Chapel Hils Homeowner Association Rules and Policies for Clubhouse Rental Telephone number: (205) 620-4203 Clubhouse Rental Hours: 9 a.m. to 9:30 p.m. Lower Level Rental Hours: 9 a.m. to 9:30 p.m. PURPOSE The Chapel Hills Homeowner Association Clubhouse is intended for social, cultural, educational and recreational programs. Members are encouraged to use the clubhouse facilities for family gatherings, celebrations and meetings. The facility is available on a reservation basis for Chapel Hills residents. AVAILABILITY Facility reservations may be made up to 30 days in advance of the activity. The facility is rented on a first-come, first-served basis. Only Chapel Hills resident members 21 years of age and older will be allowed to enter into a rental agreement for the clubhouse. All correspondence and communications will be sent to the individual listed on the agreement. The member signing the agreement must be present at all times during the event/rental, including setup and cleanup and all deliveries/pick-ups. Additionally, failure to comply with any of Chapel Hills Associations regulations may result in the cancellation of the event with No deposit reimbursement. All forms are available at www.chapelhillsfultondale.com or www.roulandmgmt.com and are to be filled out and mailed, faxed or emailed to RMS Management Services. FEES AND DEPOSITS: The Clubhouse Rental Agreement and the Agreement and Release documents must be Completed in full and a security deposit of $350.00 is required for upper level and $150.00 for lower level to be paid online through Pay Pal at www.chapelhillsfultondale.com. The date will only be secured when forms and deposit received. Deposit is refunded within 7 days if the Clubhouse is left in required condition with a request for refund at www.roulandmgmt.com. All Association Fees must be paid current to date of rental. Clubs that are exclusive to Chapel Hills residents are exempt from deposit. LIABILITY AND INSURANCE The renting member must sign a copy of the Chapel Hills Agreement and Release Document and this will be kept on file for one (1) year. The member arranging and renting the facility is responsible for the actions and Conduct of their guests. They are also responsible for any damages to the building and Chapel Hills Homeowner Association property as a result of their activity. If damages occur, a damage fee will be assessed and responsible party agrees to reimburse Chapel Hills Homeowner Association for the actual cost of reported damages within 10 days of notification. 1
Children s activities such as, birthday parties, graduation parties, bar mitzvahs, or similar functions involving minors (under 18) must have a 1-to-10 adult-to-child ratio. Chapel Hills Homeowner Association Representative or any board member has right to full access to the facility at any time. The use of Chapel Hills Clubhouse, facilities, equipment, and furnishings is for the exclusive use Of the Association members and their guests. They are not to be used for any purpose That violates any city, county, or state laws or the Chapel Hills rules, policies and procedures. Four-foot wide aisles between indoor tables and/or chair rows must be provided; no doorways are to be obstructed; and fire code occupancy requirements must be in Compliance. (The occupancy limit is 25 people in upper level and 20 in Lower Level) ALARM SYSTEM WILL ACTIVATE AT 10:00 P.M. RESIDENT CLUBHOUSE RENTAL RULES Use of amusement rentals or props (i.e. carnival games and rides, dance floors, stages, Inflatable attractions, casino nights tables, etc.) Must be pre-approved by Chapel Hills Management. Vendors must present to the RMS Management Representative a copy of their Certificate of Insurance for general liability in an amount of not less than one million dollars ($1,000,000) and when applicable, a Certificate of Workman s Compensation (if operators will be on site) by the rental company. The charging of money or fees at the door for entrance into the activity or functions is strictly prohibited.. Food and beverages can only be served, NOT SOLD. No one allowed in the upper level with wet swimsuits If minors are found in the possession of alcoholic beverages, the activity will be terminated immediately and signing responsible party will be reported to Police. Chapel Hills Homeowner Association does not accept any legal responsibility for the loss, damage, or theft of equipment or articles owned by the users and will not accept any responsibility for any act or incident arising from the use of its property or equipment by any organization or group. Chapel Hills Homeowner Association at its sole discretion may cancel/suspend the use of the facility by the group or Individual if in non-compliance with the established policies and procedures is determined. Chapel Hills Homeowners Association reserves the right to refuse members the privilege of renting the facility if the member s previous rental history was disruptive, or the rules and policies were not followed as written. All Association Annual Fees must be paid current to reserve and rent the Clubhouse. All rental agreements must be completed as per instructions. 2
