THE VILLAGE AT MAYFAIRE

Clubhouse Reservation Request Form

 

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Clubhouse Reservation Request Form

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THE VILLAGE AT MAYFAIRE

CLUBHOUSE RENTAL AGREEMENT

 

 

RENTAL ELIGIBILITY: Clubhouse reservation/rental is a privilege extended only to Unit Owners who are considered in good standing. Owners are not considered in good standing if their Association account is delinquent. Lessees may not reserve/rent the clubhouse. However, a Unit Owner may reserve/rent the clubhouse on behalf of his or her lessees according to the following protocol: (1) The Unit Owner must complete the Clubhouse Rental/Reservation application using his or her own personal information. (2) The deposit and payment checks must be in the unit owners name. (3) The owner must accept liability for his or her lessees clubhouse reservation/rental. An owner may not reserve the clubhouse for a non-resident.

 

Upon using The Village at Mayfaire Condominium Association CLUBHOUSE, I hereby agree to follow the Clubhouse Rules and rental conditions therein, a copy attached hereto. I also agree to adhere to all the Rules and Regulations of The Village at Mayfaire (a copy of the Rules & Regulations is available on request from the HOA Management Company).

 

Homeowner Requesting Reservation:

 

Name: ______________________________________

 

Unit #: ______________________________________

 

Phone #: ______________________________________

 

 

Date of Reservation: _______________________________

 

Time Period of Reservation: ___________ to ___________

 

Purpose of Reservation: __________________________________________________________

 

Expected Number of Guests: __________

 

 

I AGREE TO ACCEPT FULL RESPONSIBILTY FOR THE CLUBHOUSE FACILITY DURING MY USAGE PERIOD. IN THE EVENT OF ACCIDENT, INJURY, THEFT AND/OR PHYSICAL DAMAGE TO THE FACILITY OR UPON MYSELF OR MY GUEST(S), I (the HOMEOWNER) AGREE TO BE FULLY RESPONSIBLE FOR THE LIABILITY INCURRED, INCLUDING, BUT NOT LIMITED TO, INSURANCE DEDUCTIBLE AND/OR ANY OTHER FINANCIAL BURDEN ASSOCIATED WITH SUCH ACCIDENT, INJURY, THEFT AND/OR PHYSICAL DAMAGE.

 

 

Date

 

Name of Homeowner (type) ______________________________

 

Name of Homeowner (sign) ______________________________

 

Rental Fee Amt _____________

 

Deposit Amount _____________

 

Check Number ____________

 

Date Deposit Returned ______________________________

 

 

__________________________________________________

HOA Property Manager Representative

 

THE VILLAGE AT MAYFAIRE
CLUBHOUSE RENTAL EVENT CHECKLIST

(Adopted April 2009)

 

 

In addition to the clubhouse-specific and general TVAM rules:

 

BEFORE THE EVENT:

 

For rental events for greater than sixteen (16) and up to the limit of fifty (50) individuals, a pre and post event inspection to determine the condition of the space is required. On the day of the event, at a time pre-arranged with the unit owner (or sponsor of the function), an Association-designated inspector will walk through with the owner/sponsor to assess and sign-off on the spaces original condition.

 

DURING THE EVENT:

 

  • No decorations may be placed on the walls.
  • No smoking in the clubhouse.
  • No loud music.
  • No clubhouse furniture may be taken outside.
  • No doors may be propped open.
  • Visitor parking must be used.

 

 

AFTER THE EVENT:

 

Upon completion of the event, another walk through will be performed by the same inspector and owner, to be sure that no theft or damage has occurred and that the Clubhouse has been restored to the pre-event state. The post event walk-through must occur no later than the morning after the rental and before another rental event, whichever comes first. Once the designated inspector signs off that the clubhouse has been restored to its original condition, the unit owner may contact CAMS for his or her security deposit refund. The Executive Board reserves the right to deduct a cleaning fee from the security deposit if the clubhouse has not been properly cleaned after the rental. Fifty dollars ($50) of the rental fee is allotted to pay for the designated inspectors time. CAMS will provide the Unit Owner with three inspector contact names and numbers.

