Camden Miramar

Miramar Summer Conference Agreement

Agreement between Camden Miramar hereinafter referred to as “Miramar” and Texas A&M University – Corpus Christi hereinafter referred to as “Sponsor and/or TAMU-CC.” In consideration of their mutual promises and obligations hereunder, Miramar does agree to provide and their Sponsor does agree to pay for the rooms and services designated below under the terms and conditions hereinafter stated.

All camps, conferences and groups must coordinate their stay through the Office of Community Outreach.

Conference Title / Name:______

Sponsoring Organization’s Contact Name:______

Sponsoring Organization’s Contact Phone:______

The following terms and conditions will be in effect during the length of this Agreement:

  1. Sleeping Room Charges

Miramar will provide lodging for the Sponsor’s participants in residence hall rooms. The Sponsor will coordinate assignment of the sponsor’s participants to rooms. Miramar will select the residence hall rooms to which the Sponsor’s participants will be assigned. There is to be no movement of beds or other Miramar furnishings by the Sponsor or Sponsor’s participants. Failure to comply will result in a charge for replacing any item.

The Sponsor will notify Miramar seven (7) days before the beginning of the conference of the guaranteed number beds actually needed. Miramar reserves the right to release to other Sponsors any beds that were reserved but not guaranteed. If no guaranteed number is provided seven (7) days before the beginning date of the conference, Miramar may charge the sponsor for the amount of beds reserved, regardless of the number actually used.

The Sponsor must stay at minimum 2 nights for any summer conference to be approved.

Residence Halls

Shared Style units with two beds (sleeps two): Can be utilized as singles or doubles

$50.00 /per room /per night for a 7 or more night stay, $60.00/per room/per night for a 6 or less night stay.

  1. Occupants

Sponsors will be required to submit a list of all occupants 3 days before the date on which persons will occupy the rooms, Sponsor will submit to Miramar, by electronic mail, telefax or other communication acceptable to Miramar, a list identifying all persons entitled to occupy the rooms. Sponsor agrees that only the persons listed by Sponsor will occupy the rooms and that the occupants shall use the rooms for residential purposes only and in accordance with terms of this Agreement. Sponsor further represents that unless Sponsor has made prior arrangements approved by Miramar, Sponsor is responsible for coordinating move-ins and move-outs for occupants. Unless prior arrangements are made with Miramar, Sponsor represents that Miramar shall not have any obligation or responsibility with respect to such activities and hereby releases Miramar from any claims related to the failure to provide such services.

  1. Conference Services Fee

A one-time service fee of $100.00 per conference will be assessed to the Sponsor to defray the administrative cost involved in coordinating the summer conference program.

  1. General Information

A.Office Hours:Monday – Friday 9am – 6pm

Saturday – Sunday10am – 8pm

B.Residence Hall exterior doors will be locked 24 hours a day. The Sponsor is responsible for securing SandDollar cards from the SandDollar Office in the University Center.

C.Provided Room Amenities – shower curtain, toilet paper, garbage bag, small microwave/refrigerator combination.

D.Sponsor’s participants will need to bring the following: standard twin size linens, blanket, pillow, towels, toiletries, snacks, Ethernet cord, telephone and any other items that might make a Sponsor’s participants stay more comfortable.

E.All Sponsors’participant’s trash should be disposed of in the dumpsters located adjacent to the residence halls by Sponsor’s participants. Failure to comply may result in a cleaning fee.

F.Check in/Check out: Check in time will be after 9am on weekdays and 10am on weekends. Check out will be before 1pm. Check in and Check out for groups must occur in two hour time blocks each. Changes to the times and/or failure to check out by the assigned timeand/or date may result in billings for additional night. All check in/check out for summer camps will occur in the Surf/Jetty Courtyard unless the camp reserves the Camden Miramar Rec Center. Camden Miramar will provide staff to hand out keys for check in/check out during the requested time blocks. If the Sponsor would like to hand out keys they may request a time to pick-up the keys from the Assistant Director of Residence Life in the Office and must return them to the Office at the end of the camp check out time block.

G.Parking: To park at Camden Miramar and on-campus, a visitor’s parking permit must be obtained from the kiosk at the entrance to the University or by contacting parking services.

  1. Additional Facilities and Services

Sponsors can arrange for any of the following additional facilities and/or services, which will be needed for their conference program. Use of any Miramar facility is used at the Sponsor and Sponsor’s participants own risk. Sponsor’s staff member must be present while Sponsor’s participants use additional facilities and services. Requests must be submitted in writing on contact sheet and will be approved based on availability.

