Terms of Service

These are the terms of service for members. The Community Guidelines and Governance Guidelines are the core of these Terms of Service. See Membership and Amenities for rates and features.

Contents:

1. Hours
2. Basics
3. Day trials
4. Payment
5. Conference and phone rooms and other common areas
6. Phone calls
7. Guests (formerly called Visitors)
8. Events
9. Membership payments – fine print
10. Rates
11. Access
12. Norms
13. Downtown Gym
14. Liability
15. General

1. Hours:

  1. Members have 24/7 access with door codes and keys.
  2. Regular business hours (when Collective Agency is staffed) are Mondays through Fridays, 9am to 5pm.

2. Basics:

  1. Each member must have a separate residence where he or she sleeps.
  2. Membership is not open to people who think it’s very unlikely before signing up that they will be members at least 5 months total. If you’re not sure, that’s totally fine and we’d like you to sign up.
  3. Everyone here acknowledges the Community Guidelines are the core of these terms of service.
  4. Companies may have up to 20 members at a time.
  5. It’s 1 person per membership.
  6. Entry codes, security codes, keys, may not be shared with non-members for any reason.

3. Day trials:

  1. Schedule a tour or day trial at least the day before.
  2. A day trial is once per person, and only if you’re considering becoming a member.
  3. The day trial is only at the location you RSVP to.
  4. Pay to reserve via the Membership page.
  5. The day trial doesn’t include having: guests, locker storage, or mail/package delivery.
  6. The day trial is for one calendar day, between 9am and 5pm. There’s a sign on the wall when you arrive. It says to call (503) 915-4769.

4. Payment:

  1. Payment is required to reserve.
  2. Your card is charged either:
    • Monthly: first and last* month to start (and you’ll be emailed a receipt), and starting the next month your card is charged monthly on the same date each month (send an email if you’d like to get automated email receipts each month),
    • Yearly: 12 months prepaid for the price of 10, charged on the same date each year (you’ll be emailed an invoice about a month prior each time and a receipt the day of the charge).
  3. *If at some point you wish to cancel your membership then email at least the day before your next billing cycle, and then your last month will happen. For billing questions or requests, email Alex at Council@CollectiveAgency.co
  4. On the last day of membership or before, mail delivery and locker storage must be ended, along with any in-person access in ways that’s for members, and any keys must be returned.
  5. If lost or late, there’s a $50 fee for the key or set of keys.
  6. The rate you sign up at is the rate you keep, as long as you’re a member. Rates stay the same for current members forever (including the option to switch between monthly and yearly prepaid).

5. Conference and phone rooms and other common areas.

  1. Collective Agency has a suite at each location. We also have “common areas” which include at each location:
    • 3 conference and phone rooms,
    • Showers (at Division and Downtown),
    • A gym (Downtown – see section 13 of the terms below),
    • Additional seating areas in the building outside of our and other tenants’ suites.
  2. If you’re in common areas for more than 3 hours in a day, it’s your responsibility to self-track and pay $55 per hour for the extra time, rounded up to the nearest half-hour, via https://collectiveagency.co/misc Why: community vibes.
    • At Division, a member can never be in common areas outside our suite more than 3 hours total per day, but extra time in phone rooms can be paid for.
    • The exceptions: a) there is no hourly limit while there are after-hours member events in our suite; then conference rooms are open unlimited for members during that time, b) see section 8 for Montavilla events.
  3. You can reserve the conference room outside our suite: at Division at least 15 minutes in advance, at Downtown at least a minute in advance, or walk in at either if available. If you walk in without reserving, you might need to leave if someone else schedules the room while you’re in there, so it’s best to either schedule before, or to schedule after you walk in starting 15 minutes out.
      • Schedule your meeting for the most time you might need, so it ends up being the same or less than the amount of time you reserve for.
    • To view the calendar and reserve: the calendar for the Division conference room and the Downtown boardroom conference room is:
    • 1. Login:
      2. Then click “Resource Schedule” in the top left of the screen. The calendar will appear. Click “Create Reservation” in the top right of the screen. Once you book the reservation in the calendar, it’s guaranteed – no confirmation email will be sent.
      • Select resource: “Conference Room” (Downtown choose the room that is not 605)
      • Event name: your name or initials.
      • Event type: “Single”, or you can reserve multiple dates under “Multiple”.
      • Click “Save”. Then check the calendar to make sure your event was added.
      • You can move your reservation by clicking on it then changing the date and start and end time.
      • To reserve evenings: at Division 11pm-6am or Downtown 6pm-6am, email Alex.

      3 hours is the maximum time for any reservation.

      3. Email Alex with any questions, notes, requests, to see how to set up equipment in the conference room, or to cancel the reservation.
  • For all other conference and phone rooms, reservations are via the: Robin app (info is under the tablets), or on rooms without the app,
    Post-It notes on the door – you can email to check availability and reserve, or put the note on the door yourself.

6. Phone calls.

Be considerate and aware of phone call volume as top priority for other tenants and for members. Check out the Community Guidelines. Ask Alex if you have questions.

