Common House Reservations, 2002

Superseded in 2007

Consent: 20 Oct 2002.

PURPOSE:
To allow the reservation and use of common house spaces by all Members in a fair and flexible manner and to encourage full use of the common house.

RESERVATIONS:
Members may freely reserve common house spaces using the community calendar, on a first-come-first-serve basis. In the following cases, members are encouraged to reserve common house spaces, however, a request must be submitted to the Community Team for approval for events that are:

(1) open ended or repeated three or more times within a three-month period,
(2) advertised or open to the general public,
(3) revenue generating, or
(4) taking place over more than one day.

In these cases, the request will be reviewed according to the Decision-Making Authority and Accountability Policy, as follows:

(1) When a request is received the Team will post it to the tvc-members email list and the Current Events bulletin board. Members will have five (5) days to respond with their concerns.

(2) During this five-day period, the Team will address any concerns, make a decision and post it to the tvc-members email list and the Current Events bulletin board.

(3) Members will then have five (5) days to respond with any further concerns. If none are expressed, the decision becomes final.

(4) If there are unresolved concerns, the team will facilitate communication between the Member(s) making the request and the Member(s) expressing concerns. The Community Team will make every effort to facilitate a win-win situation for all concerned. If agreement is not reached, the request will be denied.

Examples of events that do not need approval before reserving space: Team and Board meetings and any other Team-sponsored events; meals for residents and their invited guests; occasional television watching; parties for residents and their invited guests.

Examples of events that do need approval before reserving space: Public forums on crime in DC, monthly book club meetings, classes or lectures for which a fee is charged, garden or home tours.

Appealing Denied Requests:
If the requesting Member(s) chooses to appeal a denied request, the Team will bring it to a Membership Meeting for resolution.

Reviewing Approved Open-Ended or Repeated Events:
After a decision is made to approve an open-ended or repeated event, any member may request that the Team reconsider the decision in accordance with the process for approving or rejecting requests.

Emergency Requests: In cases where a request that requires approval has a deadline of less than ten (10) days, the Team will consult the Board which has the power under the Decision-Making Authority and Accountability Policy to make emergency decisions.

Reserving Reserved Spaces: If a member wishes to reserve a space that is already reserved to see if the reservation is flexible or to be notified if that reservation is cancelled, they may contact the person who made the reservation or a designated scheduler on the Team.

USE OF SPACE:
When a member reserves a space in the common house for a private event that includes non-residents, in a spirit of courtesy and goodwill, we ask that the member promptly:

(1) send an email to tvc-members and post a notice on the entry bulletin board so residents will know what to expect,
(2) tell their guests that residents may walk through to get mail, do laundry etc., and
(3) leave the space in a clean condition when the event is over.

DONATIONS:
When space is reserved for non-resident events, Members and their sponsored organizations are invited to make a donation of:

(1) items from a suggested list of furniture, appliances, linens, etc.;
(2) time or labor for maintenance, work days, special projects, etc.; or
(3) money.

This Policy will be reviewed in October 2003.

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Minor corrections in grammar and punctuation were made to the agreed text before posting to the Website.