  1. Swimming Pool
  2. Recreation Room
  3. Study Lounges
  4. Kitchens
  5. Laundry rooms
  1. General Rules & Regulations
  1. In the event of serious disturbances involving Sponsor’s participants which may or may not result in damage to property, injuries to person, or interference with other activities at Miramar, Miramar reserves the right to require offending conference participants to depart from Miramar premises prior to the expiration of the term of this agreement.
  2. The Sponsor will provide sufficient personnel to adequately supervise the activities and conduct of its members.
  3. Miramar will not become involved in individual fee collection.
  4. Payment in full is due within thirty (30) days from the date of the conference invoice.
  5. Sponsor will abide by the Miramar conference rules and polices.It will be the Sponsor’s responsibility to ensure Sponsor’s participants are informed of Miramar conference rules and policies.
  6. Prior to the arrival of the conference and again at the completion of the conference program after all Sponsor’s participants have departed, a representative from the Sponsor and a Miramar representative has the opportunity to inspect all facilities used by the Sponsor for damages and/or loss. Should any problems be located, notes will be made by a Miramar representative and appropriate charges for repair or cleaning will be determined by Miramar and an invoice will be sentwithin 30 days.
  7. Sponsor may not duplicate key or give their key to anyone else without Owner's written consent. Sponsor may not change locks on any entry door.Sponsor shall pay a $35.00 lock out fee anytime Owner or Owner’s representative is asked to let Sponsor into the Unit.Sponsor understands that Owner has no obligation to be available to let Sponsor in after office hours; however, if Owner does, Sponsor shall pay the lock out fee. Sponsor shall pay a $50.00 lock change fee anytime Owner or Owner’s representative is asked to change a lock or replace a key. Sponsor shall pay a refundable $25.00 temporary key fee anytime Owner or Owner’s representative issues a temporary key to the Unit. The fee will be refunded if the temporary key is returned before the end of this Agreement.
  8. Unless otherwise provided by applicable law, the Owner may terminate this Lease by giving no less than twenty-four (24) hours’ notice to the Sponsor if the Unit or the Community in general is rendered uninhabitable due to: (i) fire or catastrophic damage; (ii) environmental issues; (iii) a condemnation taking; or (iv) any causes beyond the control of the Owner
  9. All guests must be accompanied by Sponsor at all times while visiting. Sponsor shall not occupy or allow guests to occupy or temporarily use adjoining vacant Units and will be liable for all rent and other lease obligations if in violation. Additionally, Sponsor is liable to Owner for damages caused by Sponsor's guests.
  10. Sponsor accepts the Units, fixtures and furnishings, as is, except for conditions materially affecting health or safety of ordinary persons. Owner makes no implied warranties. Sponsor shall report to Owner in writing any defects, damages or unsanitary conditions (including signs of pests); otherwise, everything will be deemed to be in clean, safe and good working condition. Sponsor shall use reasonable diligence in care of the Unit and common areas. Sponsor may not perform any repairs, wallpapering, carpeting, electrical changes, or other alterations to Owner's property except as authorized by Owner in writing or by statute. Do not use commodes, drains, or other plumbing fixtures for any purposes other than those for which they are intended. Foreign objects, materials or substances are not to be disposed of in commodes. Do not empty grease, string, metal objects or any non-food items into garbage disposals. Sponsor will not remove Owner's property. When moving out, Sponsor will surrender the Unit in the same condition as when received, reasonable wear accepted. Reasonable wear means wear occurring without neglect, carelessness, accident or abuse.
  11. Owner will not be liable to any Sponsor or guest for personal injury or damage or loss of personal property from hurricane, fire, flood, water leaks, rain, hail, ice, snow, lighting, wind, explosions, interruption of utilities or other occurrences unless caused by Owner's negligence. Owner will not be liable to any Sponsor or guest for injury, damage, or loss to person or property caused by criminal conduct of other persons including theft, burglary, assault, vandalism, or other crimes. Sponsor agrees to use pool, and any other amenity at Camden Miramar at his/her own risk and hereby releases Owner from all claims for any damage or injury to the full extent permitted by law. Owner will furnish smoke alarms, locks, and latches as required by statute. Except as required by statute, Owner will not furnish additional smoke alarms, extra locks and latches, security guards or patrols, security lighting, security gates or fences, or other forms of security. Sponsor agrees to exercise due care for the safety and security of Sponsor and all persons in Sponsor's Unit, especially in the use of deadbolts and night latches. Sponsor acknowledges that any security measures provided should not and will not be treated by Sponsor as a guarantee against crime. Sponsor is hereby notified that Sponsor, Roommates or their guests or occupants shall not disable, disconnect or intentionally damage a smoke alarm or remove batteries from smoke alarms without immediately replacing it with a working battery and Sponsor may be subject to damages, civil penalties and attorneys’ fees under Section 92.2611 of the Texas Property Code for not complying within this provision. Owner will test smoke alarms and provide working batteries at lease commencement; thereafter, Owner shall have the right to charge Sponsor for the replacement of batteries. If Owner's employees are requested to render services not contemplated in this Lease, Sponsor will hold Owner harmless from all liability regarding same. All Sponsor’s requests or notices regarding security devices must be in writing.
