LAKEVALE ESTATES Community Association

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Delphia McDowell
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1 LAKEVALE ESTATES Community Association Lakevale Youth or Adult Organization Clubhouse Rental Agreement Homeowner Name: Phone #: Homeowner Address: Lot #: Organization s Name: Purpose of Rental: Dates of Rental: Time of Rental: - # of Guests: Alcohol to be Served (Yes/No)? If Yes: ABC Banquet License Procured with Board Approval (Yes/No)? Attach copy: Caterer to be Used (Yes/No)? If Yes: Will Caterer be serving alcohol (Yes/No)? If Yes: Attach evidence of Caterer s Liquor Liability (LL) insurance coverage: Clubhouse Rental Contract This Agreement creates a binding agreement between the Homeowner (hereinafter referred to as Member ) who represents a Lakevale Youth or Adult Organization and the Lakevale Estates Community Association (hereinafter referred to as the Association ) for the use of the Lakevale Clubhouse facilities for the above organization. The Association agrees to allow the Member to rent the Clubhouse facilities for the organization subject to the following conditions: 1. This Agreement allows the Member to use the upper floor of the Lakevale Clubhouse, commonly known as the Community Room. The Community Room accommodates seating for up to 100 people, and includes a kitchen with sink, refrigerator, oven and stove. The restrooms on the lower floor of the Clubhouse will also be available for use. 2. The Clubhouse is available for use between the hours of 8:00 a.m. and 11:00 p.m. Sunday through Thursday, and between the hours of 8:00 a.m. and 12:00 midnight on Friday and Saturday. Lakevale Youth and Adult Organizations cannot rent the Clubhouse on Friday evenings or on weekends without paying an additional $25 for each rental at these times. A Lakevale Youth or Adult Organization may not rent the Clubhouse for more than six hours at one time. 3. Lakevale Youth and Adult organizations are permitted to use the Clubhouse for a fee of $25 for up to a six-month period running from either January 1 st to June 30 th or from July 1 st to December 31 st. The sponsors of these organizations, who must be Lakevale residents, are 1 01/03/03

2 responsible for signing the rental agreement and all group members are responsible for following the rules, restrictions, reservation and cleanup procedures described below and in the Clubhouse rules. Checks shall be made payable to Lakevale Estates Community Association. Upon receipt of the checks, the Member will be given the code to the lockbox on the front door of the Clubhouse that contains two keys: one to the front door of the Clubhouse and one to the Community Room on the second floor of the Clubhouse. If either key is missing from the lockbox after the Member uses the Clubhouse, the Member signing this agreement will forfeit $100. The Member signing this document hereby agrees to be personally responsible for any property damage or cleaning costs in excess of the security deposit. The requested rental hours shall include set-up (e.g. caterer arrival, decorations, etc.) and clean-up times. 4. The Member, and the organization the Member represents, hereby agrees to hold harmless and indemnify the Association, its officers and members, from any claims, causes of action and costs (including attorney fees) arising out of any accident, injury or death that occurs directly or indirectly from the Member s use of the Clubhouse. 5. The Member signing this agreement shall be present at the Clubhouse at all times during the rental hours when the Clubhouse is being used or accessed by the Member s organization or the organization s guests, agents, caterers or other contractors. 6. The Member shall not duplicate any Clubhouse key. All keys shall be returned to the lockbox immediately after the Member is done with the Clubhouse. Failure to return all keys to the lockbox upon termination of the rental period will result in the Member forfeiting the $100 deposit. 7. Access to the Pool and to the Pool Area is NOT included with this Clubhouse Rental Agreement. 8. The Member and guests are prohibited from permanently attaching anything to the interior of the Clubhouse or Community Room. Nothing may be stapled, nailed or tacked to the door or walls of the Clubhouse or Community Room. The Member is responsible for ensuring that all decorations are removed upon conclusion of the event. 9. The Member s organization may invite both members and non-members of the Lakevale Estates Community Association as guests. The Member shall be personally responsible for insuring that all of the organization s guests conduct themselves in a proper fashion and that they adhere to the rules and regulations for Clubhouse use. 10. All music shall be contained within the Clubhouse and played at a volume that does not disturb the neighbors. Members may be fine by the Association if the noise ordinance is violated by the organization the Member represents. 11. The Member hereby agrees to be personally responsible for the payment of any civil or criminal citation issued by the Police as the result of the Member s organization use of the Clubhouse. 2 01/03/03

