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Turtle Rock Owners Association - Clubhouse Reservation Form

Turtle Rock Owners’ Association - Clubhouse Reservation Form

HOMEOWNER AND EVENT INFORMATION
Lessee Name: Email:
Turtle Rock Address: Home or Cell Phone:

Event Type: Event Date: Event Time:
# of Guests:
Will Alcohol be served?
If yes, this agreement must be included in the Statement and Acknowledgement of Alcohol Serviced to Guests Policy

PAYMENT/FEES
The Rental Fee must be submitted with this application via personal check, money order, or cashier’s check – no cash. The Rental Fee will be deposited immediately to secure the facility. A Restoration Fee will be assessed to the property owner’s account for damages incurred during the time you take possession of clubhouse keys until a thorough inspection is conducted.
The Association reserves the right to modify pricing at any time it deems necessary to cover the cost of maintaining this amenity. Check the appropriate hours that equal the number of hours you wish to reserve the clubhouse.
Rental Fees:
4-hour Minimum - $125.00
Each additional hour - $25.00
TOTAL HOURS
TOTAL FEE

CLUBHOUSE RENTAL HOURS
1. The Clubhouse is available for residents’ use between the hours of 9:00 am and 12:00 am.
2. Reservation time must include set up and clean up time. Total rental time cannot exceed eight (8) hours without prior written approval from the Board of Directors.
3. Pool use is confined to the open and closed hours of the pool. Guests are not permitted to use the pool outside of pool hours.

RESTORATION FEE POLICY
A Restoration Fee will be assessed to the property owner’s account if the following conditions are not met:
1. The keys are not returned to the HOA Representative promptly after the event.
2. No incidents were reported by Charlotte Mecklenburg Police Department.
3. No nuisance complaints were reported to Charlotte Mecklenburg Police Department or to FirstService Residential Management Company concerning the event.

DAMAGES POLICY
In the event damages to the clubhouse, pool area, parking lot, or playground during your rental the cost to repair or replace damages will be assessed to the property owner per Section 9.6 Specific Assessments of the Declaration of Covenants, Conditions, and Restrictions for Turtle Rock.

RENTAL AGREEMENT - Please initial
I, the UNDERSIGNED, understand and agree to the following:
1. I accept full responsibility for all damage and any disturbance during my event, defined for this purpose as the time I pick up the key for the event until it is returned to the Association Representative.
2. I will be present during the entire period of my event and will be responsible for the conduct of my guests.
3. The number of guests is limited to a maximum of 75. If capacity is exceeded, I understand I may be subject to local laws and regulations.

4. I am at least 21 years of age and understand that any events for persons under 21 must be chaperoned by a family member 21 years of age and older.
5. Permanent furniture (Sofas, coffee table, entertainment unit, dining table, etc.) may not be rearranged or moved.
6. If affixing decorations, (banners, balloons, etc.) it must not create any damage to the walls, ceiling, or furniture. All decorations must float or be used as a centerpiece on tables.
7. The event reservation times include any preparation before and clean up after the event. The Clubhouse premises must be vacated by 12:00 am.
8. You must have a copy of this rental agreement with you during your use.
9. Rental of the Clubhouse does not include use of the pool after dark. (8:30 pm)
10. Smoking is NOT allowed inside the Clubhouse, kitchen, or bathrooms.
11. Pets are NOT permitted inside the Clubhouse. Only service animals.
12. All directional signage, balloons, or other materials placed on the grounds or at the entrance will be removed at the end of the rental time.
13. If more chairs or tables than what is available at the Clubhouse are needed, the Lessee must bring them. It will not be provided by the Association.
14. Party setup must occur on the day of rental. Prior access to the clubhouse will not be allowed without paying for the additional rental time. The Association will not be responsible for decorations, materials, or items left unattended.
15. I will notify the Association Representative of any area not cleaned upon arrival for the setup of the event.
16. I will clean or arrange for the cleaning of the Clubhouse immediately after my event but prior to the end of my rental agreement.
17. Guests must park only in designated lined spaces. Guests must not park in the grass, walkways, or near fire hydrants. Guests that park on the street must not block driveways. The Association is not responsible or liable for vehicles towed that are parked on the street.
18. I will be responsible and considerate of other homeowners, especially ones in close proximity to the Clubhouse area with regard to music and noise. In the event of a complaint, I agree to diminish and/or discontinue music/noise for the duration of my event.
19. If any alcoholic beverage is served, the following condition applies: 1) The alcohol may only be served and not sold by the drink or by the bottle. Alcoholic beverages must be kept inside the clubhouse. Alcoholic beverages consumed or taken in the pool area, playground, parking lot, or any premises of 5123 Timbertop Lane will be an automatic loss of the restoration fee in addition to possible additional fines.
20. Homeowner(s) acknowledges that his/her use of the Clubhouse is purely for the pleasure of the Homeowner and guests and may not be used for commercial purposes. Charity or civic events must have the permission of the Association’s Board of Directors. In addition, if permission is granted, a Homeowner must be in attendance.
21. I agree to return the Clubhouse key within 24 hours after the event, but no later than the next business day immediately following my event. I understand that I am fully responsible for the Clubhouse until the key is returned to an Association Representative.
22. Violations of any of this agreement could be grounds for a Restoration Fee and/or forfeiture of the right to reserve the clubhouse in the future.

Any and all exceptions to this agreement must be approved in writing by the Turtle Rock Owners’ Association Board of Directors and filed with FirstService Residential Management. No verbal exceptions will be honored. Please read thoroughly before signing.

Homeowner Name:

Date:

Statement and Acknowledgement of Alcohol Served to Guest
1. If any alcoholic beverages are served, the following condition applies:
a. Alcohol must not be served to persons under the age of 21.
b. The alcohol may only be served and not sold by the drink or by the bottle.
c. Alcoholic beverages must be kept inside the clubhouse. Alcoholic beverages consumed or taken in the pool area, playground, parking lot, or any premises of 5123 Timbertop Lane will automatically lose the restoration fee and possibly additional fines.
d. Lessee is responsible for the behavior of their guests and will take full responsibility for their guests. If the police are dispatched to the party, the party will immediately be terminated, resulting in a possible assessment of an additional fee and future loss of clubhouse rental.

I acknowledge and will adhere to the Alcohol Served to Guest policy. No verbal exceptions will be honored. Please read thoroughly before signing.

Homeowner Name:

Date:

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Your email address

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October 22, 2024 3:39 pm EDT

Turtle Rock Owners Association - Clubhouse Reservation Form Uploaded by Haley Overton - [email protected] IP 2600:1700:9220:1f30:58b3:87ba:60b3:b0f0

October 28, 2024 3:14 pm EDT

CSS East - [email protected] added by Haley Overton - [email protected] as a CC'd Recipient Ip: 2600:1700:9220:1f30:58b3:87ba:60b3:b0f0