Fallston Commons Clubhouse Rental - Pelican Property Management

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Greetings Clubhouse Renting Resident.

Included in this packet are the following documents:

Clubhouse Rental Reservation Application
- Please complete the upper portion of the Clubhouse Rental Reservation Note that this application, the signed Clubhouse Rental Rules and the signed Clubhouse Contract must be returned with your deposit and rent to Pelican Property Management inorder to secure your rental date. Reservations are not placed on the calendar until all paperwork and all monies are received by Pelican Property Management.

Clubhouse Rental Rules

Read the Clubhouse Rental Rules, sign and date the acknowledgement on page 3 of this document.

Clubhouse Rental Contract

Read the Clubhouse Rental Contract. Please sign and fill in your name and address. The bottom of the form is for management use.

Once all paperwork is complete, send it to Pelican Property Management along with your security deposit and rent payment in two separate checks.

Prior to your event you will receive a call from a Clubhouse Committee Member to schedule a pre-event property maintenance checklist walk through. The Maintenance Checklist is included in your packet for your review. This checklist will be checked before and after your event and signed on the day of your event. DO NOT complete or sign at this time.

If you have any questions regarding this packet, please contact the current Clubhouse Committee Chairperson or Clubhouse Rental coordinator.

Have a wonderful event! Respectfully,
The Clubhouse Committee

Fallston Commons Homeowners Association, Inc.
Clubhouse Rental Reservation Application
This form must be completed only by the Renting Resident/Contract Holder.

Renting Resident/Contract Holder Name*

First Last

Email*

Phone*

(Home)

Phone*

(Work)

Phone*

(Cell)

Event Date*

Event Start Time*

Event End Time*

Total Hours*

Type of Activity/Event:*

Anticipated number of attendees:*

(Not to Exceed 50)

Will alcohol be served?*

Yes

Security Deposit

Price:

Handling Fee

Price:

Rental Fee

Price:

Convenience Fee

Price:

Total

Fallston Commons Homeowners Association, Inc.
Clubhouse Rental Rules

The Fallston Commons Clubhouse is available for Fallston Commons Homeowners Association, Inc. (HOA), Fallston Commons Condominium I & II and for use by the Fallston Commons residents. The Clubhouse may be rented by residents for private events deemed appropriate by the Fallston Commons Board of Directors. Association functions/activities approved by the Board of Directors have priority over private resident use. The Clubhouse will be available for rentals on a first come, first serve basis. All reservations must be made with the current Property Management Agent at least 30 days prior to the event.

RESERVATIONS & FEES

Available areas for rental (Use of restrooms is included in all rentals and will remain accessible to residents)

Main Hall
Conference Room
Kitchen

Excluded areas from rental (These areas will remain accessible to residents)

Fitness Room
Pool Deck
Pool
Tennis Courts
Grass areas outside the Clubhouse complex

The Clubhouse will not be available for rental on the following holidays:

New Year's Day/ New Year's Eve/ New Year's Eve Day
Easter
Memorial Day and Memorial Day weekend
4th of July and the closest weekend
Labor Day
Thanksgiving
Christmas Eve/Christmas Day

Rental Details:

Rental rate is $75.00 per hour
Minimum of two-hour rental on weekdays
Minimum of three-hour rental on weekends
Maximum of five-hour rental
Maximum number of attendees is 50
In addition, renters may have up to one hour before the event for set-up and one hour after event for clean up without a If more time is needed the renter will be charged an additional hour.
Events are not to start before or run past the actual rented times.
All events must conclude by 11:00 m. Renters must have the Facility cleaned up and premises vacated by 12:00 a.m.

Security Deposit is $100.00 / and Certificate of Liability Insurance Required

A Pre and Post event inspection will be conducted by a Clubhouse Committee member and the renter.
No event will be scheduled on the calendar until all money is paid, a certificate of renter's liability insurance and a fully signed Rental Agreement is received. The deposit payment and the rental payment must be two separate checks or other acceptable form of payment. Event dates Will NOT be reserved or placed on the calendar as tentative.
The Security Deposit will be refunded if the facility is left in its original condition or better and no other violations of this Contract are outstanding.
The cost for any damages will be deducted from the Security Deposit subject to clauses below.
Any amount for damages and fees that exceeds the Security Deposit will be due within 5 days of written notice, or they will be accessed against the Renting Resident's HOA account and will be collected with the regular assessment and subject to applicable interest penalties.
Security Deposit will be forfeited if street or curbside parking occurs near the Clubhouse by renter's guests.
The refundable part of the Security Deposit may be mailed directly to the renter's address and could take 4 weeks to arrive or longer if damages are involved.

