Policies

Event Consideration Process

When an event rental is considered, these are the considerations that determine if the event proceeds to a contract.

Guideline for On-Mission Determination

Mission Forward Rental Incentives

Non-Monetary Events

Core Principles

Affirmative Consent Is Required

Consent means a clear, enthusiastic, and ongoing “yes.” It’s not just the absence of a “no”; it’s the presence of a clear affirmation.

In practice, affirmative consent looks like shared curiosity, clear communication, mutual respect, & ongoing check-ins. It’s a state of attunement where everyone involved feels empowered, safe, & respected.

Incident Management Team

This team is responsible for overseeing and managing the policies around gathering of incident reports and handling them individually. The team consists of a mix of staff, board, and qualified community members elected by staff. The team will have a minimum of 5 members and only a majority need to be present to meet and vote on the severity of an occurrence and appropriate actions.

Definitions of Sexual Misconduct & Harassment

The State of California Civil Rights Department defines sexual harassment as a form of discrimination based on sex/gender (including pregnancy, childbirth, or related medical conditions), gender identity, gender expression, or sexual orientation. Individuals of any gender can be the target of sexual harassment. Unlawful sexual harassment does not have to be motivated by sexual desire. Sexual harassment may involve harassment of a person of the same gender as the harasser, regardless of either person’s sexual orientation or gender identity.

Reporting Process

If you experience or witness sexual harassment or misconduct, report it as soon as possible to ensure safety, timely resolution, and harmonious experiences at the 418.

Reports can be verbal or written. The 418 staff member who receives the complaint will create an incident report.

Consequences for Violations

The severity of the violation will be determined by the Incident Management Team based on factors such as, but not limited to: legal severity, patterns of behavior, repeated incidents, and/or number of affected parties. Considerations and outcomes of a misconduct investigation include but are not limited to the following:

Legal Involvement

If the case involves criminal or civil investigation, it is mandatory that all parties, including The 418 Project, fully cooperate with law enforcement.

Mitigation, Mediation & Accountability

Our Incident Management Team reviews all cases involving disputed consent, boundary misunderstandings, or interpersonal conflicts related to physical or verbal boundaries. Once the Incident Management Team designates a consequence level and next steps, a designated representative may meet with the accused and deliver an initial plan and accountability assessment. They may:

If the person fails the accountability assessment or pushes back on the plan in any way, consequences will revert to include the appropriate suspension, and the case will be immediately referred to a third party for mediation. In the case that further mediation is required, The 418 Project may enlist the services of a third party specifically trained in mediation.

Details

The 418 Project Creative is a group of people selected by the current creative team or by community appointment from an open application and invited individuals from the community. They meet regularly and coordinate shows they are hosting and provide mentorship to producers and artists we work with. These shows include the productions of Muse of Fire, What Is Erotic, and New Years Eve. They work alongside staff and board in overseeing the cohesive coexistence of artists in the space and serve as a deep direct connection to the artists we serve.

Structures

• The Creative Team will be a group of variable size
• New members can be approved by majority vote
• All matters strive for unanimous, but only require a majority vote to proceed
• There is no head of creative team, all members are equal in the group
• Creative Team will have elected service positions such as: Chair or Lead, Secretary, Treasurer
• The Board will be responsible for oversight to ensure that the creative team is operating fairly and efficiently
• Members have terms of two years
• When a term is over it can be extended by majority vote once
• Once the second term is over the member must take a break of at least one year
• After the one year break the member can start over as if they had never served
• These are the same terms being presented for Board Membership

Responsibilities

Venue Liaison / Creative Director:

For every event presented by the 418 Project, someone from either the creative team, staff, or from a qualified community member will be designated the Venue Liaison for that event. They will be the central point of contact, and have the authority to make decisions and accommodations to the best of their abilities. For events where we are the creative direction, then this person will also serve as, or be responsible for, a Creative Director who will provide the creative direction for a particular event. This position will be paid a stipend depending on the event.

Members of the Creative Team will make some form of contact available, even indirect, and be open to providing mentorship and guidance to artists and producers. The 418 Project could support the creative team by offering some stipend or pay in return.

Finances

The Creative Team will be paid in two ways:

• A budget will be provided from The 418 Project to facilitate coordination and provide mentorship to the community.
• Every event will have a slightly different level of involvement from the creative team, ranging from no involvement to needing multiple members for involved roles. Whenever a member is needed, either as Venue Liaison or an additional role, then pay for that role will be provided from The 418 Project based on the event. This budget and pay will be decided in collaboration between the creative team and staff.

Scope and Property Boundaries

This policy applies to all areas owned by The 418 Project on the north side of our building at 155 S River Street, specifically:

• North boundary: From the building, across the driveway, extending north to the southern edge of the adjacent parking garage
• East boundary: South River Street
• West boundary: Western edge of The 418 Project building
• South boundary: The 418 Project building
• Any vehicle positioned partially within these boundaries is considered within the restricted area.

