New Townhouses Instruction - USCG Base Cape Cod

U.S. Department o~.
Homeland Security
.
Commanding 0 fficer
United States Coast Guard
United States
Coast Guard
Air Station Cape Cod. MA
02542-5024
Staff Symbol: MWR
Phone: (508) 968-6683
Fax: (508)968-6686
AIRSTAINST 1710.2
MAR AIR STATION CAPE COD INSTRUCTION 1710.2
Subj: TEMPORARY QUARTERS OPERATIONS - MWR TOWNHOUSES
Ref:
(a) CG Morale, Well-Being and Recreation Manual, COMDTINST M1710.13 (series)
1. PURPOSE. To establish policies and procedures for the Temporary Quarters Morale, WellBeing, and Recreation (MWR) Townhouses located on Lemay Avenue at Air Station Cape
Cod (ASCC). The Coast Guard ASCC MWR Department manages the Townhouses through
the Temporary Quarters Activity.
2. ACTION. ASCC MWR employees shall ensure the Townhouses are managed in accordance
with this Instruction.
3. DIRECTIVES AFFECTED. None
4. DISCUSSION.
a. The MWR Townhouses are operated by the MWR Department, Temporary Quarters
Activity, for the benefit of eligible MWR patrons. The MWR Townhouses are located on
Lemay Avenue on the Massachusetts Military Reservation (MMR).
b. Current rates are posted at the Temporary Quarters office and are available online at
www.mwrcapecod.com. Rates are set by the MWR Director and the Temporary Quarters
Manager based on comparisons to local lodging rates. As a locally owned and operated
facility, rates charged at ASCC may not be the same as rates charged at other DoD or
USCG facilities.
c. All reservations for the Townhouses are managed through MWR's Temporary Quarters
Activity located in the Wings Inn Building, 5204, on the MMR, (508) 968-6461.
d. Patron eligibility shall be in accordance with Chapter 3 of reference (a).
5. PROCEDURES.
a. Reservations.
(1) The Temporary Quarters office shall maintain a reservation log and provide
reservation confirmation to all authorized patrons requesting accommodations,
subject to availability. A copy of Military Orders and/or a valid I.D. card (i.e.
Common Access Card, Driver's License, etc) must be presented at time of check-in.
AIRSTAINST 1710.2
(2) Active Duty members with orders~ followed by civilian employees on TAD, have
priority of room reservations for periods requested.
(3) PCS Personnel are authorized to make reservations ninety (90) days in advance or
upon receipt of orders. The duration of the initial reservation can be made for up to
four (4) weeks. Extensions are made on a case-by-case basis depending upon the
housing waiting list and incoming PCS families. Reservations are held with a
Government credit card for a total equaling one night's stay. Incoming personnel
should immediately notify the Temporary Quarters office of any changes or
cancellation of reservations.
(4) TAD/TOY personnel may make reservations up to sixty (60) days in advance. peS
personnel will be given priority if a conflict exists. Personnel on permissive orders
are classified as a vacationer. Reservations are held with a Government credit card
for a total equaling one night's stay. Incoming persOIUlel should immediately notify
the Temporary Quarters office of any changes or cancellation of reservations.
(5) Authorized patrons desiring or finding it necessary to stay longer than thirty (30)
days~ must have written authorization from the MWR Director.
(6) Vacationers may make reservations thirty (30) days in advance for check-in dates
beginning 01 June through 30 September, and forty-five (45) days in advance for
check-in dates beginning 01 October through 31 May. A credit card deposit will be
required when the reservation is confirmed. The patron's credit card will be charged
for one night of rental to secure the reservation.
(7) Accommodation Priority: Confirmed reservations will be based upon availability of
the unit(s) at that time. A priority list is established for the assignment of units. If
there are two or more members on PCS orders awaiting accommodations at the same
time, the junior member will receive priority. The retention of occupancy or
reservations will be based upon position on the priority list. The priority list, in
descending order~ is as follows:
(a) All Branch of Services, Officer and Enlisted personnel, on PCS/TLA with
dependents.
(b) All Branch of Services, Officer and Enlisted personnel, on TAD.
(c) Civilian/Government employees on official business with the Coast Guard.
(d) Other MWR patrons as outlined in reference (a).
(8) Due to the costs associated with cleaning a townhouse, a 3-night minimum stay is
required for use of the Townhouses.
