SECTION 1: APPLICATION FORM.
The Multi-Purpose Room of the Administrative Building owned by the District may be used by residents and, as approved, nonresidents of the District (individually or collectively, "Applicant(s)"). District residents desiring to use the Multi-Purpose Room must abide by these Rules and Regulations and complete the Application included in EXHIBIT "A" attached hereto. Persons residing outside the District desiring to use the Multi-Purpose Room must abide by these Rules and Regulations and must complete the Application included in EXHIBIT "B" attached hereto. All non-resident Applications will be reviewed and approved by a representative or member of the Board on a case by case basis. If a completed Application, along with the required fee and deposit(s), are not provided to a representative or member of the Board, no person or entity affiliated with the Applicant will be allowed to use the Multi-Purpose Room. SECTION 2: AGE REQUIREMENT.
Applicants making application to use the Multi-Purpose Room must be at least 25 years of age and must be present during the entire function. A copy of a valid photo ID of the Applicant must be provided with the Application to use the Multi-Purpose Room. SECTION 3: FEES FOR USE OF MULTI-PURPOSE ROOM.
All Applicants who are current residents of the District will be required to pay by the earlier of fourteen (14) days prior to use of the Multi-Purpose Room or the time application is made with the District (i) a Multi-Purpose Room use fee of $400.00 for weekend (Friday - Sunday) use or $200.00 for weekday (Monday - Thursday) use, (ii) a security deposit of $150.00, and (iii) a cleaning deposit of $150.00. The use fee, security deposit and cleaning fee MUST be paid by credit card or debit card. Applications MUST be filled out online. District residency must be established by providing a copy of a valid photo ID showing current address submitted with the Application; otherwise, the Application will be denied and the Applicant will be required to submit an application as non-District resident. Applicant must provide seven (7) days' notice of cancellation; otherwise, Applicant will forfeit the $400.00/$200.00 Multi Purpose Room use fee.
(a) All Applicants who are not current residents of the District will be required to pay by the earlier of fourteen (14) days prior to use of the Multi-Purpose Room or the time application is made with the District (i) a Multi-Purpose Room use fee of $650.00 for weekend (Friday - Sunday) use or $275.00 for weekday (Monday - Thursday) use, (ii) a security deposit of $150.00, and (iii) a cleaning deposit of $150.00. The use fee, security deposit and cleaning fee MUST be paid by credit card or debit card. Applications MUST be filled out online. Applicant must provide seven (7) days' notice of cancellation; otherwise, Applicant will forfeit the $650.00/$275.00
Multi-Purpose Room use fee.
(b) A representative or member of the Board shall be authorized upon Board approval, to reduce or waive the applicable use fee specified above for use of the Multi-Purpose Room under circumstances deemed appropriate by the Board (with the exception of bereavement, which is entitled to an automatic wavier of the use fee & security deposit). Further, the above use fee requirements shall not apply to use of the Multi-Purpose Room for meetings held by a homeowners association or other governmental entities or persons with jurisdiction over property located within the boundaries of the District.
(c) After use of the Multi-Purpose Room, a representative or member of the Board will return to the Applicant within ten (10) business days following the function, the security deposit, and cleaning deposit, provided that the facilities are cleaned to their original readiness and there is no damage to the Multi-Purpose Room and surrounding grounds from Applicant’s use. In the event the Multi-Purpose Room or surrounding grounds are not cleaned to their original readiness or are damaged, the District will make the necessary repairs and/or clean the Multi-Purpose Room and surrounding grounds and will deduct the cost of the repairs from the deposit(s). If the cost of repairs exceeds the deposit(s), Applicant will be required to pay the balance.
SECTION 4: RULES FOR USE OF MULTI-PURPOSE ROOM.
(a) NO YOUNG MINORS WITHOUT SUPERVISION. Applicants who plan to have young minors present (person 12 and under) must supervise the minors throughout the entire period the Multi-Purpose Room is used and there shall be at least one (1) adult (person over the age of 25) present for every fifteen (15) minors and the adult shall also be present at all times.
(b) Applicants will not have access to the Multi-Purpose Room later than 12:00 a.m. Utmost respect will be shown for the tranquility of the surrounding homes and the safety of children playing in the neighborhood. No sounds shall be amplified outside the Administration Building or on the land adjacent to the AdministrationBuilding.
(c) Use of the Multi-Purpose Room includes the right to make use of available tables and chairs and the kitchen area. If any alterations or rearrangements are made to the furniture in the Multi-Purpose Room, all items must be returned to their prior location before Applicant vacates the Multi-Purpose Room.
(d) The maximum number of persons allowed within the Multi-Purpose Room at any one time will be seventy-five (75) people. Consideration should be made to limit the number of vehicles due to the limited parking spaces available.
(e) All refreshments, including soft drinks, food, coffee, etc. shall be furnished by the Applicant. The consumption of any beverage from a glass container is prohibited outside the Multi-Purpose Room or on the surrounding grounds.
SECTION 5: PEACE OFFICE REQUIREMENT.
