’s responsibility to keep our office space clean and orderly. Please keep this in mind when leaving any space you or your team uses.

You are welcome to eat and drink in the meeting rooms, or move the table to suit your meeting setup. However, once your event has ended, you are responsible for returning the room to its original state.

This includes:

  • Moving the table back to its original position.
  • Returning any furniture that may have been removed.
  • Bringing dirty dishes to the kitchen, and loading them into the dishwasher.
  • Returning any additional supplies to the appropriate closet.
  • If you had a large meal with leftover food, you are welcome to put the extra in the main kitchen. The Office Manager is happy to email staff on your behalf to offer food. If you would like to save the food for a subsequent meeting, please package, label (including date), and refrigerate it.
  • Dated food gets thrown out 1 week after the date it was put in the refrigerator. Undated food gets thrown out during the weekly clean-out.

 

 

The Kitchen

The office has two kitchens. One large kitchen with dining area and one small kitchen.

Large kitchen contains:

  • refrigerator
  • dishwasher
  • coffee maker
  • coffee and tea
  • soda stream
  • water purifier
  • dishes
  • toaster oven
  • panini press
  • electric kettle
  • pantry
  • snacks
  • microwave
Small kitchen contains:

  • refrigerator
  • dishwasher
  • coffee maker
  • Britta pitcher
  • dishes
  • electric kettle
  • coffee & tea
  • microwave

Kitchen Policy
Leave it Better than you Found it:
We appreciate you for leaving the space better than when you found it. That means doing that little extra thing to clean up, telling someone when you see something out of place, or looking in storage to find the paper towels. It could also mean picking up all the accumulated cups in your office and bringing them to the dishwasher. Or checking to see if the dishwasher is still full after the cycle and unloading it into the cabinets. All of those things will get you super gold stars!
Be Responsible:
Please take responsibility for the impact you have on the space. Try to be mindful of spills, crumbs, leftovers in the refrigerator, or how your office looks. We appreciate your responsibility.

Kitchen Supplies
The kitchens are supplied with reusable serving trays, plates, utensils and cups. Please use them as much as possible. If you want disposable plates and cups for your event you will need to supply them yourself.

Kitchen Cleanliness
Our office employs a cleaning service provided by the building, they provide only the most basic cleaning services (vacuuming, trash & recycling removal). Therefore we expect all Lab users to to keep things tidy. Below are a couple of quick and easy tips to keep our kitchen running smoothly.

  • Ensure all dirty dishes make their way into the sink and get cleaned or put in the dishwasher before you leave the kitchen.
  • If you spill something, please wipe it up and tell the Office Manager if we need to do a spot cleaning on the carpet.
  • Food in the refrigerator must be labeled with your office number, initials and date. All food will be removed every Friday by end of the day. Unclaimed containers will be left at the Lost & Found at the end of the counter in the main kitchen.

We endeavor to keep a clean office, and your help is necessary if we are to do so.




Nonprofit Centers Network

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720.836.1189

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