WOODBURY HOMEOWNERS ASSOCIATION, INC.

c/o FirstService Residential ♦ 5970 Fairview Road, Suite 710, Charlotte, NC 28210 ♦ Ph: 855.546.9462

www.fsresidential.com

CLUBHOUSE RENTAL AGREEMENT (“AGREEMENT”)

Name of Homeowner(s):
Address:
Email Address:
Telephone Numbers: Home: Cell Phone:
Date Requested: Day of the Week:
Number of People Attending: Adults Children (1-13 yrs.)  

This Agreement is between Woodbury Homeowners Association, Inc. (“Association”) and the undersigned Woodbury Homeowner (“Homeowner”). The Agreement is intended to release and discharge, in advance, the Association and its officers, directors and agents, from any and all liability arising out of or connected in any way with the rental of the Association clubhouse and/or pool, even though that liability may arise out of negligence or carelessness on the part of the Association.

Rules of Usage

1. Homeowner assumes all risk and personal injury, death or property loss resulting from any cause whatsoever. Homeowner understands responsibility to follow, and ensure guests follow, all of the rules and regulations outlined in this Agreement. Homeowner accepts full responsibility for injury, death, property damage or injury inflicted on others. Homeowner agrees to give up and make no claim against the Association, its officers, directors, agents or employees for any injury to Homeowner or others, death or property damage regardless of cause, including alleged negligence or fault. Homeowner agrees that their signature on this Agreement confirms their absolute waiver and release and their agreement to be bound by all these terms and others posted.
2. The signing of this Agreement confirms that Homeowner agrees that they are solely and fully responsible for the conduct of all guests and attendees. Homeowner assumes full responsibility for any unlawful or illegal activity during the course of the event, including, without limitation, to the use of any drugs or controlled substances. Homeowner assumes full responsibility with respect to the service, use and consumption of any alcoholic beverages during the course of the event and agrees to ensure that alcohol is not permitted, served or otherwise made available to any underage person or intoxicated person. Should Homeowner desire to rent the Woodbury Clubhouse and permit the service and consumption of alcoholic beverages, Homeowner MUST obtain from their insurance carrier a Certificate of Insurance (“COI”) listing the name of the HOA (Woodbury Homeowners Association, Inc.) as the secondary insured on the certificate. Proof of liability insurance must have a combined single limit coverage of $1,000,000 for injuries, deaths or damages. Homeowner must obtain general liability, excess liability or umbrella rider to their homeowner policy or obtain a separate policy, provided that it specifically covers host liquor liability. The Certificate of Insurance must be sent to FirstService no later than seven (7) days prior to the event. Failure to provide the required COI on or before the seven (7) days prior to your rental date will result in the cancellation of your Clubhouse reservation. Under no circumstances shall any alcoholic beverage be SOLD at any event held at the clubhouse. NOTE: Please indicate below if alcohol will be served in conjunction with the clubhouse rental for your event.

    

   Alcohol will not be served at the subject eventAlcohol will be served at the subject event. I agree to obtain the required COI indicated in Item #2 above and understand the requirement to submit same on or before the seven (7) days prior to the Rental Date or my Clubhouse reservation will be cancelled.  

3. The Clubhouse facilities may be rented for private parties sponsored by Woodbury homeowners. All Clubhouse rentals are from 8:00 a.m. to 11:59 p.m on the date of the rental, with a maximum attendance of seventy- five (75) guests. Additionally, for every ten (10) guests under the age of twenty-five (25) years, an adult over the age of twenty-five (25) MUST be present in the Clubhouse. The Clubhouse is a non-smoking facility and the Association reserves the right to grant or deny rental of the Clubhouse. Should Homeowner desire to use the Pool in conjunction with their Clubhouse rental, lifeguard(s) are required to be reserved at the homeowner’s expense. NOTE: Opting to use the Pool during an event does not constitute a private rental of the pool area. Homeowner understands that the pool facility will be shared with residents of community during duration of any event. In the interest of safety, if the pool is rented in conjunction with a Clubhouse Rental, the maximum number of attendees that will be permitted to use the pool is twenty-five (25). Homeowner understands that NO alcohol is permitted to be served and/or consumed in the Pool area pursuant to the Pool Addendum and the General Pool Rules attached to the end of this Agreement. Homeowner must contact the current Pool Management Company to reserve the required additional lifeguards needed for their event. Information for the current pool management company can be obtained by contacting FirstService at eastsupport.fsresidential.com and/or the Board at [email protected]. The Pool Addendum attached hereto is also required to be completed, executed and returned to FirstService with the executed Clubhouse Contract and required payment. Failure to provide the required reservation confirmation for additional lifeguard(s) on or before the seven (7) days prior to your rental date will result in the cancellation of your Clubhouse reservation. NOTE: Please indicate below if the pool will be used in conjunction with the Clubhouse rental for your event.

    

   I will not be using the pool facility and hereby release the Association from any and all liability surrounding the use of the pool during the subject event. I will be using the pool facility and hereby release the Association from any and all liability surrounding the use of the pool during the subject event. I understand that lifeguard(s) are required to be provided at my expense. I have completed the required Addendum indicated in Item #3 above and understand the requirement to submit the lifeguard reservation confirmation on or before the seven (7) days prior to the Rental Date or my reservation will be cancelled.  