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AIRSTAINST 1710.2
(9) An off-season rate for the Townhouses will be charged from OJ September through
30 June.
(10) An in-season rate for the Townhouses will be charged from 01 July through 31
August.
b. Payment.
(1) In all cases, payment for the entire reservation period is due at check-in.
(2) IfPCS or TADffDY personnel experience financial hardship which prohibits
payment in full, the patron should notify the Temporary Quarters Manager
immediately. Requests for other payment arrangements must be submitted in writing
to the Temporary Quarters Manager and authorized by the MWR Director. If
payment is not made as agreed upon, the tenants will be evicted and the account will
be turned over to the Commanding Officer, or Officer-In-Charge, of the members'
home unit for administrative and/or disciplinary action. In addition, the patron will
be placed on the "Do Not Rent" list.
(3) Once payment is made, refunds will not be provided for changes in the reservation
period unless the situation is due to an emergency beyond the control of the patron
(i.e. changes to military orders, operational necessity, hospitalization and/or death in
the family). In these cases, payment will be refunded, however, proof of the
emergency will be requested.
c. Confinnation of Reservations. Patrons will receive a confinnation letter with the
approved dates through U.S. Mail and/or email if desired.
d. Operations. MWR reserves the right to revoke privileges to any patron who does not
maintain good order and discipline.
e. Check-in/Check-out.
(1) Check-in time will be coordinated at the time of reservation confirmation. The checkin time will also be noted on the confirmation letter.
(2) Late check-ins will be assessed a $25.00 fee.
(3) Late check-ins will not be available after 2000. Guest services will not be available
between the hours of 2200-0700. The JOOD can be reached after hours for URGENT
issues only at 508-968-6331. In case of an emergency, dial 911.
(4) Check-out time is 1100 on the last day of occupancy. A late check-out request must
receive prior approval from the Temporary Quarters office. Any patron who checks
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AIRSTAINST 1710.2
out late without prior approval may be charged an additional nights' stay, a $25.00 late
check-out fee, and lose the privilege to make future reservations.
f. Cancellation of Reservations.
(1) MWR shall be notified immediately if a patron will not be able to utilize their
reservation. Vacationers must notify Temporary Quarters at least 14 days prior to the
reservation in order to receive a refund. All patrons will receive a cancellation number
from the Temporary Quarters office when a cancellation is made.
(2) Refunds will not be approved if notification is not received within 14 days of the
reservation and if the patron cannot provide the cancellation number, unless the
situation is due to an emergency beyond the control of the patron (i.e. change in
orders, hospitalization, death in the immediately family, etc). In these cases, payment
will be refunded, however, proof of the emergency will be requested.
(3) Patrons who have paid for a reservation, but fail to show up for the dates reserved
without notice to Temporary Quarters, will not receive a refund. Temporary Quarters
will hold the reservations for only 24 hours if the patron fails to show or fails to
contact Temporary Quarters.
g. Occupancy.
(I) Quiet time will be observed from 2200-0700.
(2) An inventory of the unit is supplied at check-in. It is the patron's responsibility to
ensure the inventory is correct to avoid additional charges for missing items. Conflicts
with the inventory must be reported on the same day as check-in.
(3) Damages to the unit must be reported to the Temporary Quarters office immediately.
h. Termination for Cause. The MWR Director, Temporary Quarters Manager, Base
Security and ASCC Command reserve the right to terminate use of the facility at any
time deemed necessary. The occupants will be required to vacate when so directed. This
action can be taken as a result of failure to follow this Instruction or when environmental
conditions, including bad weather, endanger the occupants of the unit.
1.
Improper Use. The units will not be used for any illegal, improper, or immoral purposes.
J.
Guests/Children.
(I) Visitors of guests are not allowed to overnight in the units.
(2) Patrons are responsible for the actions of their children.
(3) Adult supervision is required when children are playing on adjacent playgrounds.
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AIRSTAINST 1710.2
k. Pets/Smoking.
(I) Pets are not allowed in the townhouses except for those units designated as "Pet
Friendly" by Temporary Quarters staff. The "Pet Friendly" units will be governed by
a separate standard operating procedure which will identify additional requirements
for patrons requesting those units.
(2) Smoking is not permitted inside any government facility. This includes the MWR
Townhouse units.
(3) Violation of either policy will result in immediate eviction. Patrons will be held
responsible for the cost of repairs for damage and/or additional cleaning costs.