Authorized Parking

Who May Park

• The 418 Project staff members
• Board members
• Artists and performers with scheduled events or rehearsals
• Contractors and service providers with scheduled appointments
• Event attendees with temporary authorization
• Vendors making deliveries or pickups

Authorization Requirements

Vehicles must display one of the following:

• Valid 418 Parking Pass placed on the dashboard or front windshield where clearly visible
• Temporary Authorization Note (when parking pass unavailable) containing:
  • Affiliation with The 418 Project
  • Vehicle owner's name
  • Mobile phone or contact information
  • Placed on dashboard where clearly visible

Exempt Vehicles

The following vehicles are exempt from towing and do not require authorization:

• Active contractor and work vehicles (trucks with visible equipment)
• Delivery vehicles actively loading or unloading
• City of Santa Cruz official vehicles
• Emergency response vehicles

Temporary Parking Passes

The 418 Project provides parking passes to authorized users. Front desk staff are equipped with temporary parking passes for visitors, event attendees, and others requiring short-term authorization.

To obtain a parking pass:

• Apply at The 418 Project front desk
• Passes are printed by The 418 Project (not provided by towing company)
• Temporary passes must include:
  • Valid date(s)
  • Issuing staff member's initials
  • Brief reason for authorization (e.g., "Event attendee," "Contractor meeting")

Towing Procedures and Legal Authority

Standard Towing Protocol

Unauthorized vehicles will be towed under California Vehicle Code (CVC) 22658(a)(1) after being parked for a minimum of one (1) hour as required by CVC 22953(a).

Immediate Towing Protocol

Vehicles parked in a manner that blocks entrance to or exit from the driveway will be towed immediately under CVC 22953(b) without the one-hour waiting period.

Towing Service Provider

Santa Cruz Aptos Auto Towing Phone: (831) 464-1155

Vehicle Owner Rights and Information

Before Towing

• Vehicles are monitored for authorization documentation
• Adequate time is provided per California law before initiating tow
• Authorization forms are placed on vehicles before tow truck arrival

After Towing

Vehicle owners may retrieve their vehicles by:

• Contacting Santa Cruz Aptos Auto Towing at (831) 464-1155
• Providing proof of ownership and valid identification
• Paying applicable towing and storage fees

Questions or Concerns

Property owners with questions about this policy or who believe their vehicle was towed in error may contact The 418 Project at:

• Address: 155 S River Street, Santa Cruz, CA
• Phone: [Insert phone number]
• Email: [Insert email]

We are committed to working with community members to resolve concerns with transparency and respect.

Guiding Principles

All investigations shall be conducted with:

• Equity: Fair process that acknowledges power differentials
• Compassion: Care for all parties while maintaining accountability
• Belonging: Protection of community trust and safety
• Courage: Willingness to address difficult situations directly
• Integrity: Honest assessment and transparent process
• Dignity: Respect for all individuals throughout the process
• Privacy: Protecting identities and disclosing as little as necessary
• Transparency: Clear communication with stakeholders (within confidentiality constraints)
• Joyful Curiosity: Open-minded inquiry into facts and context

Complaint Intake

A. Who May File

Any person may file a complaint regarding the ED's conduct, including: Staff members, Board members, Artists, contractors, or collaborators, Community members, Volunteers

B. How to File

Complaints should be submitted to the Board Chair or, if the Chair has a conflict of interest, to another Board officer. Complaints may be verbal or written, though written documentation is preferred.

C. Initial Response

The Board Chair (or designee) shall: Acknowledge receipt within 48 hours, Provide the complainant with a copy of this policy, Explain the investigation process and expected timeline, Discuss confidentiality parameters and limitations

Investigation Process

A. Investigation Committee Formation

Within 5 business days of receiving a complaint, the Board Chair shall: Convene an Investigation Committee of at least 3 Board members, Ensure committee members have no conflicts of interest, Designate a Committee Chair to coordinate the investigation, Consider engaging an external investigator for complex or sensitive matters

B. Timeline

The investigation shall be completed within 30 days of complaint receipt, with extensions communicated to relevant parties if additional time is needed.