  12. Owner will attempt to address routine maintenance requests submitted during regular office hours to the office in person or at 361.825.5000 or requests made through the property’s online service request system. If Sponsor has maintenance emergency after regular office hours, Sponsor agrees to contact University Police Department at 361.825.4242 to have on-call maintenance personnel contacted. Owner may temporarily turn off equipment and interrupt utilities to avoid property damage or to perform work requiring such interruption. In case of malfunction of utilities or damage by fire, water, or similar cause, Sponsor shall notify Owner's representative immediately. Sponsor shall be liable for initial damages caused by sponsor and subsequent damages that occur as a result of failure to report items in disrepair. In case of malfunction of air conditioning or other equipment, Sponsor shall notify Owner's representative as soon as possible, but no later than the next business day. Sponsor shall promptly notify Owner in writing of water leaks, electrical problems, carpet holes, broken glass, broken locks or latches, and any condition which materially affects health or safety. Owner shall act with diligence in making repairs and reconnections, and rent shall not abate during such periods. If fire or catastrophic damages are substantial in the Owner's reasonable judgment, Owner may terminate this Lease within a reasonable time by giving written notice to Sponsor. If this Lease is so terminated, Owner shall refund prorated rent and all deposit(s) less lawful deductions.
  13. In the event that any damage or loss to Owner is caused by Sponsor, occupants of the Unit or their respective guests or invitees (including contractors), Sponsor shall be liable for such damage or loss and shall immediately reimburse Owner for such damage or loss. Unless caused by the Owner’s negligence, the Owner is not liable for and Sponsor must pay for repairs, replacement costs and damage to the following if occurring during the term of this Lease (including any month-to-month renewal): (i) damage to doors, windows or screens; (ii) damage from windows or doors left open; and (iii) damage from wastewater stoppages caused by improper objects in lines exclusively serving the Unit. Sponsor acknowledges that the repairs, replacement costs and damages for which Sponsor will be responsible include damages caused by Sponsor, Sponsor’s guests or agents. At Owner’s discretion, Sponsor shall pay for such repairs in advance; any delay or postponement in demanding payment for such sums shall not waive Owner’s right to demand such payment.
  14. Except for assistance animals, no pets are allowed (even temporarily) anywhere in the Unit or community without Owner's prior written authorization. Breed, size, weight and number limitations and fee and deposit requirements do not apply to qualified assistance animals. Feeding stray or unauthorized pets is prohibited. Owner will consider pet food, food bowls, pet beds or accessories present in the Unit as evidence that unauthorized pets are being fed or are present. Pet prohibitions apply to all mammals, reptiles, fish, amphibians, birds, and insects. Violation of the above by Sponsor or Sponsor's guests with or without Sponsor's knowledge or permission, will subject Sponsor for the fees, charges, damages, eviction, and other remedies of this Lease. If the Sponsor violates the pet restrictions, the Sponsor will pay an initial charge of $50.00 per pet and a daily charge of $5.00 per pet (total charges not to exceed $100.00 per-pet, per-occurrence) from the date the pet was brought intothe Unit until it is removed. If not removed by Sponsor within 2 days from the date that the pet was brought into the Unit, Owner may remove an unauthorized pet and turn the pet over to a humane society or local authority.
  15. Subject to any requirements provided by applicable law, Owner (and any agent or vendor authorized by Owner) shall have the right to enter the Unit (as well as any storage unit leased by Sponsor) for any reasonable business purpose which includes, but is not necessarily limited to, making repairs or replacements, doing preventative maintenance, leaving notices, conducting health or safety inspections, inspecting the Unit, allowing entry by law enforcement officers, showing the Unit to prospective Residents and showing the Unit to lenders, appraisers, contractors, insurance agents or other vendors of the Owner.
  16. Sponsor acknowledges that it is Sponsor’s responsibility to assist the Owner to prevent excessive moisture build-up and mold growth. Sponsor acknowledges that: (i) excessive moisture can collect from a wide variety of sources; (ii) moisture build-up in carpets and crevices can result from shower or bathtub overflows, washing machine overflows or leaks, cooking spills, plant watering overflows or pet urine accidents; and (iii) insufficient drying of water, carpets or carpet pads can result in mold under the carpet surface. Sponsor shall be responsible for: (i) promptly reporting to Owner any signs of water leaks or water infiltration, standing water, condensation on interior surfaces, high humidity, musty smells or any signs of mold and any air conditioning or heating system problems; (ii) keeping all areas of the Unit including the Premises clean and free of water accumulation, removing visible moisture accumulation on windows, walls, ceilings and other surfaces; (iii) being attentive to washing machine leaks, overflows or spills; and (iv) maintaining proper ventilation of the Premises and preventing conditions that are conducive to mold growth including controlling humidity and moisture levels in the Unit including the Premises through proper operation of the air conditioning and heating systems and plumbing fixtures. To the extent permitted by applicable law, the Owner is not responsible for conditions, damages or injuries that result from Sponsor’s failure to maintain the Unit including the Premises in accordance with this provision.
  17. Sponsor acknowledges that: (i) it is Sponsor’s obligation to inspect the Premises upon move in and identify any signs of pests or pest-related activity (including bed bug activity); (ii) bed bugs can be transported to the Premises through bedding, clothes, fabrics or other items moved by Sponsor into the Premises; and (iii) if bed bugs infest the Premises, treatment involves not only the Premises but also the surrounding areas and units.