3 12. The Member, and the organization that the member represents, shall be personally responsible for the clean up of the Clubhouse after use, to include the stacking and storing of chairs and tables in the closet, the sweeping and mopping of the floors, and the checking and cleaning of the restrooms. The Member shall be responsible for placing all trash accumulated from both inside and outside of the Clubhouse into the receptacles provided outside the Clubhouse. The Member shall be responsible for turning off the lights and appliances, securing all doors and windows, removing all food and drink from the premises, and activating the security system. The Member shall immediately notify the Association of any malfunctioning or nonfunctioning appliance or plumbing fixture discovered during the Member s requested rental hours. 13. The Association is not responsible for anything left in the building by the Member, the Member s organization, or the Member s guests. 14. The Member signing this agreement shall be personally responsible for any damages caused to the Clubhouse building, its contents, or grounds during his/her use of the facilities, and for the replacement of any missing property belonging to the Association. In the event of damage to the facility (which includes its contents, the exterior and the common property), the cost of repair or replacement shall be deducted from the security deposit. The Member shall be responsible for the cost of repair or replacement that exceeds the amount of the security deposit. The unpaid cost of such repair or replacement shall constitute a lien on the Homeowner s property. 15. NO smoking is allowed in the Clubhouse. 16. The Member understands that: (1) the presence of ANY alcohol on community property requires the procurement of the appropriate ABC liquor license, and (2) the Lakevale Estates Community Association Board of Directors must approve the presence of alcohol prior to any such event. The Member shall provide evidence of Liquor Liability insurance coverage for any caterer serving alcohol at the event. The Member shall be responsible for the posting of the ABC Banquet License in a conspicuous location in the Community Room during the entire event. Furthermore, the Member shall be responsible for following all rules and regulations of the Virginia Department of Alcoholic Beverage Control (VaABC). 17. The Member shall comply with any and all governmental statues, regulations and ordinances relating to the service of alcoholic beverages and fire safety. The maximum number of persons permitted in the Community Room of the Clubhouse is The Member shall not use the Clubhouse for any purpose or activity that is prohibited by law. The Member, and the organization that the member represents, agrees to abide by all of the Association s Clubhouse Rules, as written in the Association s Bylaws (a copy is available by request from the clubhouse scheduler). All events are subject to the approval of the Lakevale Board of Directors. The Association reserves the right to refuse any rental which, in the sole judgement of the Association, is inappropriate, may result in unlawful activities or may violate the rules and regulations of the Association. 3 01/03/03

4 19. The Member has indicated acceptance of the terms contained above by signing this Agreement. 4 01/03/03

5 Certification by Member/Homeowner I,, certify that I own Lot # in Lakevale Estates, that I have read the foregoing Agreement and agree to take full responsibility for complying with the terms therein. I will ensure that my organization and my organization s guests abide by them also. I agree that any damage not reported to the Clubhouse Scheduler prior to my use of the facility shall be deemed to have been caused by myself and/or my guests. I will be personally responsible for any damage caused to the Clubhouse building, its contents, or grounds during my use of the facilities, and for the replacement of any missing property belonging to the Association. I understand that I might be fined by the Association to cover the cost of such damage, that I am responsible for covering any additional cost, and that my failure to pay the full amount of the cost shall result in a lien against my property in the amount for which the cost of damage remains unpaid. I agree to return the facility to the same, or better, condition that it was in prior to when I used the Clubhouse for my private function. I hereby agree to hold harmless and indemnify the Lakevale Estates Community Association, its officers and members, from any claims, causes of action and costs (including attorney fees) arising out of any accident, injury or death that occurs directly or indirectly from my use of the Clubhouse. Member Signature: Date: Office Use Only Fees Received: Use Fee: Check # Amount $ Date Rcvd By Lockbox Keys: Date Lockbox Code Provided: By Keys Returned to Lockbox (Yes/No)? Administrative Notes: 5 01/03/03

RENTAL AGREEMENT. Person Responsible Organization (if applicable) Date. Estimated Attendance (#) Facility Requested Main Hall Kitchen

RENTAL AGREEMENT. Person Responsible Organization (if applicable) Date. Estimated Attendance (#) Facility Requested Main Hall Kitchen RENTAL AGREEMENT Person Responsible Organization (if applicable) Date Translator Name (if applicable) Email Address Mailing Address City State Zip Phone Date of Event Type of Event Start Time : am/pm End