C. Information Gathering

The Investigation Committee may: Center Harmed Persons, Interview the Executive Director, Gather Evidence, Seek Community Input (as appropriate to situation)

Severity Assessment & Decision Framework

A. Automatic Termination Offenses

The following actions warrant immediate termination without opportunity for transition: Attempted theft of organizational assets or intellectual property, Deliberate subversion of others' access to email, internal systems, or organizational resources, Intentional concealment of significant issues from the Board, Embezzlement or financial fraud, Sexual harassment or assault, Physical violence or credible threats of violence, Discrimination or retaliation in violation of law or policy, Persistent patterns of bullying or harassment after documented intervention, Gross negligence that endangers safety or organizational viability, Breach of fiduciary duty or conflict of interest policy violations involving personal gain

B. Evaluation Factors for Other Violations

For violations not listed above, the Committee shall assess: Severity of Transgression, Pattern and History, Context and Circumstances, Harmed Person(s)' Perspective

Resolution Options

A. Hierarchy of Responses

Based on severity assessment, the Board may determine: No Action Required, Corrective Action Without Demotion, Demotion with Transition Plan, Termination

B. Restorative Justice Option

When appropriate and with consent of all parties, the Board may facilitate a restorative justice process focusing on: Acknowledging harm, Understanding impact, Creating accountability, Repairing relationships, Preventing future harm

Transition Planning

A. Demotion Transition Plan

If demotion is determined, the Board shall create a written transition plan including: New Role Definition, Timeline for transition (typically 30-90 days), Conditions and Expectations, Success Metrics, Support Structures

B. ED's Response to Transition Plan

The ED shall have 5 business days to: Accept the transition plan in writing, Request reasonable modifications (Board has final approval), Reject the plan. If the ED rejects the transition plan or proposed modifications are unacceptable to the Board, the Board shall proceed to termination.

C. Termination Transition

If termination is determined (or becomes necessary), the Board shall: Immediate Actions, Knowledge Transfer, Communication Plan

Interim Executive Director

A. Appointment Authority

Upon ED termination or demotion, the Board of Directors may immediately appoint an Interim Executive Director by majority vote.

B. Interim ED Selection

The Board shall consider: Internal candidates (existing senior staff), External interim professionals, Board member temporarily stepping into operational role (only if necessary and for limited duration)

C. Interim ED Authority

The Interim ED shall have full authority to: Manage day-to-day operations, Supervise staff, Execute contracts within Board-approved parameters, Represent the organization externally, Make operational decisions. The Interim ED shall: Report directly to the Board, Participate in weekly Board check-ins, Provide regular updates on organizational status, Support permanent ED search process

D. Duration

The Interim ED appointment shall remain in effect until: A permanent ED is hired, or The Board determines a different arrangement, or A maximum of 12 months, with potential extension by Board vote

Permanent ED Search Process

Within 30 days of ED termination/demotion, the Board shall: Form an ED Search Committee, Engage recruitment support (if appropriate), Develop position description and recruitment timeline, Create selection criteria aligned with organizational needs, Establish community input mechanism for search process

Confidentiality & Communication

A. Confidentiality

All parties shall maintain confidentiality regarding: Specific allegations (except as required by law), Investigation details, Personnel decisions. Exceptions: Information shared with legal counsel, Legally required disclosures, Information harmed person chooses to share about their own experience, General communication about leadership transitions

B. Staff Communication

Following a decision, the Board Chair (or designee) shall: Brief staff on leadership changes without disclosing confidential details, Emphasize organizational commitment to values, Provide opportunity for staff questions and concerns, Clarify reporting structure and continuity plans

C. External Communication

Public statements shall: Be approved by the Board, Respect individual privacy, Emphasize organizational values and mission continuity, Avoid creating legal liability

Appeals & Review

A. No Internal Appeal for Complainant

If the Board determines no action is warranted, the complainant may: Request the Board reconsider based on new evidence, Pursue external remedies (legal action, regulatory complaints)

B. ED Appeal Rights

The ED may request Board reconsideration if: New evidence emerges, Procedural errors occurred, Decision was based on factual errors. Appeal requests must be submitted in writing within 10 business days of decision notice. The full Board shall review and respond within 15 business days.

Retaliation Prohibition

Retaliation against anyone who files a complaint or participates in an investigation is strictly prohibited and shall itself be grounds for discipline up to and including termination.

Documentation & Records

The Board shall maintain: Investigation files (confidential), Decision documentation with rationale, Transition plans and communications, Lessons learned for policy improvement. Records shall be kept confidential with access limited to Board members, legal counsel, and authorized personnel.

Policy Review

This policy shall be reviewed annually and updated as needed to reflect best practices, legal requirements, and organizational learning.

Board Responsibilities

The Board commits to: Acting swiftly and decisively when complaints arise, Centering harmed persons while ensuring fair process, Maintaining organizational stability during transitions, Learning from each situation to strengthen policies and culture, Modeling the values of equity, compassion, belonging, courage, integrity, and dignity

Core Principles

Implementation and Oversight

• This policy is reviewed annually by the Board of Directors.
• A standing committee (e.g., Ethics Committee or Development Committee) may be tasked with reviewing complex or borderline cases.
• Staff and board members will receive periodic training on ethical fundraising and donor relations.