Community Center HANDBOOK

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1 Community Center HANDBOOK

2 HANDBOOK CONTENT Page 3...Handbook Introduction Page 4...Floor Plan and Room Descriptions Page 5...Daily Access and Availability Page 6...Rules for Scheduling Page 7...Rules of Use Page 9...Exercise Rooms and Equipment Rules of Use Page 10.Maintenance Procedures Page 11.Emergency Contacts Community Center Handbook Page 2

3 MYSTIC SHORES COMMUNITY CENTER HANDBOOK INTRODUCTION The Mystic Shores Community Center is available for the use and enjoyment of all property owners in Good Standing (as defined below) with the Mystic Shores Property Owners Association (Association). It has a combination of meeting rooms, exercise facilities, caterer s kitchen and areas designed to accommodate large groups. Good Standing means that the property owner has not been given notice that use of the Association s common areas has been suspended under the Association s Collection and Payment Plan Policy (available on the Association s website under POA Documents). Each property owner is encouraged to become familiar with all the rules in this handbook which provide specific information about the Community Center access, availability, scheduling, and use of rooms. Any observed misuse of the Center should be reported to the Community Center Committee (CCC) by sending an to The CCC is responsible for enforcing the rules and procedures in order to maintain the quality and continued availability of the Community Center for use by Mystic Shores property owners. It is the responsibility of each property owner to protect and preserve the Center for everyone s use and enjoyment. Comment cards are provided in the 711 Ranch room on the table under the information screen. We invite your feedback. This is your Community Center. It is open and available between 5:00 a.m. and 10:00 p.m. daily. Enjoy! Community Center Handbook Page 3

4 FLOOR PLAN AND ROOM DESCRIPTIONS The name of each room and its description is on the reservation system on the Association s website. The floor plan below shows each room s name and location as you enter the building through the front doors. North is the bottom of the floor plan, East is floor plan left and West is floor plan right. 711 Ranch (center) large room as you enter the building. Used primarily for large groups. Can accommodate 90 chairs or 8-60 round tables with chairs. Way Station (east) kitchen furnished with a refrigerator, warming oven, microwave and coffee makers. The Crossing (east) multi-purpose room which often is set up with tables with chairs Guadalupe (east) large conference room with conference table and chairs for people. Tonkawa (east) small conference room with round table and chairs for 4-6 people. Balcones (west) multi-purpose room for floor exercises or meetings. Can be set up with tables and chairs. Gum Spring (west) exercise room with equipment (cannot be reserved). West Supply (informational, not for scheduling) janitorial supplies, TP, paper towels, soaps, and cleaning supplies along with mop, broom, and vacuum cleaners. East and West Storage (informational, not for scheduling) West storage room contains tables and chairs that can be set up in any configuration for events. Contact a CCC member for the code to the locked door. Access is restricted to the locked closet inside West storage room. East storage room is designated for the Social Committee and access is restricted to that committee. Restrooms located off hallways on either side of the entrance. Community Center Handbook Page 4