The Chapel Hills Clubhouse rules and procedures are subject to change by the Board at any time. SPECIFIC RULES If the Chapel Hills Homeowner Association member renting the facility is bringing in equipment, it must be submitted and approved by RMS Management Services 30 days prior to the event. All live entertainment, DJ s and any amplified sound may be permitted for use inside the building, only after getting prior written approval from the Chapel Hills Homeowners Association. Noise must be maintained within acceptable levels at all times, as this facility is in the middle of a residential area. Chapel Hills Association and Management reserve the right to monitor and regulate the volume of amplified sound, and the sound levels must comply with the City of Fultondale sound ordinance. RESIDENT CLUBHOUSE RENTAL RULES Glassware shall only be used inside the Clubhouse and cannot be taken outside on the deck or into the parking lot. Glass containers including; drinking glasses, bottles, jars, etc. are only allowed inside the facility. A copy of Signed Contract and Clubhouse Rules must be provided to any vendors, planners and anyone else associated with the event to insure they are familiar with these directives. Chapel Hills Homeowners Association Representative or any member of the operations team is NOT authorized to sign for, or accept, any deliveries for the event. A person involved with the activity must accept all deliveries within their reserved rental time. No permanent rental or assignment of the facility shall be made to any individual or organization, except for select neighborhood groups, as approved by Chapel Hills Homeowner Association. Chapel Hills Homeowners Association does not provide any storage for equipment or supplies. All rental equipment must be removed from the premises immediately following the event and all equipment/rentals cannot be dropped off prior to the event until the time agreed upon. Smoking and the use of tobacco products are prohibited in the Clubhouse or on the deck. A receptacle with sand is provided at the front entrance for use but must be cleaned after the event. All props for decorations must be free standing. Nails, staples, tacks, tape etc. must not be Used on the walls, ceiling, lights, fans, furniture or windows. Painter s tape is allowed but no Clear tape, as it will harm the paint. If paint is pulled when masking tape is removed, a Damage fee will be assessed. 3
All materials must be flame retardant. No open flames are allowed (i.e., unshielded Candles, tiki torches, pyrotechnics and the like. Rice, birdseed, glitter, flower petals, confetti, smoke or bubble effects, airborne steamers and similar items are prohibited. The Chapel Hills Homeowners Association furnishings must remain inside the facility. They are not to be taken outdoors. Furnishings must be returned to their original position when the event has ended. Setup and clean up is the responsibility of the member renting the facility within their Rental period. If the facility is not cleaned, is damaged, or you run over your rental time, it is At the discretion of Chapel Hills Homeowner Association to charge a damage fee to determine if any/or all security deposit is retained. The renter agrees to forfeit his security deposit if rules are not followed. The renter agrees to perform duties as outlined in the Cleanup Checklist in order to insure return of the cleaning deposit. Animals, other than guide dogs, are not permitted inside the property. Catering and service vehicles are not allowed to drive up to the building. All delivery Vehicles must park in the parking lot. RESERVATIONS, PAYMENT, AND CANCELLATIONS The Clubhouse Rental Agreement and the Agreement and Release documents must be Completed in full prior to reservation, Deposit will be refunded if Clubhouse is left in required condition. All Association Fees must be paid current to date of rental. The Chapel Hills Resident member signing the contract must pay all fees and deposits. No event can begin without full payment of the deposit. Chapel Hills Homeowners Association asks that, all fees and deposits are to be paid 30 days prior to the scheduled reservation date. CANCELLATION POLICY: Cancellations must be made within 10 days to receive a deposit refund. CLUBHOUSE RENTAL AGREEMENT Chapel Hills Homeowner Association desires to be protected against loss by reason of temporary use and occupancy of its facilities by special event renters. It is therefore agreed: The resident renter has submitted a signed copy of the Agreement and Release document. The renter agrees that he has read, understands, and will abide by the Clubhouse Rental Rules document provided liability of losing the Security Deposit if rules are not followed. The Responsible Party further agrees to be liable for Damages caused by themselves or other Attendees of the function for which this Agreement applies If rented equipment will be on the premises, the renter agrees to assume responsibility for the Equipment and obtaining approval by RMS Management Services. 4
The renter agrees to complete the Cleanup Checklist when the event is completed Checklist will be used to inspect Clubhouse to access condition and any damages that may have occurred. If the Checklist requirements are not met and there are damages or Clubhouse is not left cleaned as required the Deposit will be kept and an itemized list will be provided to renter to determine what portion of Deposit will be held. DATE OF EVENT: / / TIME: From am/pm to am/pm (Circle one) (Include time to setup and cleanup) TYPE OF EVENT: If children are attending (under 18), you must have a 1-to-10 adult-to-child ratio. Number of Adults: Number of Children: POOL CARD# AGREEMENT IN WITNESS THEREOF, the undersigned has executed and delivered this Rental Agreement as of the date shown below. BY: Date: / / (Renter of the facility-homeowner of Record) BY: Phone(s): (PRINTED Name) MAILING ADDRESS: ACCEPTED BY WITNESS; Date Chapel Hills Homeowners Association Date: Mail To: RMS Management Services PO Box 1268 Pelham, AL 35124 Phone: 205-620-4203 Fax: 205-620-4206 www.rmsmgmt.co 5