 

  • All decorations have been removed.
  • All debris, food, trash, etc. have been removed from the clubhouse (there is a garbage can outside by the pool pump house).
  • All food and beverages have been removed from the refrigerator.
  • All countertops have been cleaned.
  • Thermostat has been set to 80 degrees in the summer and 68 degrees in the winter.
  • Tables and chairs have been cleaned and placed in the appropriate areas.
  • Dishwasher, microwave, oven, etc. have all been turned off.
  • Clean bathrooms (must be left in the condition as found).
  • Clean kitchen area (must be left in the condition as found).
  • Lights and fans have been turned off.
  • All doors have been locked.

 

THE VILLAGE AT MAYFAIRE

AMENITY-SPECIFIC RULES

(Adopted April 2009)

 

 

 

These rules and regulations are meant to provide for harmonious living at The Village at Mayfaire, a community of 204 condominiums. They have been developed, with owner input, for the best interest of all residents in mind. It is the right and responsibility of each owner and resident to assist in the enforcement of these rules and regulations. Everyone is reminded that video surveillance is in use.

 

All complaints regarding violations should be submitted in writing to: tvam@camsmgt.com, or The Village at Mayfaire, c/o Community Association Management Specialists (CAMS), 1612 Military Cutoff Road, Suite 108, Wilmington, NC 28403. Although a written complaint is always required, telephone contact is available Monday through Friday, between the hours of 8:00 AM and 4:30 PM at CAMS Client Services (256-2021) or with the Facilities Manager (228-8308). If immediate help is needed or the presence of danger felt, dial 911 or the non-emergency police line (452-6120).

 

PARAGRAPHS I VIII ARE GENERAL RULES THAT APPLY TO AMENITY FACILITIES EQUALLY AND UNIFORMLY: SWIMMING POOL, SPA, CLUBHOUSE, THEATER, FITNESS CENTER, TENNIS COURTS, CAR WASH

 

I. OWNER RESPONSIBILITY: Unit owners are responsible for the actions of anyone who gains access to the facilities using the owners key fob, including but not limited to their lessees and guests. Each owner shall be liable for any and all damages to exclusive or common property (common elements) which shall be caused by said owner, his or her lessees, guests or invitees. Such owner shall be assessed by the Association for the costs of the repairs and the same shall be a lien against the unit of such owner. Violations committed by an owner, his or her lessees and guests may result in suspension from the facility. Violation penalties must be resolved prior to re-admittance to the facility.

 

II. RISK ASSUMPTION: All persons use facilities at their own risk. Owners, management, and Association Board Members are not responsible for accidents or injuries, or personal belongings. Note: An emergency phone and first aid kit are located on the exterior back wall of the clubhouse.

 

III. USE ELIGIBILITY AND ACCESS: The Facilities may be used by unit owners, lessees, and guests only. A key fob assigned to the proper unit is required to gain entry. Proof of association with the unit owner may be requested or required. *Facilities access is granted only to unit owners (and their lessees/guests) who are considered in good standing. Owners are not considered in good standing if their Association account is delinquent. Management reserves the right to deny use of the facilities to anyone at anytime.

 

IV. MINORS: For safety and security reasons and because facilities are unsupervised, children under 15 years of age must be accompanied and supervised at all times by a responsible adult.

 

V. PARKING: Parking decals provided by the Association are required on owner and lessee vehicles. Guest hanger tags are required for vehicles visiting for more than 24 hours. When entertaining visitors, owners and lessees are encouraged to park their own vehicles in visitor parking and allow their visitors to use their units garage and parking pad. Illegally parked vehicles (e.g., in spaces assigned to unit owners or lessees) are subject to towing. Vehicles are towed at their owners expense.