5 DAILY ACCESS AND AVAILABILITY The Community Center is normally available daily between 5:00 a.m. and 10:00 p.m. It remains locked to the public at all times. The Community Center is not to be used for commercial purposes and the CCC reserves the right to limit use. Property owners can enter by using their electronic access card at the front or west end doors. If you are unable to gain entry, call the management company at the number posted by the entry doors. Coded electronic cards are issued by the management company to all property owners. The same electronic key card allows entry to the parks and the Community Center. Five meeting rooms are accessible to property owners once they enter the building. A meeting room can be scheduled in advance using the on-line reservation system on the POA website under Community Center Reservations. If you are in the Center you can check the information screen in the 711 room to determine if a time and room are available. Reservations cannot be made from the information screen. There are a few doors that have key pad locks on them and only authorized individuals have the code or key to those doors. The Mystic Shores POA Board, the management company and the CCC have total access. The CCC sets the codes and manages the distribution of keys to designated individuals. An individual or group using the Center must vacate by 10:00 p.m. It is the reserving property owner s responsibility to clean up, turn off all lights and check the doors and windows to ensure they are secure prior to the security system being automatically engaged at 10:30 p.m. You will NOT be able to leave the building without setting off the alarm after the security system is activated. The security system is monitored by GVTC. Should an alarm be triggered, GVTC will first call the telephone in the Center (one is located in the kitchen) and ask for a code to determine if the alarm was triggered by an authorized person. If there is no response or the code is not known, the second call will be to the designated person on the Maintenance Committee who will respond to check the situation. In the event there is no response to the first two calls, a third call will be to the Sheriff dispatching a patrol car. Only designated individuals will be able to disarm the alarm once it is engaged. If there is a need to use the Center after normal closing time, a request for approval must be submitted in advance by to This will allow for adjusting the time of the automatic security setting. Otherwise, an alarm will be triggered if anyone leaves the building after 10:30 p.m. Surveillance cameras are placed strategically inside and outside the Community Center to monitor activity 24x7. In addition, a computerized entry log is created anytime you enter the building using your electronic key card. The security company will make routine checks of the Community Center during their normal patrols. Community Center Handbook Page 5

6 RULES FOR SCHEDULING The following rules and procedures shall apply to the Mystic Shores Community Center. Five rooms can be reserved on the Community Center Reservation system. Reservations of the Community Center for private events include all the rooms and facilities except the Gum Spring exercise room and equipment and require a usage fee of $150 and a deposit of $200. Requirements A. Reservations for the Community Center may be made by Mystic Shores property owners only and the property owner must be present at the Center at all times during the event. Anyone under the age of 16 must be directly supervised for safety reasons by a parent or property owner. B. If an event has 50 or more people in attendance or if the entire Community Center is closed to other activities, then the event is considered private. In such case a usage fee and deposit are required. A private event can be scheduled with fewer than 50 people by paying the usage fee and deposit. Reserving the Community Center A. The Community Center Online Registration system on the Mystic Shores POA website is used to schedule an event or generate a request for a private event on the date and time required. Detailed instructions can be found on the POA website under Amenity Maps and Documents/Community Center/Reservation Process. B. Events sponsored by the Mystic Shores POA Board and/or Committees have priority over other events in the case of simultaneous booking requests and shall not be subject to the requirements in paragraph D below. Pre-existing bookings will take precedence over any other booking requests. CCC will resolve any scheduling conflicts. C. Reservations for small gatherings of property owners may be scheduled on the reservation system at no cost and do not require approval. Recurring meetings or activities can be scheduled. Other activities may also be scheduled in the building at the same time. If it is determined later the space reserved is not needed, please cancel the reservation promptly so the room is available for others. Cancellations can be done online. D. A private event may be requested by reserving the 711 Ranch room. A tentative reservation will post on the schedule and the CCC Chairman or other designated CCC member will receive a notification of the request for approval. A Use and Release Agreement will be ed to the property owner. A $150 nonrefundable Usage Fee as well as a $200 refundable security deposit are due within seven (7) days of making the reservation. Two checks should be made payable to Mystic Shores Property Owners Association and mailed to the management company. Following receipt of the signed Use and Release Agreement and the deposit and fee, the request for a private event will be approved. E. When a property owner is approved for a private event, the entire Community Center is reserved except the Gum Spring exercise room and equipment and will not be open to other activities at that date and time. The online schedule will indicate that a private event is scheduled. A sign will be posted by the entry doors on the day and time indicating a private event is in progress. If the event is cancelled at least two weeks prior to the scheduled date, the usage fee and the deposit will be refunded. F. All rules of use apply to the responsible property owner scheduling the Center. Community Center Handbook Page 6

