Vanderhaven Farm

Village 1

Clubhouse Rental Application and Guidelines

Instructions

  1. Please read all enclosed information (three pages total).
  1. All applicants must complete page 3 of the application and initial every page.
  1. Reservations will only be accepted with two checks.

Both checks must be made payable to Vanderhaven Farm Village I

Check #1 in the amount of $100 (Rental Fee)

Check #2 in the amount of $200 (Deposit)

  1. Reservations will only be made upon receipt of the application and the two checks payable to Vanderhaven Farm Village I.
  1. You need to contact the Association office the week of your event to arrange to pick up a key on Friday before your scheduled rental date. There will be no one available on the weekends to assist you.
  1. Rental checks will be cashed. Deposit checks will only be cashed if damage occurs. If no damage occurs, the check will be returned upon receipt of the clubhouse key to management.
  1. Applicants must return page four of this form with the rental fee and deposit checks in order to reserve the clubhouse for their event. Reservations are on a first come first serve basis.

VANDERHAVEN FARM VILLAGE I CONDOMINIUM ASSOCIATION AMENDED RESOLUTION

APPROVAL – APRIL 16, 2009

GRANTING PERMISSION TO THE RESIDENTS TO UTILIZE THE CLUBHOUSE FOR PRIVATE FUNCTIONS AND ESTABLISHING CONDITIONS THEREFORE

WHEREAS, the Governing Body has received a number of requests for residents inquiring as to the availability of the clubhouse for use for private functions.

WHEREAS, the Association should avail itself of the best possible use of all Association facilities.

WHEREAS, use of the clubhouse for private functions would serve the interest of the community and effectively utilize the clubhouse during times when it would otherwise be vacant.

NOW, THEREFORE BE IT RESOLVED THAT the clubhouse shall be available to members of the Association who live within the development and their guests for private functions subject to the following conditions:

  • The clubhouse must be vacated no later than 12:00 AM.
  • The clubhouse shall be left in a “clean” condition. Such cleaning shall be the responsibility of the member requesting use of the clubhouse and shall include, but not be limited to vacuuming, general clean up (i.e. removal of all decorations from the inside and outside areas and collection and removal of garbage from the clubhouse grounds and premises. In addition, all food must be removed from the refrigerator that is brought in for the party. All chairs and tables are to be returned to their original position.
  • Prior to the commencement of the private function, the managing agent shall see to it that the clubhouse is cleaned and inspect and make note of any damage. The member renting the clubhouse may inspect the clubhouse on the Friday before the rental. Arrangements must be made one week in advance with management to schedule the inspection.
  • On the day immediately after the private function, or as soon as practical, the managing agent shall re-inspect the clubhouse and note any additional damage to the facility. Any damage noted shall be deemed to have been caused by the use of the clubhouse for the function and shall be the responsibility of the Association member as set forth herein.
  • The Association member shall be personally responsible for any damage to the facility not previously noted on the walk through inspection conducted prior to the private function. All tape, streamers and any other decorations are to be removed completely from the walls and/or ceilings.
  • Prior to receiving permission to use the clubhouse a $200.00 security deposit shall be required in cash or check two weeks prior to said rental date. Proper identification shall be presented if asked for. Said deposit shall be returned to the Association member provided there is no damage (or breach of any of the rules) caused to the clubhouse facility as aforesaid. In the event of damage of the clubhouse facility, the cost of repair or replacement shall be taken from said deposit and the unused portion thereof, if any, shall be returned to the member. In the event that the cost of repair or the replacement shall exceed the sum of $200.00, or if any part of the repair or replacement is unpaid by the member, the unpaid cost of such repair or replacement shall constitute a lien on the member’s property and may be collected as set forth in the Association By-Laws. In the event that the member shall breach any of the rules as set forth herein, the Association shall have the discretion to retain a portion of the deposit.
  • A non-refundable rental charge of $100.00 shall be collected to cover the cost of electricity, wear and tear due to use of the clubhouse.
  • All personals attending private functions shall park only in the clubhouse parking area of the side of the facility, adjacent to the pool and tennis courts.
  • The member shall be responsible for securing the clubhouse upon the termination of the function. This requires that the member physically inspect all windows, doors and sliding glass doors to insure that they are locked. The member must further lock the front door to the clubhouse and turn off all lights, except those lights requested to be left on for security reasons.
  • Alcoholic beverages are not permitted.
  • Use of the pool and or pool area (inclusive of the side patio, facing Doolittle Drive) is strictly prohibited. During pool season, please be sure to lock the back hallway door leading to the bathrooms to eliminate the possibility of pool patrons wandering into your event. The bathrooms are shared with the pool patrons.
  • Rental hours are 9:00 AM – 12:00 MIDNIGHT
  • Rentals will be on a first come, first serve basis
  • Community events shall take priority over private rentals
  • The use of the fireplace is strictly prohibited.
  • The member shall receive a copy of these rules and must acknowledge his or her agreement to abide by the terms therein as well as personally indemnify and hold harmless the Association for all damage to the clubhouse as set forth above.

Name (print)Phone
Signature(s)
Address

Date of Rental

Community Manager
(APPROVED)