    

    I understand and acknowledge that use of the pool facility during the subject event does not constitute a private rental of the pool area and the pool facility will be shared with residents of community during the duration of any event.
    

4. Use of the outdoor patio for grilling is prohibited. Violation of this item will result in loss of deposit.
5. Use of the outdoor patio furniture is prohibited. Violation of this item will result in loss of deposit.
6. Use of the exterior grounds must be approved prior to the rental and may require an additional deposit. Failure to obtain this permission will result in loss of deposit.
7. Pets are not allowed in the clubhouse. Violation of this item will result in loss of deposit.
8. Removal of any furniture from the clubhouse is prohibited. Additionally, furniture may not be moved into restrooms at any time. Violation of this item will result in loss of deposit. 
9. Cameras in or around the clubhouse or common area may not be blocked/covered/restricted in any way with any decoration(s)/item(s)/etc. Blockage of any cameras during any rental period will result in loss of deposit.
10. Clubhouse doors must be kept closed at all times and music/noise levels must be kept to a reasonable level so as not to disturb neighboring residents. If the Pool is reserved in conjunction with the subject event, attendees are required to enter and exit the Clubhouse through the single doors located on each side of the Clubhouse. Double doors are not to be used except in the event of an emergency.
11. Homeowner agrees to be responsible for the conduct of their guests during that entire period while they are on Association property from the time of arrival through and including the time of departure. 
12. The Clubhouse scheduler will officially reserve the facility, subject to availability. The fully executed Rental Agreement, Addendum(s)(if applicable), and payments must be received by FirstService thirty (30) days prior to rental date unless prior arrangements are made or if sufficient time is not available (i.e. due to last minute rental). Rentals within a fourteen (14) day window will require any payments made by check, to be made using the online payment portal. Any additional documents required in connection with the service and consumption of alcoholic beverages and/or the use of the Pool facility, as noted in Items #2 and #3 above, must be received by FirstService seven (7) days prior to the rental date. Extensions for required documents will only be granted on a case-by-case basis, and primarily for last minute rentals only. Extensions will not be granted for failure to plan accordingly (i.e. Agreement and payment is submitted thirty (30) days prior to scheduled event, but required documents are not received within the seven (7) days prior to event). Rental dates are subject to automatic termination by the Association if the above terms are not met. Rentals are not confirmed until a confirmation email is received from FirstService!
13. Each Homeowner is responsible for inspection of the Clubhouse upon entering and before the start of their event. Homeowner is responsible for completion of the pre-inspection checklist and indicating if there are any issues, including taking photographs of same. The completed inspection report, together with photographs of any issues found, , should be immediately sent to FirstService using the link (eastsupport.fsresidential.com) and via email to the Woodbury HOA ([email protected]) upon completion of the pre-inspection. Failure to complete and send the pre-inspection checklist will serve as confirmation that Homeowner will assume responsibility for any damage found during the post-inspection. Homeowner is responsible for cleaning the Clubhouse after their event as listed on the post-inspection checklist. (A copy of pre- and post-inspection checklists are included as Addendums to this Agreement). Decorations may be used however, use of a staple gun, or items that screw into any surface are prohibited. No staples, scotch tape, push pins/tacks or nails are allowed. Painter’s tape or Command Strips will be the ONLY method that can be used to hang decorations. Please do not remove any items attached to the wall. Violation of this item will result in loss of deposit. 
14. Please note Homeowner’s fob and assigned 5-digit pin code will ONLY work to open the Clubhouse front door on the day of your reservation. Therefore, Homeowner must clean and return the Clubhouse to its original condition on the same day of your reservation as Homeowner will not have access to the clubhouse the following day. As noted above, a post-inspection checklist must be completed after each party and will be required to be signed by the Homeowner confirming the condition of the Clubhouse. If the clubhouse is not properly cleaned, or it is determined that damage has occurred during your event, the deposit will be retained. 
15. The rental fee is $600.00, which covers the $300.00 rental fee and the 300.00 conditional refundable deposit. The Woodbury BOD requests that Homeowner submit payment using the preferred online option on the FirstService website owner’s portal. NOTE: Payments made by check or money order will result in a delay of return of any conditional deposit due to the processing time for manual checks. Checks should be made payable to Woodbury Homeowners Association, Inc. The rental fee is used by the Association to help with maintenance costs, administration fees and Clubhouse supplies. The deposit will be held until after the post-inspection of the Clubhouse following your event is completed. If the clubhouse is left clean and undamaged, the deposit will be returned via the original methoud of payment. Estimated refund turnaround time from the date of the event is between five (5) to ten (10) business days for online payments, and between fourteen (14) to thirty (30) business days for check or money orders.
16. Homeowner agrees and understands that access to the Clubhouse will be granted through the use of the Homeowner’s pool fob and/or 5-digit pin code ONLY for the date of the event listed on this Agreement. A temporary fob will not be issued for any event reserved under this Agreement. A replacement fob can be purchased for $50.00 if Homeowner’s fob has been lost or misplaced. It is Homeowner’s responsibility to provide management with their fob number upon signing this Agreement to ensure it can be programmed for access accordingly.
17. Homeowner certifies that no participant will be charged any fee to attend or participate, including, but not limited to, a registration or admission fee. I understand that misrepresentation of the purpose of use and/or the charging of fees constitutes fraud, and I agree to pay the Association liquidated damages of $1,000 in the event the actual purpose of use does not correspond to the purpose stated above, or in the event participation fees are charged. All exterior doors must be kept unlocked during the rental period. No event attendees are allowed to enter the pool area unless the pool is rented under this Agreement and the Pool Addendum is fully completed, executed and returned with this Agreement and the required documents are received as noted in Item #3. Take special care to leave exits free of obstacles. Please remember the Fire Department can shut down your event if you are in violation of any fire codes.
18. I am Homeowner in good standing with the Association and I am at least 18 years of age. I assume FULL RESPONSIBILITY FOR MY ACTIONS AND THOSE OF EACH OF MY GUESTS during the course of the use, including all claims of theft, disturbance, or damages to any property or injuries to anyone caused by me or my guests. I agree to indemnify and hold harmless the Association for all such claims whether the accident occurs on the common ground, on and part of the recreational facilities, parking areas, or adjacent areas. I have read, understand, and agree to the above terms and rules.

