HOMELAND VILLAGE COMMUNITY ASSOCIATION COMMUNITY CENTER RENTAL PROCEDURES & GUIDELINES

RENTAL PROCEDURES:

1. Thoroughly review the following rental information and contract.
2. Contact the Rental Coordinator to tentatively reserve the room for your event.
3. Complete all required information on the "Community Center Rental Agreement".
4. Mail the completed contract and two checks ($50.00 rental fee and $100.00 damage deposit) to the Rental Coordinator.  Your reservation is not completed until the contract and fees are received.  Mail to:
   Homeland Village Community Center
   Rental Coordinator
   P.O. Box 726
   Olney, Maryland  20830-0726
5. If you need to deliver the contract and fee, call Nadene Neel at 301-421-1001, for directions and to arrange a convenient time for delivery.
6. Four days to one week prior to your rental, call Nadene Neel at 301-421-1001 to make arrangements to pick up the key for the community room during normal business hours at the off-site management office.

The Community Center is being held on the reserved date for your use. As other members may also request use on the date you have reserved, it is important that you finalize your reservation immediately. Reservations which are not finalized promptly are subject to cancellation.

RENTAL GUIDELINES:

1. The following are guidelines for keeping our community center looking nice for others and for the safety of the building:

• Insure that the door is locked after use.

• The door does not lock automatically - you must use the key to lock the door.

2. Do not use tape or tacks on the walls for decorations. As a suggestion, helium balloons with streamers make the room look very festive.
3. Please observe the No Smoking signs in the center.
4. After your event, in addition to vacuuming and cleaning the community room (including cleaning spots on walls and vacuuming upholstered furniture), clean-up party debris and cigarette butts from the nearby sidewalks and bushes.  If ribbons or signs are attached to the railings or posts on the surrounding areas, please be sure to remove them.
5. The keys to the room are to be returned within 24 hours after your rental.  Arrangements for return of the keys, or forwarding the keys (if another rental is scheduled the day after your rental) should be finalized with the Rental Coordinator when the contract and deposit are made.  If the keys are not returned within 24 hours after the date of your rental, a base fee of $20 will be placed on your HVCA assessment account and you will incur a fee of $5 per day until the keys are returned.  Your damage deposit may be cashed in lieu of placing the fees on your HVCA assessment account.
6. The room will be inspected promptly after your rental, unless there is another rental scheduled the day after your rental.  You may be present for this inspection, which is scheduled at the convenience of the Rental Coordinator.
7. If additional cleaning or repairs are needed, the deposit check (or a portion) will be used.  If the room is left in accordance with your contract, arrangements can be made for the check to be voided or returned to you.
8. ALL TRASH IS TO BE REMOVED FROM THE PROPERTY. DO NOT LEAVE TRASH IN BAGS BY THE STREET - IT MUST BE TAKEN WITH YOU.

Thank you for your cooperation and have a wonderful celebration!

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THIS DOCUMENT SERVES AS AN EXPLICIT WRITTEN CONTRACT BETWEEN HOMELAND VILLAGE COMMUNITY ASSOCIATION AND THE SPONSORING MEMBER.  IT IS TO BE SIGNED BY THE SPONSORING MEMBER AND RETURNED TO THE RENTAL COORDINATOR IN ITS ENTIRETY PRIOR TO THE RESERVATION DATE.

COMMUNITY CENTER RENTAL AGREEMENT

SUPERVISION

The Community Center shall be under the direct supervision of the Rental Coordinator who shall, in turn, be responsible to the Board of Directors, Homeland Village Community Association.

APPLICATION PROCEDURE

Application for rental of the Community Center shall be made to the Rental Coordinator, in writing, at least five days, and not more than one month, in advance (except under unusual circumstances such as a wedding reception). The Rental Coordinator is responsible for the assignment of specific reservation dates and the keeping of the rental calendar covering all engagements.

Application for rental of the Community Center shall be accompanied by a full explanation of the intended use (i.e. private party or group function), the number of people expected to attend and the precise time the event will begin and end (including time needed for preparation and cleanup).

RIGHTS AND USES

The pool area is off limits at all times.

A member granted use of the Community Center for a specific date and time shall have exclusive use of the entire room during that time period.

