Listed below are some general policies. Please refer to your lease or contact Property Management with any specific questions.
Contractor/Alteration Policies
Throughout your occupancy, certain modifications to your office space may become necessary. These modifications may simply be relocating an outlet or may be more involved, such as reconfiguring walls or doors. Provisions for alterations, additions and improvements to the building are covered in your Lease.
The Campus Management Office is available to assist with any construction projects. Our capabilities range from simple coordination of contractors to assistance with the preparation of contract documents, drawings, specifications and contractor bids. Through experience, we have developed relationships with many qualified contractors, which leads to competitive pricing, quality and courteous work. A fee is charged for the services depending on the level of involvement.
Any construction work, which is to take place in the building, must comply with the Contractor Rules of the Site (Rules). A copy of the Rules may be obtained by calling the Campus Management Office. In order to ensure compliance with basic design criteria and that records are updated, the Campus Management Office needs to review all construction prior to the start. Scheduling of work should be coordinated through the Campus Management Office to insure the integrity of the base building. Prior to performing any work in the building, all contractors and their subcontractors must provide a certificate of insurance verifying compliance with the liability requirements established by the Campus Management Office.
General Rules & Regulations
The following rules and regulations shall apply to the Premises, the Building, any parking garage or other parking lot or facility associated therewith, and the appurtenances thereto:
- Sidewalks, doorways, vestibules, halls, stairways, and other similar areas shall not be obstructed by tenants or used by any tenant for purposes other than ingress and egress to and from their respective leased premises and for going from one to another part of the Building. The halls, passages, exits, entrances, elevators, stairways, balconies and roof are not for the use of the general public and Landlord shall, in all cases, retain the right to control and prevent access thereto by all persons whose presence in the judgment of Landlord, reasonably exercised, shall be prejudicial to the safety, character, reputation and interests of the Project. No Tenant Party shall go upon the roof of the Project.
- Plumbing, fixtures and appliances hall be used only for the purposes for which designed, and no sweepings, rubbish, rags or other unsuitable material shall be thrown or deposited therein. Damage resulting to any such fixtures or appliances from misuse by a tenant or its agents, employees or invitees, shall be paid by such tenant.
- No signs, advertisements or notices (other than those that are not visible outside the Premises) shall be painted or affixed on or to any windows or doors or other part of the Building without the prior written consent of Landlord. No nails, hooks or screws (other than those which are necessary to hang paintings, prints, pictures, or other similar items on the Premises’ interior walls) shall be driven or inserted in any part of the Building except by Building maintenance personnel. No curtains or other window treatments shall be placed between the glass and the Building standard window treatments.
- Landlord shall provide all door locks at the entry of each tenant’s leased premises, at the cost of such tenant, and no tenant shall place any additional door locks in its leased premises without Landlord’s prior written consent. Landlord shall furnish to each tenant a reasonable number of keys to such tenant’s leased premises at such tenant’s cost, and no tenant shall make a duplicate thereof. Replacement keys shall be provided on a reasonable basis and at Tenant’s cost.
- Movement in or out of the Building of furniture or office equipment, or dispatch or receipt by tenants of any bulky material, merchandise or materials which require use of elevators or stairways, or movement through the Building entrances or lobby shall be conducted under Landlord’s supervision at such times and in such a manner as Landlord may reasonably require. Each tenant assumes all risk of and shall be liable for all damage to articles moved and injury to persons or public engaged or not engaged in such movement, including equipment property and personnel of Landlord if damaged or injured as a result of acts in connection with carrying out the service for such tenant. Without limiting the foregoing, all deliveries of large or bulky items to any tenant in the Building shall be made through the loading dock dedicated to the Building.
- Landlord may prescribe weight limitations and determine the locations for safes, and other heavy equipment or items, which shall in all cases be placed in the Building so as to distribute weight in a manner acceptable to Landlord which may include the use of such supporting devices as Landlord may require. All damages to the Building caused by the installation or removal of any property of a tenant, or done by a tenant’s property while in the Building, shall be repaired at the expense of such tenant.
- Corridor doors, when not in use, shall be kept closed. Nothing shall be swept or thrown into the corridors, halls, elevator shafts or stairways. No bicycles, birds or animals (other than seeing-eye dogs) shall be brought into or kept in, on or about any tenants leased premises. No portion of any tenant’s leased premises shall at any time be used or occupied as sleeping or lodging quarters.
- Tenant shall cooperate with Landlord’s employees in keeping its leased premises neat and clean. Tenants shall not employ any person for the purpose of such cleaning other than the Building’s cleaning and maintenance personnel.