7 RULES OF USE A. A property owner sponsoring a group function is responsible for all of their guests knowing the Community Center rules and ensuring that they adhere to them. Non-compliance by the property owner or their guests may result in suspension or termination of privileges for use of the Community Center by the reserving property owner. Guests should be accompanied by a property owner at all times. B. A sign-in log is provided in each room in the Center. Each person attending a meeting or activity is requested to sign the log, indicating the arrival time and the ending time of the meeting. These logs are critical for monitoring use and occupancy for future planning. The logs should be left on the sign-in table for later collection. C. Surveillance cameras are placed strategically inside and outside the Community Center to monitor activity 24x7. In addition, a computerized entry log is created anytime you enter the building using your electronic key card. If there is any underage drinking, drug use or other illegal activities, the Sheriff will be called. D. The Center is a Non-smoking Facility. Smoking is only authorized in a designated area in the east end of the front parking lot. E. The deck is a No Smoking Zone. No charcoal grills or other cooking equipment are permitted on the deck. Jumping from the deck or railings and standing or walking on the railings are not allowed. All grills are confined to the parking lot. No fireworks are allowed anywhere around or near the Community Center, including the parking lots. F. Parking for any event is in the Community Center parking lots and the mail box parking area across Mystic Parkway. No street parking is allowed at any time. G. The Center is normally closed at 10:00 p.m. and the security system is activated at 10:30 p.m. If the Center needs to be open after 10:30 p.m. for any reason, property owner must secure written approval in advance from the CCC by An adjustment will be made to the security activation time; otherwise, the security system will alarm if someone exits after 10:30 p.m. H. If alcohol is served at an event that is scheduled to continue after 10:30 p.m., property owner must engage security personnel at their own expense to monitor the party. The County Commissioner of Precinct 4 can provide the names of off-duty officers who are willing to provide security. I. Tables, chairs and other items at the Community Center are the property of the Association and may be used only in the building, unless otherwise approved by the CCC. After use, all tables and chairs shall be cleaned and returned to their appropriate locations in storage or their original configuration in each room. Cleaning supplies are in the utility closet across from the Ladies Restroom. J. No personal equipment is to be left in the rooms. Please remove everything that is not provided by the Community Center. Any non-poa items remaining in the room will be placed in the Lost and Found box in the kitchen. Items left more than 60 days will be removed. K. Mystic Shores POA will not engage a professional for any of the programs in the Community Center but individual property owners may make private arrangements that do not involve Mystic Shores POA as long as the property owner scheduling the event is in attendance at all times. L. After a private event, the areas used, including the kitchen and restrooms, shall be cleaned and all trash placed in the designated trash cans. Cleaning supplies and trash bags are in the utility closet on the West end of the building. Property owner is responsible for turning off all lights, and ensuring that all doors and windows are locked prior to leaving the Center. The security system will automatically engage at 10:30 p.m. unless other arrangements have been made. Community Center Handbook Page 7

8 M. The CCC will inspect the Center the day after an event to ensure all rules have been followed and no damage or loss has occurred. Any problems identified will be addressed with the property owner in writing. The CCC will notify the management company to refund the $200 deposit if everything is left in good order. N. The A/V equipment and speaker system are in a locked storage room. They are only available for scheduled POA Board and Committee meetings and events and must be requested from the CCC by to: Prior to using the A/V equipment an orientation is necessary. O. The Community Center has wireless internet which is available by connecting to SSID MSCommctr. P. The kitchen is equipped for heating and serving only and not for food preparation (cooking and baking). No exposed flames or hot surfaces (hot plate or burner) are permitted. The kitchen is available at all times with no need for a reservation, with the condition that if it is used, it must be cleaned. A minimal amount of supplies are available so property owners are requested to bring whatever supplies may be needed. When using the kitchen, please adhere to the rules posted in the kitchen. Q. A box is located in the kitchen for lost and found items. Any items left more than 60 days will be removed. Community Center Handbook Page 8