Homeowner Name: Date:  

Check or Money Order should be made payable to: Woodbury HOA $600 - Rental Fee ($300.00) & Conditional Deposit ($300.00)

Submit applicable and required documents: Rental Agreement, Pool Addendum, Rental Fee, Rental deposit and Certificate of Insurance Polciy to:

FirstService Community Management 5970 Fairview Road, Suite 710 Charlotte, NC 28210 eastsupport.fsresidential.com

WOODBURY CLUBHOUSE AGREEMENT

ALCOHOLIC BEVERAGES ADDENDUM

Will you be serving alcohol at this event? YesNo If YES, you must complete this addendum.

Name of Homeowner(s):  
Address:
Email Address:
Telephone Numbers: Home: Cell Phone:
Date Requested: Day of the Week:
Number of People Attending: Adults Children (1-13 yrs.)  

I, , am renting the Clubhouse located in Woodbury Subdivision on . I understand that I will not be allowed to serve or sell any alcoholic beverages on the premises of the clubhouse to anyone under the age of twenty-one (21) during the above-referenced event. No alcoholic beverage should be left unattended by an adult at any time. All alcoholic beverages must be removed from the premises immediately following the event. I further understand that I will be responsible for any liability, if any, incurred by my guests for violating this addendum on the above referenced date and that the Woodbury Homeowners Association, Inc. assumes no responsibility.

Homeowner Name: Date:  

WOODBURY CLUBHOUSE AGREEMENT

POOL ADDENDUM

Do you wish to reserve the pool area? YesNo If YES, you must complete this addendum.

Name of Homeowner(s):
Address:
Email Address:
Telephone Numbers: Home: Cell Phone:
Date Requested: Day of the Week:
Number of People Attending: Adults Children (1-13 yrs.)  

I, , am renting the Clubhouse located in Woodbury Subdivision on . I understand that the use of the pool facilities requires that lifeguard(s) be provided at my expense, and I understand that the use of the pool facilities by any of my guests will be solely AT THEIR OWN RISK. I further understand that I will be responsible for any liability, if any, incurred by my guests for violating this addendum on the above referenced date and that the Woodbury Homeowners Association, Inc. assumes no responsibility. NOTE: Homeowner is required to contact current Pool Management Company to reserve additional lifeguards for their event. Information for the current pool management company can be obtained by emailing FirstService at eastsupport.fsresidential.com and/or the Board at [email protected]. The confirmation received from current Pool Management Company for the lifeguard(s) reservation is required to be sent to FirstService Company at eastsupport.fsresidential.com.

IMPORTANT NOTE: Opting to use the Pool during an event does not constitute a private rental of the pool area. Homeowner understands that the pool facility will be shared with residents of community during duration of any event.

Homeowner Name: Date:  

WOODBURY CLUBHOUSE AGREEMENT

PRE-EVENT INSPECTION REPORT

Please click here to download a copy of the Pre-Event Inspection Report. Instructions for submission are included on each form. Woodbury Clubhouse Agreement - Pre-Event Inspection Report

WOODBURY CLUBHOUSE AGREEMENT

CLEANING CHECKLIST AND POST-EVENT INSPECTION REPORT

Please click here to download a copy of the Cleaning Checklist and Post-Event Inspection Report. Instructions for submission are included on each form. Woodbury Clubhouse Agreement - Cleaning Checklist and Post-Event Inspection Report

WOODBURY CLUBHOUSE AGREEMENT

GENERAL RULES

Please click here to download a copy of the General Rules. Woodbury Clubhouse Agreement - General Rules

WOODBURY CLUBHOUSE AGREEMENT

POOL RULES

Please click here to dowload a copy of the Pool Rules. Woodbury Clubhouse Agreement - Pool Rules