- To ensure orderly operation of the Building, no ice, mineral or other water, towels, newspapers etc. shall be delivered to any leased area except by persons approved by Landlord: provided, however, customary delivers of such items may obtain authorization from Landlord’s property manager upon presentation of information, such as insurance, reasonably satisfactory to Landlord and Landlord’s property manager.
- Tenant shall not make or permit any vibration or improper, objectionable or unpleasant noises or odors in the Building or otherwise interfere in any way with other tenants or persons having business with them.
- No machinery or appliance of any kind (other than normal office equipment and normal break room appliances) shall be operated by any tenant on its leased area without Landlord’s prior written consent, nor shall any tenant use or keep in the Building any flammable or explosive fluid or substances (other than typical office supplies (e.g., photocopier toner used in compliance with all Laws).
- Landlord will not be responsible for lost or stolen personal property, money or jewelry from tenant’s leased premises or public or common areas regardless of whether such loss occurs when the area is locked against entry or not.
- No vending or dispensing machines of any kind may be maintained in any leased premises without prior written permission of Landlord.
- Tenant shall not conduct any activity on or about the Premises or Building which will draw pickets, demonstrators, or the like.
- All vehicles are to be currently licensed, in good operation condition, parked for business purposes having to do with Tenant’s business operated in the Premises, parked within designated parking spaces, one vehicle to each space. No vehicle shall be parked as a “billboard” vehicle in the parking lot. Any vehicle parked improperly may be towed away. Tenant, Tenant’s agents, employees, vendors and customers who do not operate or park their vehicles as required shall subject the vehicle to being towed at the expense of the owner or driver. Landlord may place a ‘boot” on the vehicle to immobilize it and may levy a charge of $50.00 to remove the “boot.” Tenant shall indemnify, hold and save harmless Landlord of any liability arising from the towing or booting of any vehicles belonging to a Tenant Party.
- No tenant may enter into phone rooms, electrical rooms, mechanical rooms, or other service areas of the Building unless accompanied by landlord or the Building manager.
- Tenant will not permit any Tenant Party to bring onto the Project any handgun, firearm or other weapons of any kind, illegal drugs or, unless Tenant has provided the liquor liability endorsement as required Section11.1, alcoholic beverages.
- Tenant shall not permit any Tenant Party to smoke in the Premises or anywhere else on the Project, except in any Landlord-designated smoking area outside the Building. Tenant shall cooperate with Landlord in enforcing this prohibition and use its best efforts in supervising each Tenant Party in this regard.
- Tenant shall not allow any Tenant Party to use any type of portable space heater in the Premises or the Building.
- Tenant shall not park or operate any semi-trucks or semi-trailers in the parking areas associated with the Building.
- Tenant shall cooperate fully with Landlord to assure the most effective operation of the Premises or the Project’s heating and air conditioning and shall refrain from attempting to adjust any controls, other than room thermostats installed for Tenant’s use. Tenant shall keep corridor doors closed and shall turn off all lights before leaving the Project at the end of the day.
- Without the prior written consent of Landlord, Tenant shall not use the name of the Project or any picture of the Project in connection with, or in promoting or advertising the business of, Tenant, except Tenant may use the address of the Project as the address of its business.
- Tenant shall not exhibit, sell or offer for sale, rent or exchange in the Premises or at the Project any article, thing or service to the general public or anyone other than Tenant’s employees without the prior written consent of Landlord.
In the event of a conflict as between a Rule or Regulation listed above and a Lease provision, the Lease provision shall control.
Insurance
Campus Management Office has partnered with myCOI, a Certificate of Insurance tracking management system, to help us ensure that your insurance is compliant with your lease requirements.
How does it work?
You will receive a separate email from myCOI with instructions on how to register. MyCOI will ask you to complete your insurance agent’s information.
Once registered, myCOI will send a request directly to your insurance agent to request a Certificate of Insurance or when management needs an updated Certificate of Insurance.
MyCOI will verify compliance with the contract requirements and will notify your agent directly of any deficiencies. Your agent will communicate with you if any changes to your policy are required.
To ensure you receive any email communications from myCOI, we ask that you add this address CertificateRequest@myCOIsolution.com to your safe sender’s list.
Move In/Out or Large Delivery Policies
The following guidelines are provided to assist movers and large furniture deliveries to The Summit at Lantana. For a number of reasons, including commitments to other tenants and issues associated with liability, we will require movers to comply with these rules. If they do not, it is our duty to either deny them entry to the property or discontinue the move.