6. RECORDS MANAGEMENT CONSIDERATIONS. This Instruction has been evaluated
for potential records management impacts. The development of this Instruction has been
thoroughly reviewed during the directives clearance process, and it has been determined
there are no further records scheduling requirements, in accordance with Federal Records
Act, 44 U.S.C. 3101 et seq., National Archives and Records Administration (NARA)
requirements, and the Information and Life Cycle Management Manual, COMDTINST
M5212.12 (series). This policy does not have any significant or substantial change to
existing records management requirements.
7. ENVIRONMENTAL ASPECT AND IMPACT CONSIDERATIONS. This Instruction will
not have any of the following: significant cumulative impacts on the human environment;
substantial controversy or substantial change to existing environmental conditions; or
inconsistencies with any Federal, State, or local laws or administrative determinations
relating to the environment. All future specific actions resulting from the general policies in
this Instruction must be individually evaluated for compliance with the National
Environmental Policy Act (NEPA), Council on Environmental Policy NEPA regulations at
40 CRF Parts 1500-1508, DHS and Coast Guard NEPA policy, and compliance with all other
environmental mandates.
8. FORMS/REPORTS. The following form applies and can be supplied by the ASCC MWR
Department or Temporary Quarters activity.
(1)
MWRTOWnhouseGuestPOli:£i~
Captain, U.S. oas Guard
Coast Guard ir ation Cape Cod
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AIRSTAINST 1710.2
EncI: (1) MWR Townhouse Guest Policy
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Enclosure (1) to AIRSTAINST 1710.2
USCG MWR TEMPORARY QUARTERS
5204 ENT STREET
AIR STATION CAPE COD
(508) 968--6461
MWR TOWNHOUSE GUEST POLICY
Welcome to the MWR Townhouses. If you have any questions about the base or surrounding
area, please feel free to call us at the above phone number or come by our office. Our office is
closed on National Holidays and in accordance with base closure instructions.
The MWR Townhouse units are provided for families to utilize while waiting for housing on
base, personnel on TADITDY orders and vacationers. We hope your stay is a pleasant and
comfortable one. Please help us maintain the quality and cleanliness of the facility for the
convenience of all our guests. Our guidelines are as follows:
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Full payment is required at check-in.
Late check-outs must be approved by tlie Temporary Quarters (TQ) Manager and are
subject to a $25 charge. If not approved, you will be charged an additional day. Check-out
time is at 1100.
You have 24 hrs upon check-in to inform TQ employees of any unclean conditions, prior
damage or missing room inventory items. After that, you forfeit any claim to pre-existing
conditions or damage to your unit.
There will be a $75.00 charge for any units that require extensive cleaning.
Absolutely NO PETS and NO SMOKING is allowed in any of our facilities except for
those townhouse units designated as "Pet Friendly". A separate operating procedure outlines
additional responsibilities of pet owners utilizing those units. If you are found in violation of
these rules, you will be evicted immediately and charged an additional $75.00.
There is a $30.00 fee for any lost keys. This is NON-NEGOTIABLE.
Alcohol use is restricted to inside the units and areas directly behind the units for those who
wish to relax outside. TQ staff asks that you take into consideration quiet hours and
neighbors' privacy when relaxing outside. Only those 21 years of age or older can consume
alcohol.
Quiet time is observed from 2200-0700 hours.
After business hours please call the JOOD at 508-968-6331 for urgent issues only. For a
true emergency, call 911. For issues with your reservation please call 508-274-9586 and
leave a message. Please note that guest services are not available between the hours of 22000700.
Maid services are not provided at the Townhouses. Extended stay cleanings are
mandatory, no exceptions. There is no maid service on National Holidays or emergency
base closure.
Please take out any excessive trash to the dumpster which is located nearest your unit.
Candle burning and outdoor camp fires are prohibited.
The Temporary Quarters Management reserves the right to access the unit without
notification for the purpose of safety and inspection.
HOLD HARMLESS: As users of this facility, I/we agree to reimburse, indemnify, and hold
harmless the Coast Guard, the Coast Guard MWR Program, its agents and employees from
Enclosure (1) to AIRSTAINST 1710.2
any and all claims and causes from my/our use of the Coast Guard MWR equipment or
facilities.
Signature of Guest
Date:- - - - - -
_
Thank you for your cooperation! We hope you enjoy your stay with us!
Rev 04-13
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