9 EXERCISE ROOMS AND EQUIPMENT RULES OF USE GUM SPRING EXERCISE ROOM The Gum Spring exercise room will remain secure with entry by the same electronic card used to enter the building. Exercise equipment is provided for property owners only and each person using the equipment is requested to sign in on the log provided in the room. It is important to record the use of the room and equipment for future analysis and planning. Anyone under the age of 16 cannot use the equipment for safety reasons and must be directly supervised at all times by a parent or property owner when in the building. You are exercising at your own risk. Mystic Shores POA is not liable for any injuries. The equipment cannot be reserved and is available on a first-come, first-serve basis from 5:00 a.m. 10:00 p.m. As a courtesy to others, limit your use of any one machine to 30 minutes if there are others waiting to use it. The room will be unavailable during private events. The calendar will indicate when a private event is scheduled and a notice will be placed on the bulletin board indicating the Center is closed on that date and time. The equipment is positioned in the room and should not be moved or changed without the consent or assistance of a member of the CCC. Rule infractions will result in a written notice to the offending property owner and may limit his/her family s use of the Community Center. Cabinets are provided for storing personal items while using the exercise room. The cabinets are not secured so it is the responsibility of each individual to watch their personal items. Mystic Shores POA is not liable for any missing items. After using the equipment, please clean it using the anti-bacterial wipes provided. If equipment is not working properly or requires maintenance, please notify the CCC at Please also make a note of the equipment problem on the bottom of the sign-in log. BALCONES EXERCISE ROOM The Balcones is a multi-purpose room designed to accommodate exercise programs with no equipment required, e.g., Yoga or other floor exercises. A TV with DVD player is in the room to facilitate group activities. The room can be set up with tables and chairs for other functions. All rules for room scheduling apply. You are exercising at your own risk. Mystic Shores POA is not liable for any injuries. A sign-in log is in both rooms and anyone using the rooms is requested to sign the log indicating time in and time out. It is important to capture this information for future analysis and planning. Security cameras will record equipment abuse or damage. Community Center Handbook Page 9

10 Community Center Committee (CCC) MAINTENANCE PROCEDURES The CCC is responsible for monitoring the Center and identifying any repairs or maintenance required and for contacting the appropriate source to correct the problem. This committee maintains the security system including codes, internet connectivity, audio/video equipment, the temperature settings and controls, and the code and keys to the various locks. The exercise equipment is under service agreement and any needed service will be handled through the CCC. Report any issues by ing Janitorial Services A janitorial service is engaged to clean the Center on a regular basis. The CCC will stock necessary paper products, trash liners, cleaning products and other supplies for the restrooms and kitchen as needed. This service is not contracted to clean up after a scheduled event. That is the responsibility of the property owner who scheduled the event. Trash Removal The janitorial service will place all trash in the trash cans located outside the west wing. Trash service will pick up once a week on the designated day from the trash bins on the west end. It is the responsibility of the reserving property owner to restore all rooms to the original setup and place any trash from the room in the designated receptacles located in the enclosure outside the West end of the building. Upkeep & Repairs The CCC should be notified by to of any issues requiring repairs or upkeep, including the exercise equipment, appliances, etc. The CCC will contact the appropriate resource to correct the problem. All items will be entered on an Issue Log and the CCC will track and resolve them appropriately. The management company is responsible for maintaining or repairing the following items. The CCC will notify them of any problems and track the resolution: Building maintenance inside and out Building electrical issues Plumbing Heating/AC maintenance agreements or warranties Utilities electrical, water, phone, internet, security and entry access Septic system contract Pest Control contract Trash removal contract Janitorial services Storm damage Mystic Shores Maintenance Committee is responsible for general upkeep of common areas, including the Community Center. The Maintenance Committee will take care of cold weather protection. The landscaping contractor retained by Mystic Shores POA is responsible for maintaining the grounds. Community Center Handbook Page 10

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