Before Your Move
- MOVE DATE: Please schedule your move-in with the Campus Management Office and provide the name of the moving company and contact information. Large deliveries to multi-tenant buildings must be reserved in advance through Angus Anywhere Reservation Resources. Depending on the size of the delivery, it may need to be scheduled after 6:00 PM on weekdays or anytime on weekends to avoid possible inconvenience to other tenants and/or to avoid any conflicts with any other tenants.
- PRE-MOVE WALK: Once move-in date is selected, we will coordinate a meeting with the appointed Tenant Representative, a representative with the moving company, and the Property Manager to review the Rules of Building as well as walk the move-in route.
- INSURANCE REQUIREMENT: The moving company must carry the insurance coverage listed below and provide a Certificate of Insurance to Property Management prior to the move:
- General Liability (including contractual liability coverage): $1 Million each occurrence, $2 Million general aggregate on a “per project” or “per location” basis, $1 Million products/completed operations
- Automobile (hired and non-hired autos): $1 Million
- Employer Liability Insurance coverage required
- Excess Liability Policy: $3 Million
- 30 day cancellation notice required
- Waiver of Subrogation is required
- List address of property
Additional Insured:
Summit Lantana Owner, LP (owner)
HPI Real Estate Management, Inc. (manager)
Additional Insureds Endorsement: Copies of General Liability Additional Insured endorsements for Ongoing and Completed Operations are required. Copy of Auto Liability additional insured endorsement is required.
Certificate Holder:
Summit Lantana Owner, LP
c/o HPI Real Estate Management, Inc.
7171 Southwest Parkway, Bldg. 500, Suite 125
Austin, Texas 78735
Attn: Kathleen Goddard, CPM | Email: goddard@hpitx.com
During Your Move
- All trucks must unload at loading dock and utilize the service elevator. No deliveries using dollies are permitted through the lobby, unless received prior approval from management and mover provides proper finish protections.
- The designated Tenant Representative must be present at all times during move-in and large deliveries.
- Upon arrival, the moving company must sign in with Property Management Office and management will advise Security of the number of movers and will release the service elevator for the moving company’s use after sign-in.
- Moving company must use rubber matting, Polynite or clean Masonite sections as runners on all finished floor areas and carpet where heavy furniture or equipment is being moved with wheel- or skid-type dollies. The Masonite must be at least 1/4-inch thick and 4-feet by 8-feet. Polynite or Masonite sheets in corridors must be taped together to inhibit sliding. The moving company must supply such protective coverings.
- Moving company must provide and install protective coverings on all walls, doors facing, elevator cabs, corridor corners, and other areas along the move-in route. Before and after the move, a representative of Property Management Office will meet with the moving company foreman to inspect all walls, carpet, door facings, elevator cab, and other areas along the move-in route.
- The moving company or tenant must repair any damage to the property, building or fixtures caused by the move-in process. Otherwise, the tenant will be billed for necessary repairs or restoration.
- For reasons of liability, property employees are not permitted to assist in moves. We also cannot loan any tools, including ladders, power tools, or jumper cables. We do provide certain courtesy services for minor maintenance needs that may arise during your move.
- Moving company personnel may not smoke anywhere in the building.
Elevator Operation
- Moving company must make prior arrangements with the Property Management Office for use of the service elevator for each move.
- Moving company personnel are not permitted to use the passenger elevators, unless received prior approval from property management and provide proper elevator cab wall and floor protection.
- The elevator must be key-operated to hold the doors open for prolonged periods. Doors must not be blocked open by furniture or objects.
- The service elevator’s weight capacity is 4,500 lbs. Any items or combination of items that exceed these capacities will require special handling and documentation.
- The passenger elevator’s weight capacity is 3,500 lbs. Any items or combination of items that exceed these capacities will require special handling and documentation.
Clean-up and Repairs
- Moving company must remove all protective coverings from the glass, doors, elevator, corridors, floors, stairwells, and any other places where such coverings have been placed. Tape marks, if any, must be cleaned off completely.
- Moving company must vacuum, sweep, and/or damp-mop all common area floors wherever necessary to restore them to their original conditions of cleanliness and appearance.
- Restrooms must be left in clean condition.
- Moving company must remove from the property any and all trash or refuse generated as a result of the move-in by the end of the move-in date. Tenant will be billed for the removal of any materials not taken away by the moving company
A pdf version of the Movers Guidelines may be found under Forms.
Smoke Free Building
The Summit at Lantana maintains a no smoking or vaping policy throughout the building, including all common areas, the lobby, restrooms, stairwells and elevators. Please do not smoke or vape at building entrances. Designated smoking areas are located in the parking garages.