(a) Certain uses of the Multi-Purpose Room may require that Applicant employ a peace officer during use of the Multi-Purpose Room. Applicant will be required to pay for one
(1) peace officer for groups over 25 people or for any number of guests where alcohol is served, and two (2) peace officers for groups over 50 people regardless of whether alcohol will be served. Notwithstanding the foregoing, young minors (persons 12 and under) will not be counted as a person in the calculation requiring peace officers.
(b) The peace officer(s) will remain on duty until use of the Multi-Purpose Room is concluded. Applicant will be responsible for obtaining the peace officer(s) for Applicant's scheduled function. Applicant may either select such officer(s) from a list of approved peace officers on file with the District or obtain prior approval from a representative or member of the Board for a peace officer not included on the approved list. In either such case, Applicant shall provide proof that the acceptable officer(s) has(ve) been engaged at the time an Application is submitted. The District reserves the right to reject the Application if such proof is not provided or such proof is, in the discretion of the District or its representatives, insufficient to demonstrate compliance with this Section 5.
SECTION 6: OBEYING RULES AND REGULATIONS.
Applicants and their guests must obey the rules for the use of the Multi-Purpose Room, and Applicant is responsible for ensuring all guests obey such rules. The District reserves the right to make unannounced inspections during the use of the Multi-Purpose Room to ensure compliance with such rules. Applicants and his/her guests will be ordered to leave the Administration Building, Multi-Purpose Room and surrounding grounds if they fail to obey the rules, and Applicant is subject to being denied future use of the MultiPurpose Room. For any violation of the requirements of these rules and regulations, the District may, at its discretion, retain and refuse to refund Applicant's security/cleaning deposit(s). For any violation of Section 5, in particular, the District additionally reserves the right to have contract peace officers provide the required services as an alternative to ordering Applicant and their guests to leave the Administration Building, Multi-Purpose Room and surrounding grounds, the additional cost of which shall be billed to and due/owing by Applicant after the conclusion of Applicant’s event.
SECTION 7: NO OTHER USE OF DISTRICT ADMINISTRATION BUILDING.
Permission is granted solely for the use of the Multi-Purpose Room and related kitchen facilities and available tables and chairs. Permission is not and will not be granted for use of the reception area, inner offices or conference rooms. Any use of the prohibited areas by Applicant or Applicant’s guests will result in expulsion of Applicant and Applicant’s guests. Applicant may request to reserve the outside pavilion at no additional charge to Applicant, upon prior request by Applicant and approval by the Board. The District will use best efforts to accommodate such request based on availability of the outside pavilion.
SECTION 8: NO IMPLIED OWNERSHIP OR RIGHTS.
These rules and permission to use the Multi-Purpose Room do not convey ownership or any permanent rights to any party other than the District. Any and all property within the Multi-Purpose Room will remain the property of the District. These rules in no way oblige the District to provide access to the Multi-Purpose Room to any entity, group, or organization. Every effort will be made to fulfill applications for use of the Multi-Purpose Room but circumstances may prevent the District from fulfilling such requests.
SECTION 9: USE OF DECORATIONS.
Use of decorations is limited to fireproof material and shall be erected and removed in a manner not destructive to District property. Tape, tacks, staples, glue and other similar materials may not be used in erecting decorations. The use of flames, other than candles, and the use of confetti are prohibited.
SECTION 10: PROHIBITED ACTIVITIES.
The following activities are prohibited on the premises.
• Smoking in the Administration Building, Multi-Purpose Room and surrounding grounds is prohibited. In addition, illegal substances will not be permitted within the Administration Building, Multi-Purpose Room or allowed within the Administration Building, Multi-Purpose Room and surrounding grounds.
• Loud or abusive language will not be permitted. Any person or persons not adhering to the above must be asked to leave the premises by the Applicant.
• No fee may be charged by Applicant to his/her guests for access to the Administration Building, Multi-Purpose Room and surrounding grounds.
• No sales may be conducted on the premises.
• Any other activity reasonably deemed by the Board to be inappropriate or inconsistent with the general use and purpose of District property may be prohibited.
SECTION 11: COMPLETION OF USE.
Upon completion of Applicant's activity, Applicant shall:
• Remove any and all trash from the premises; PLEASE NOTE THERE IS NO DUMPSTER ON SITE THAT THE APPLICANT MAY USE.
• Remove all foods from the refrigerator, the counters and cupboards.
• Clean all counter surfaces in the kitchen and bathrooms.
• Make sure all inside toilets have been flushed and cleared when leaving the Administration Building.
• Call the designated representative or member of the Board at least one-half hour prior to end of Applicant’s event so they will have ample time to come to the Administration Building to turn off lights, set the alarm and lock the door.
• The designated representative or member of the Board will perform a courtesy walk through to alert Applicant to any items that are Applicant’s responsibility that Applicant may have over looked during clean up.
• Cleaning materials are furnished by the District and are located in the cleaning closet.
SECTION 12: SURVEILLANCE.
The District has on-site security and video surveillance at the Administration Building, including inside the Multi-Purpose Room and surrounding grounds. Applicant should be aware that video surveillance may be used during to use of the District’s Administration Building, Applicant and all of Applicant’s guests hereby consent to and authorize any lawful recording and use by the District of Applicant’s and Applicant’s guests’ name, image and likeness