Payment

The entire Rental Fee and Deposit is due not less than 30 days prior to the event date.
Reservations made less than 30 days prior to the event will be charged an additional $25.00 handling fee.
Events that must be cancelled due to inclement weather restricting travel will not be charged and all monies will be returned. Optional rescheduling of an event will be available.
All other event cancellations /rescheduling that occur within 5 days of the event will be charged a $25.00 handling fee.
Events cancelled/rescheduled within 24 hours of the event will be charged one-hour rental fee and loss of Security Deposit.
All monies for Security Deposits, Rental Fees, and Reimbursements for damages are to be made payable to the Fallston Commons Homeowners Association,Inc.

RENTAL RULES OF USE

Residents who rent the facility must personally be in attendance during the reserved hours. The event will be terminated if the resident is not in attendance or if maximum attendance is exceeded.
Renters are not permitted to advertise in any fashion or charge admission for their events.
Alcohol is permitted to be served but not sold. The renter shall be solely responsible for its use including prohibiting minors from drinking.
Consideration will be given to fundraisers, auctions and charity events where donations may be collected. Use of the Clubhouse for the purpose of charity events will be charged the normal rental rates.
The renter agrees to assume full responsibility for any loss or damage to the building, furniture, furnishing and equipment. In addition, the renter is responsible for the proper conduct of guests while they are on the premises whether inside or outside the building.
Parking along the street or curb is not Parking is available as pull in parking at the front doors and along the perimeter of the clubhouse/pool area.
No music is permitted outside the facility at any All music must be played at a lower level after 10:00 PM.
The kitchen is not intended for cooking or preparing meals. Food may be warmed in the oven but must be pre-cooked. Use of the refrigerator/freezer is limited to the space available; no items in the refrigerator should be removed
Renter must supply all paper and plastic items needed for their event. Supplies in the kitchen are not to be used
Cleaning is the responsibility of the renter. This includes, but is not limited to, wiping all tables/chairs, sweeping/vacuuming all floors and carpets (a vacuum cleaner is located onsite). Spills should be cleaned up promptly and all food items should be removed. Trash and recycle bins are located in the courtyard. Failure to properly clean up after an event will result in a $100.00 restoration fee. (See attached Maintenance Checklist)
Protective linens and hot pads must be used on any tables or furnishings used for serving food or beverages.

RESTRICTIONS

Pets, other than registered services animals, are not allowed inside the Clubhouse.
Smoking is strictly prohibited inside or within 20 feet of all common use buildings of the Fallston Commons Clubhouse. Renters are responsible for enforcing this policy and ensuring that cigarette butts are not discarded on sidewalks or grassy Failure to comply with this smoking policy will result in a $100.00 restoration fee and loss of Security Deposit.
Open flames are prohibited in the Clubhouse at all times, including votive
Furniture and furnishings may not be moved or removed without prior permission by a Clubhouse Committee member. If permission is granted, all items must be returned to their original position. Failure to do so will result in a $25.00 restoration
Mylar balloons, glitter and confetti are strictly prohibited in all areas. No thumbtacks, pins or tape may be If decorations cause any damage to painted or other surfaces, the renter is responsible for the fees necessary to correct the damages, in a timely manner as determined by the Fallston Commons HOA.

I acknowledge that I have read and agree to the Clubhouse Rental Rules. Please initial, date and sign as needed and return pages 1 through 4 with the Rental Reservation Application and your checks or other acceptable form of payment to the Current Property Management Agent

Upload a copy of your certificate of insurance*

Max. file size: 50 MB.

Signature

Date

Fallston Commons Homeowners Association, Inc.
Clubhouse Rental Contract
This form must be completed only by the Renting Resident/Contract Holder.

This Contract is for the use of Fallston Commons Clubhouse. In the event that the Fallston Commons Homeowners Association, Inc. (Association) fails to fulfill its obligations under this Rental Contract, the Association's liability for damages is limited to the amount of the fees paid by the Renting Resident for the specified rental. If more than one individual constitutes the Contract Holder, the singular context will be construed to be plural wherever necessary and the covenants of the Contract Holder will be the joint and several obligations of the individual Members thereof.

MEMBER(S) / CONTRACT HOLDER(S):

I hereby acknowledge that I have read and agree to the terms and conditions of this Contract. I agree to be bound to the requirements and terms and conditions established by this Contract. If there is damage to the Clubhouse in excess of the security deposit, I will pay the additional charges; any such charges are collectible in the same manner as an assessment against my lot. Further, I agree that should I fail to pay the excess charges and the Association must file suit in Harford County, MD to enforce this Agreement, I will pay the Association's attorney's fees and costs.

I hereby indemnify and hold the Association, its members, officers, employees, committee members, guests and agents harmless from any and all liabilities, suits, judgments, costs and expenses, including attorney's fees, arising from the performance of this Contract or any act, omission or negligence.

Renting Resident & Contract Holder Name*

First Last

Address*

Street Address Address Line 2 City State / Province / Region ZIP / Postal Code

Payment Information

Card Details

Cardholder Name

BEFORE YOU SELECT SUBMIT – VERIFY THE CLUBHOUSE AVAILABILITY ON THE ASSOCIATION CALENDAR
https://pelicanmgt.appfolio.com/connect/community_calendar

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