 

VI. TRASH: Trash is to be bagged and placed in provided receptacles or taken with individuals when they leave.

 

VII. PROHIBITED:

  • Animals (other than service dogs);
  • Tobacco products and smoking;
  • Skates, skateboards, scooters, or similar equipment.

 

VIII. FACILITY MONITOR: If there is a Facility Monitor on duty, he or she is vested by the Executive Board with the authority to enforce the Rules and Regulations and to terminate any function at any time he or she deems necessary for the safety and well-being of any individual. NOTE: Facility Monitors are not trained in life safety and do not perform any lifesaving functions.

 

THE VILLAGE AT MAYFAIRE CLUBHOUSE RULES

 

PARAGRAPHS I VIII GENERAL RULES are in force for the Clubhouse at all times.

 

Context: The primary purpose of the Clubhouse is to serve all homeowners equally, including no more than 8 individuals (beyond the age of two years) associated with one unit. Too many associated individuals overwhelm the clubhouse area and prohibit the peaceful enjoyment by other homeowners. Rentals benefit single households to the exclusion of the majority of units.

 

Additional Clubhouse-specific information and rules include:

 

HOURS: 5:00 AM 11:30 PM Note: Entrances to facilities automatically lock at closing time. Individuals found in facilities during closed hours regardless of intention, will be in violation.

 

USE RESTRICTIONS:

  • WET or DAMP swimsuits are prohibited in the clubhouse. Swim suit cover-ups are encouraged when entering the clubhouse. Swimmers should use the outdoor pool restrooms provided in the cabana.
  • Propping open any door anywhere in the clubhouse is not permitted.
  • The clubhouse may not be used for any commercial or charitable event or any event for which tickets are sold, funds are being sought or donations made.
  • DJs or musical bands are not permitted. An acoustic guitarist is permitted.
  • The clubhouse should be restored to its original state; lights and equipment should be turned off after use.
  • No outside organizations, even if sponsored by a resident, are permitted to hold meetings at the clubhouse. Resident-only groups are encouraged and need not rent the facility as long as the area is freely shared with other residents.

 

INDIVIDUAL USE LIMIT: No more than 8 individuals (beyond the age of two years) associated with one household are allowed. Individuals include owners, lessees and guests. Owners who want to exceed the individual use limit (even non-exclusively) of 8 persons associated with one unit must rent the facility.  Facility rental also includes exclusive use of the space. Reminder: Owners whose units are rented assign all amenities use rights and privileges to lessees.

 

RENTAL ELIGIBILITY: Clubhouse reservation/rental is a privilege extended only to Unit Owners who are considered in good standing. Owners are not considered in good standing if their Association account is delinquent. Lessees may not reserve/rent the clubhouse. However, a Unit Owner may reserve/rent the clubhouse on behalf of his or her lessees according to the following protocol: (1) The Unit Owner must complete the Clubhouse Rental/Reservation application using his or her own personal information. (2) The deposit and payment checks must be in the unit owners name. (3) The owner must accept liability for his or her lessees clubhouse reservation/rental. An owner may not reserve the clubhouse for a non-resident.

 

RENTAL AVAILABILITY: Clubhouse reservations/rentals do NOT include use of the swimming pool. The swimming pool guest limit is in force at all times. The Clubhouse is available for reservations/rentals on a first come, first serve basis for up to seven (7) hours with the exception of major holidays, popular sporting events, and certain days/times during the summer season. Reservation black-out dates include but are not limited to: New Years Eve, New Years Day, Memorial Day Weekend, Independence Day weekend, Labor Day, Halloween Day/Night, Thanksgiving Day, December 24 and 25, Superbowl Sunday, the Kentucky Derby, the College Basketball Final Four games, the Olympics opening day ceremonies. Reservations may not be made for any Saturday or Sunday prior to 5:00 PM during the height (May 15 August 15) of the summer swim season. The clubhouse is reserved for the exclusive use of all homeowners as a group during these dates/times.

