Guest Room Guidelines, 2005

Consent in April and May of 2005. (See end-note.)

Host Responsibility for Their Guests

  • Hosts should either be present at TVC (for example, not out of town) or reachable by phone. Be sure to list a contact phone number on the key sign out.
  • The host should be present for both check-in and check-out of their guest. When this is not possible, find another member to take responsibility. Email the guest room manager with the name of the person who will be standing in.
  • The host who made the reservation is responsible for lost keys, missing sheets or towels, damage, or room not vacated for the next guest.

Check-out and Check-in

  • 5:30 pm is the default check-out time and 6:00 the default check-in time for guests. However, if this isn’t convenient, hosts with back-to-back reservations are free to negotiate a different time.
  • There are two sets of sheets and towels for each guest room. This gives each host 24 hours to wash sheets and towels and return them to the room. (The linens are now kept in bins in the TVC office. You no longer need the guest room key to return them!) Alternatively, hosts can use their own linen.

Cleaning

  • Allow an hour for cleaning and preparing the room, so that the next guest can move in promptly at 6:00.
  • Be sure to clean the bathroom, even if the other guest room (but not the bathroom!) is still occupied.

Requested Donations

  • Suggested donation is $25 per night.

Guest Room Keys

  • Each host is responsible for the guest room key, for personally signing it out from the folder and returning it to the folder.
  • Ten dollars will be charged for a lost guest room key—i.e., not available in the guest room folder in time for the next guest.

Resolving Problems

  • On the guest room calendar, please write in if the reservation has some flexibility, is tentative or low priority. If you decide not to use the room, be sure to call the next person in the queue.
  • When the guest room manager (Sharyn), is not available, members of the guest room team (Anna A and Steve P) also have backup keys to both guest rooms. If you can’t reach Sharyn, contact Anna or Steve. [Mar 2010. Team is now Sharyn Neuwirth and Steve P]
  • In case of an accidental double booking, there is a roll-away bed in the hall in the guest room suite. The guest room manager (Sharyn) also has a list of households that might house a guest at the last-minute.
  • If costs are incurred because a host failed to have the room vacant and ready, the first host may be asked to compensate for the cost. The guest room team can be asked to help with the negotiation.
  • The guest room team made up of Community Team members (currently Steve P and Anna A) meet and work with hosts who repeatedly abuse guest room privileges.

Length of Stay

  • A host may reserve the room for up to 10 days (or both rooms for 5 days).
  • To request approval for a longer stay, send an email to the community stating your request and ask if there are any concerns or objections. Alternatively, as with the common house exception procedure, you may ask the community team to post the request anonymously.
  • Once the request is posted to the community, members of the community have three days to object or raise concerns.
  • An objection or concern does not automatically override the request. To be given fair consideration, the objection or concern needs to be as thoughtfully explained as the original request. The objection or concern may not be frivolous, arbitrary, or vindictive.
  • If objections or concerns can not be resolved between the person making the request and the person(s) who object(s) or raises concerns, the requester shall refer the objection or concern to the guest room point person or her designee.
  • The objection or concern and the host’s needs, shall be considered, balanced, and negotiated by the guest room point person or her designee. If necessary, or if not resolved within three days, the guest room point person or her designee shall refer the matter to the community team for resolution.
  • The community team shall have four days to approve or deny the request. If there is no response from the community team within four days from the day the objection is referred to the team, the request is presumed approved.
  • Once a request has been approved or denied, the grounds for the approval or denial will be made known to the community. Those grounds will then become a basis for approval or denial of subsequent similar requests for exceptions to the guidelines.

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This version was posted by Sharyn Neuwirth to TVC-Members@yahoogroupscom on 15 May 2005 as the final approved version with a reference to its having been approved a few weeks before. Message #10333.

In the absence of minutes, it is assumed that these were approved at the 3 April 2005 Membership Meeting since they appear on that agenda. The section on Length of Stay was apparently not approved at that meeting, since a new version was posted for objections on 12 May 2005 by Sharyn Neuwirth, Message #10314.