DSFT Meeting on Space Allocation and Application Process for Sadleir House Thursday, February 12, 2004 7:00pm at the Traill College Private Dining Room Present: Bechy Roche (Arthur), Amardeep Kaur (Trent Queer Collective), Matthew Martin (Arthur), John Muir (Trent Radio and DSFT), Matt Naylor (DSFT), Ziysah (TQC) (facilitator), Niiti Simmonds (Arthur). Regrets: Marnie Eves (OPIRG), Cat Dickinson (DSFT), Marisa Barnhart (DSFT), Derrick McIntosh (DSFT), the Yearbook and the Trent Film Society. We talked about the different ways that people will use the space and decided to make one application process for student groups and a separate one for community groups. There need not be an application process for occasional groups. Rather, there will be a policy in place that determines the access for occasional users. After a brainstorm of possible questions for the application process, we came up with the attached list. After a brainstorm of potential criteria for prioritizing space, we came up with the attached criteria. One point on which we could not agree was Sadleir House's commitment to anti-oppression and safe space. Because people at the meeting seemed to have widely divergent views on the matter, we decided to table it for further discussion with wider input. The questions are: Should Sadleir House make a formal commitment to principles of anti-oppression? To maintaining a safe space? Should groups be asked to commit to maintaining safe space? How can harassment be discouraged while challenging dialogue is encouraged and cultural expression is uncensored? How will Sadleir House management deal with issues of harassment and discrimination? We decided to hold another meeting on March 4 with the following agenda: - 6:00 tour of Sadleir House (heat permitting) - 7:00 discuss proposed application form and criteria - 7:30 or 8:00 brainstorm ideas for community group application form and criteria, and policy for occasional users We did not decide when we would continue the discussion on anti-oppression, safe space and harassment. It was mentioned that the next meeting should be advertised widely, including to interested community groups. Proposed Criteria for Student Groups Seeking Space at Sadleir House: To qualify for space at Sadleir House, groups must fit within the mandate of Sadleir House, as stated in the 2003 Trent Referendum and in negotiations with the City of Peterborough. The space is to be used for: - meetings, gatherings, organizing, worship, eating, performance, education and cultural expression - Sadleir House aims to accommodate a wide range of groups (ie social justice, sports, culture, educational...) - After qualifying for space, groups will be given priority who: - use space to its fullest potential (ie use the space a lot of the time, make use of common spaces, etc.) - have no or few viable alternatives for adequate space - express a commitment to participate in the operations of the building - expect to thrive in a downtown location - will contribute to both the Trent and Peterborough communities - are willing to share space (This does not include groups who have intrinsic needs for exclusive space) - Permanent/ Levy Groups will be given priority for exclusive space - Sadleir House will maintain a balance between levy and non-levy student groups - Groups that require wheelchair accessibility will be given priority for the few offices on the first floor. -Groups that hope to make use of wheelchair accessibility will be prioritized second for first floor space. Proposed Application Form for Student Groups Seeking Space in Sadleir House Name of Group: ___________________ Phone # ___________ E-mail ________________ Address ______________________________________ Contact Name of a Group Representative: ___________________ Phone # ____________ E-mail_________________ What is the mandate/ purpose of your group? Does your group receive a levy? If so , how much? What is your approximate operating budget? Does your group have insurance? If yes, please describe. Does your group have charitable status? Is your group incorporated? Is your group run by paid staff? Full-time/part-time? Volunteers? How many members does your group have, approximately? Describe your membership. Trent students? Community members? Members of a specific community? How much space do you require, approximately? __________ What type of space do you require (ie office, meeting space...) Describe the activities you expect to take place in the space. How many people will use the space? How often? What time of day? Etc. Describe the space you currently use. What other options do you have for space? Are you planning to share space with another group(s)? If so, which group(s) and what space? If not, would you be willing to share space with a group whose needs are compatible with yours? If so, describe the space and ways in which you could share it. If not, describe why not. Are there groups you would like to be near? What equipment and/or furniture would you be bringing to the space? (ex. photocopier, fax machine, desk, computer(s) etc.) Which of these items would you be willing to share with other groups? Sadleir House will have many common and shared spaces. If the following spaces were available would you make use of them? Meeting room How often? What for? Performance space How often? What for? Small quiet room How often? What for? Worship/Prayer room How often? What for? Does your group have any resources that you would be interested in keeping in a shared library space? If so, please describe. Does your group require or desire wheelchair accessibility? If so, please describe your needs / desires. Check the things you require access to. Phoneline(s) How many? _____ Voicemail Fax Internet/ E-mail Computer(s) How many: _____ Photocopier Electrical outlet(s) How many?____ When do you require access to the space? (24 hours/ business hours/ weekdays/ weekends...) If you require access beyond business hours, please explain why. How do you see your group fitting into Sadleir House's mandate as a cultural and educational facility shared with the Peterborough community as a whole? What will your group offer to Sadleir House? To the Trent and Peterborough communities? Why is your group interested in having space in Sadleir House? How will space in Sadleir House work to meet your group's mandate? What is your connection to or aspirations for the downtown community? For Trent University? Where does your group see itself four years from now? Can your group run next to queer-positive space? Women's only space? Spiritual space? What are your requirements in terms of noise level? Do you require quiet? Do you need to make noise? Is your group interested in participating in the operations of Sadleir House as a whole? Does your group have specific needs around confidentiality or security? Please describe. What parking needs does your group have? (Permanent parking spaces? Bike racks?) Does your group require direct access to outside? If yes, what for? Does your group have any other needs or wants that should be considered in the process of space allocation? Thank you!