 

RENTAL AREA DEFINITION: A clubhouse reservation/rental entitles the owner to exclusive and private use of the kitchen, pool table room, and the library, along with the two restrooms located just outside the pool table room. Other residents will not be able to access these rooms during the reserved hours. A Clubhouse reservation/rental does NOT include the front sales information office, the Facility Manager/COA office), the Fitness Center, or the Theater. (To reserve the Theater, a separate reservation must be made and a separate fee is charged.) A Clubhouse reservation does NOT include use of the pool deck area. (The clubhouse and swimming pool individual use limit is in force at all times. Note: When the pool is closed to swimmers (approximately October 30 March 31) clubhouse party guests are allowed on in the pool deck area.

 

RENTAL APPLICATION: Reservations must be made through CAMS Client Services at 256-2021 or tvam@camsmgt.com. A reservation is not guaranteed until the Clubhouse Rental Application/Agreement has been signed and accepted and the security deposit and payment have been rendered to CAMS Client Services.

 

RENTAL FEE AND SECURITY DEPOSIT: (Note: There is no charge for social events which include residents only and where all residents are invited.)

The rental fee and security deposit amounts are based upon the number of guests. Checks should be made payable to the Village at Mayfaire Condominium Owners Association. The Executive Board reserves the right to deduct a cleaning fee from the security deposit if the clubhouse has not been properly cleaned after the rental.

 

For exclusive, reserved use of the clubhouse for sixteen (16) or fewer individuals or for those who wish to exceed the individual use limit of 8 persons associated with one unit, but not to exceed 16 individuals:

         Non-refundable rental charge of $50

         Separate, refundable security deposit of $150

 

For exclusive, reserved use of the clubhouse for more than sixteen (16) and up to the limit of fifty (50) individuals:

         Non-refundable rental charge of $300

         Separate, refundable security deposit of $500

 

RENTAL RESTRICTIONS:

 

  • The clubhouse may not be rented for any commercial or charitable event or any event for which tickets are sold, funds are being sought or donations made. The clubhouse may not be rented for illegal, commercial or charitable fund-raising activities.

 

  • Persons attending a function (owners, lessees, guests) are subject to the Clubhouse general rules. All general rules apply to rental events as well. In addition to the general rules criteria, social functions shall meet the requirements as specified by the Laws of the State of North Carolina pertaining to alcohol, drug, and tobacco statues.

 

  • DJs and bands are not permitted; the clubhouse is neither designed nor configured for this type of set-up or function. Furniture is not designed to move easily. There is no dance space. An acoustic guitarist is permitted.

 

  • The Unit Owner must be present at all times during the function and is responsible for the conduct of his or her guests. Alternatively, if the owner rents the facility on behalf of his or her lessees, the lessee must be present at all times. The Unit Owner is held responsible for theft, vandalism or damage to the Clubhouse during the rental period. The Association is not responsible for accidents or injuries, or personal belongings

 

 

PRE and POST EVENT INSPECTION: For rental events for greater than sixteen (16) and up to the limit of fifty (50) individuals, a pre and post event inspection to determine the condition of the space is required. On the day of the event, at a time pre-arranged with the unit owner (or sponsor of the function), an Association-designated inspector will walk through with the owner/sponsor to assess and sign-off on the spaces original condition. Upon completion of the event, another walk through will be performed by the same inspector and owner, to be sure that no theft or damage has occurred and that the Clubhouse has been restored to the pre-event state. The post event walk-through must occur no later than the morning after the rental and before another rental event, whichever comes first. Once the designated inspector signs off that the clubhouse has been restored to its original condition, the unit owner may contact CAMS for his or her security deposit refund. The Executive Board reserves the right to deduct a cleaning fee from the security deposit if the clubhouse has not been properly cleaned after the rental. Fifty dollars ($50) of the rental fee is allotted to pay for the designated inspectors time. CAMS will provide the Unit Owner with three inspector contact names and numbers.