You can make calls in these areas only:

  1. Medium conversational volume:
    • Conference and phone rooms (all have ethernet and wifi).
    • Lobby sofas at Division (has ethernet and wifi).
  2. Any volume:
    • Courtyard or tables near courtyard at Division, or conference room at Montavilla.
  3. Super-quiet calls only: in our suite at Division. If it’s loud enough for any words to be heard clearly at the nearest desk, it’s not super-quiet.

If someone’s talking too loud, writing on a piece of paper and showing them is great, “Could you take the call in the phone rooms, conference room or lobby sofas? We don’t do calls that aren’t super-quiet in the main suite.” Then they can say “Hold on” to the person on the call and walk to a good area.

7. Guests (used to be called Visitors).

  1. Conversations are great in our suite if they are in normal voices, indoor voices/office voices, not loud or emoting. 15 minutes to 3 hours per day of people talking total is common.
  2. Any member can fill up any conference room with guests (up to 14 people total including the member, in the biggest room).
  3. Reservations for meetings with guests are recommended in order to guarantee conference room availability and have conference rooms clean and ready for arrivals.
  4. The member who is hosting the meeting is required to arrive at Collective Agency at least 15 minutes before their first guest is expected (so that people aren’t waiting outside).
  5. Members have the option of using all or some of their conference/phone room/common area time to host guests in our suite, if appropriate.
  6. Guests here for meetings have to stay within the same room or nearby area (except for restrooms/kitchenette). Guests here on a guest day pass can work in separate areas within the same building from the member hosting them.
  7. A guest here for a meeting can’t be at Collective Agency more than 3 hours total that day (unless they are a member or here on a member’s guest day pass).
  8. The member hosting the guest needs to be here the whole time that the guest is here – as an example: if you leave at 130pm, the guest needs to leave before you or with you at 130pm.
  9. Guests are the responsibility of the member who invited them, and are also responsible for themselves.

7b. Dogs as guests at Division and Montavilla:

Dogs are formally allowed at Collective Agency Division and Montavilla, and aren’t allowed Downtown. We don’t have any formal policies for other non-human animals except the other Terms of Service.

  1. No barking. Friendly and minimal barking isn’t okay. The VERY occasional bark (i.e. once in a blue moon) is okay but anything more than that isn’t okay.
  2. No dogs touching soft surfaces (pillows, blankets, cushions, sofas) that are left out here. Professional cleaning will continue weekly.
  3. Dogs will have the same standards as human guests here – Community Guidelines etc. but non-humans don’t count towards members’ guest days or guest hours.
  4. People do tend to have a blind spot to their dogs, so make sure your dog interacts with humans and other dogs in a community guidelines way; be responsible for your dog, and your dog needs to be responsible for itself, if you bring it in. If your dog might be outside the rules more when you’re not here, keep your dog with you at all times.

8. Events:

  1. The main reason for becoming a member cannot be to host free events.
  2. At Collective Agency Montavilla:
    1. Paid rentals in the main room: On days when it’s unlikely that Montavilla will: a) have more than 5 members at a time working there whose home membership is Montavilla, and also b) have 3 or fewer members with reserved desks,
      • the main room may be rented for events by non-members with at least a full week’s notice to members, at most 5 days per month (expected to average 0 to 3 days a month), and members will have unlimited use of the conference room as the coworking room. Reserved desks may be carefully moved by staff between the two rooms.
      • Full info on members or non-members paying to rent the Montavilla location for events is at https://collectiveagency.co/meetings
    2. Member-hosted events in the Montavilla conference room:
      • At most once every 28 days, any member can reserve and be in the conference room at Montavilla for up to 4 hours total after 5pm on weekdays or anytime on weekends.
      • That 4 hours includes:
        • hosting guests and members in the room during that time,
        • setup and cleanup in the room,
        • for any member, their other time earlier or later that day in: conference and/or phone room and/or common areas outside our suite in our other buildings (which earlier in the day won’t exceed the 3 hours per day, and won’t exceed the 4 hours total per day).
      • Any extra time of any member is at the conference room/phone room rental rate, which for one or more members or guests in a room for any extra time is pro-rated at $55 per hour total, which can be paid at https://collectiveagency.co/misc
      • All members always have access to participate at member-hosted events based on availability.
      • All members always have 24/7 access to walk through the conference room to and from the backyard during member-hosted events.
  • At Collective Agency Division and Collective Agency Downtown:
    • Members can reserve the main areas Downtown or at Division for 15 to 45 people at most once per month, for up to 4 hours total after 5pm Downtown or for up to 3 hours total after 7pm at Division on weekdays, or anytime on weekends.
    • If we have more than 5 Downtown reservations or more than 5 Division reservations per month, then the Optional Member Meeting or a member survey will be how events moving forward are decided; prior members who hosted events will get priority.
    • Reserved desks won’t be moved or touched Downtown or at Division.
    • The form with full info for members hosting events at no charge is at: https://collectiveagency.co/5/wp-content/uploads/2018/08/members-hosting-events-agreement.pdf
  • Staff will manage the scheduling of events in the main rooms, which are published at https://collectiveagency.co/events/
  • At least a week notice to members is required, including the name of the event and a description so that any member can join in, and if it’s not likely that there will be at least 15 people, the event will be rescheduled to a conference room.
  • 9. Membership payments – fine print:
    1. To pause membership:
      1. a member may give at least one day’s notice, and get a membership credit equal to the pre-paid membership amount for future access (re-starting membership) at a date of their choice.
      2. Any member may not pause membership more than once every two months and must rejoin for at least a full month or the remainder of their credit, whichever is less.
      3. If paused, the 12 months pre-paid must be used within 24 months of the start date. A month-to-month payment must be used within 12 months of its being paused.
      4. Before pausing the membership, all access to member benefits must be returned: the Coworking Visa, mail delivery, locker storage, key fob, or any in-person access in ways that’s for members.
    2. If there’s a waitlist for a reserved desk at an office, a member with a reserved desk at that office will lose the reserved desk if they pause membership and will be added to the reserved desk waitlist.
    3. A member who pauses or cancels membership, then rejoins, will rejoin at the current rate for all months that weren’t already paid for.
    4. A person or company with 12 months or more prepaid membership may switch out the person who has the membership for a new person, provided there is at least 5 business days notice to Collective Agency staff, and not more often than once every 90 days per membership. The key has to be returned to Collective Agency staff, who will give it to the new person.
    5. With a month notice, someone can get the remainder of their yearly prepayment back for the unused months. This doesn’t apply to people who started prepaying before March 25th 2016. The discount for each month that was prepaid if a remainder is given back is: the regular prepaid discount amount multiplied by the percent of the year the prepayment was in place.