Only members of the Association may request use of the room for a private function, as often as desired, and must be in attendance for the entire time at said function.  The members’ Homeland Village Community Association assessment fee account must be in good standing to be granted rental privileges.

Only members of the Association may sponsor use of the Community
Center in conjunction with a specific organization (i.e. Kiwanis, Rotary, Lions), and only twice a year.  The member must be a bona fide member of said organization and MUST ATTEND SUCH FUNCTION AS A HOST.

When use of the Community Center is for a function to be given for persons under 21 years of age, the parent sponsoring the event must make application, MUST ATTEND, supervise, and accept full responsibility for the function.

RESPONSIBILITIES

No article may be borrowed or removed from the room at any time. No thumbtacks, nails or similar items will be allowed for use in decorating purposes.

All music or other sounds that may disturb neighbors must stop by 10:00 p.m., Sunday through Thursday.  This time may be extended to midnight on Friday and Saturday nights and nights preceding holidays. Any local or county noise ordinance that is contrary to these times will supersede this section.

Unbecoming or disorderly conduct will not be tolerated.  Any such behavior will be reported to the board of Directors for appropriate action.

The sponsoring member shall insure that the Community Center (and surrounding area) is left in good order in accordance with the Rental Guidelines provided to the sponsoring member. Damage to the community center will be reported at the time the keys are returned.

The sponsoring member is required to submit the following checks
for rental:

1. $50.00 check payable to Homeland Village Community Association for rental of the Community Center.
2. $100.00 check payable to Homeland Village Community Association to be held until the post-function inspection. This check will be cashed and used in full, or in part, if additional cleaning or damage repairs are required, or if the key is not returned within 24 hours following the rental. If the Community Center is left in a clean and undamaged condition, the  deposit check will be destroyed as soon as possible after return of the Community Center key to the Rental Coordinator. Deposit checks will not be returned unless a self-addressed, stamped envelope is provided by the sponsoring member.

LIABILITIES

If it is necessary to hire a professional to clean the Community Center after the rental, or if damage to the room or grounds has occurred as a result of the rental, the cost of cleaning or repairs will be charged against the sponsoring member's deposit and any additional costs will be billed to the member under the member's Homeland Village Community Association assessment account. Such amounts, if not paid promptly, will be treated as overdue amounts on the member’s Association account and the Association will apply the same collection policies used for late and/or delinquent assessment fees.

In the event of a dispute over cleaning or repair charges, the matter will be referred to the Board of Directors for consideration at its next regular meeting, at which time the aggrieved member may present his/her views to the Board.  The Board's arbitration shall be binding. In addition to the remedies listed above, failure to pay any additional amounts charged for cleaning or repair expenses, shall result in revocation of the privilege to use the Community Center.

If alcoholic beverages are served at the function, the sponsoring member agrees to indemnify Homeland Village Community Association, its Board of Directors and the Management Agent against any and all liability which may result from the serving of alcoholic beverages. The sponsoring member further agrees that good judgment will be used when serving alcoholic beverages to guests; including refusal of service and providing rides and/or overnight accommodations for persons whose blood-alcohol level is in excess of legal limits.

IMPORTANT:  The community center room must be returned 24 hours after the rental. If the key is not returned to the Property Manager within 24 hours a $20 fee will be placed on the HVCA assessment account of the sponsoring member. The sponsoring member will incur an additional fee of $5.00 each day thereafter that the key is not returned. The damage deposit check may be cashed in lieu of placing these charges on the sponsoring member’s account.

If any clause contained in this agreement is found to be unenforceable or invalid, it will not affect the validity of the remainder of this agreement.

The sponsoring member for any function shall acknowledge his/her consent to these rules by signing where indicated below; this document thereby serving as an explicit written contract between the Association and the sponsoring member.

AGREED TO AND ACCEPTED BY:

__________________________________________

Member Signature

___________________

Date

Keys to the Community Center received on

On:    ________________________

Date: ________________________

By:    __________________________________________

        Member Signature

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THE FOLLOWING IS TO BE COMPLETED BY THE RENTAL COORDINATOR FOLLOWING THE FUNCTION:

Keys returned on:                      ____________________

Community Center Inspected on: __________________

Deposit returned on:                  ____________________

Deposit used for (detail reason):

_____________________________________________________

_____________________________________________________

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Last modified: 09/05/07