    10. Rates:

    1. There are no individual discounts, credits, reduced rates, or extensions on cancellations outside what is in the terms of service; everybody is treated equally under the rules. The only exceptions are: the Coworking Visa, and open houses, both of which are rare.
    2. The monthly and yearly rates include everything except for these:
      • Printing at-cost if more than $8 per person per month (black-and-white text is 8 cents per page, full-color pages of photos are $3 per page). This is the responsibility of the member to self-track and pay.
      • Additional common area time above what’s included, as per section 5, or at Montavilla as per https://collectiveagency.co/meetings/. This is the responsibility of the member to self-track and pay.
      • Keys must be returned on or by the last day or there is a $50 late fee per set of keys.
      • Each extra locker is $70 per month.

    11. Access: Added 6/13/19:

    1. A member’s “main location” can be changed, and is the location the member works at the most (or if the member has a reserved desk, that location).
    2. There’s always room for members at their main location.
    3. All members have access to the other Collective Agency locations based on availability. A reservation system will be added if/when needed.
    4. This applies for all members.

    12. Norms: Added 5/31/19 to this document from other documents:

    1. If anyone wants any or all of these while they’re in the suite, this is what happens for each thing they want:
      1. Ceiling lights on
      2. Doors and/or windows closed
      3. Music on between 9am and 5pm, within the limits written up at each location
      4. In-person conversation in normal indoor voices or quieter, not loud or emoting, as long as the conversation is within the Community Guidelines and the other terms.
    2. The effective temperature after windchill in the main rooms of all locations is always kept between 74.0 and 76.9 degrees, regardless of what anyone in the space wants at that moment. If you want a cooler temperature, various areas of the rooms are slightly warmer or cooler, and the many mini- and medium-sized fans are a surprisingly effective way to cool down without affecting other members.
    3. Other norms are either written up elsewhere in these terms, in the “Membership Info” email, in the suites, or are via the Community Guidelines, Governance Guidelines, and Governance Process.

    13. Downtown Gym: Added 11/6/19:

    Gym access is for a limited number of members who are: currently paying Collective Agency for membership at the Downtown location as their main location at the $250+ rate or above, who ‘very likely’ or ‘definitely’ ‘very much want’ access. There’s availability. Full information and photos available upon request.

    14. Liability:

    1. There is no liability for lost, damaged, or stolen equipment, unless that person stole or intentionally damaged the equipment.
    2. There is trip and fall, and building insurance, for the building.
    3. There is a liability waiver: as a person who may occupy the premises, you agree at your own risk to indemnify Collective Agency against all claims for any lawful guest to the premises who shall have entered onto the premises for the purpose of lawfully visiting you or who shall enter onto the premises with your permission. You agree that Collective Agency shall not be liable for any personal injury, damage, loss or inconvenience howsoever or wheresoever caused to any person, any company, or any property brought in by any person upon the premises.

    15. General:

    1. Collective Agency is the trade name of the locations and the name of the business, with these Terms of Service. Alex Linsker is the business owner.
    2. Violation of the Terms of Service, especially violation of the Community Guidelines, may result in termination of membership as determined by Alex Linsker.
    3. The maximum amount of money owed for any reason by Collective Agency to a person or company shall be the amount paid them for services in that month by that person or company.
    4. The Community Guidelines and other terms of service or policies may change in the future as per the governance process.
    5. Planned changes currently include:
      • Montavilla: the desk size for all desks will eventually become the smaller of the two desk sizes there, and the desks in the big clusters facing front and back of the window may be put on the side,
      • Downtown: the desk size for most desks will become the smaller of the two desk sizes there, and a phone room may be added if needed,