Rules for Private Use of the Clubhouse Facilityfor the Community Association of Palomares Hills
Clubhouse Users:
Must be Community Association of Palomares Hills member of record; 21 years of age or older.
Private parties only, there shall be no business use, including private functions for which a fee is charged to guests; no private charitable/fundraising events, no religious functions with the exception of weddings and no political functions.
Community activities always take precedence over private functions.
Rental Reservation Requests:
Accepted on a first come, first serve, basis.
The Clubhouse is available only by reservation by contacting the Palomares Hills recreation center office at 510-538-0573.
An “Agreement for the Use of the Clubhouse” must be filed no later thantwoweeks from date of the request, or no further than six (6) months before your event for private parties/events
Reservations must be secured with the refundable deposit amount ($275.00) and the rental fee of either $597.00 (1-75 guests) or $747.00 (76-150 guests).
Members who are delinquent in the payment of their monthly homeowners assessment or have an outstanding infraction, (determined after notice and hearing has been held) of the Association’s Declaration of Covenants, Conditions and Restrictions of Association rules will not be allowed to reserve the Clubhouse.
Insurance:
Proof of insurance is required in the form of a copy of homeowner’s policy declarations page.
Minimum coverage amount for liability insurance is $300,000.00.
Evidence of such insurance must accompany member’s “Agreement for Use of Clubhouse.”
Rental Area:
Reservation of the Clubhouse is limited to the interior of the Clubhouse only.
At no time shall a private function encroach upon other recreational areas/facilities of the community (i.e., pool, spa, wading area, deck, tennis or basketball courts, picnic area, etc.). All private gatherings must be contained within the Clubhouse.
Responsibilities:
Member is responsible for securing all windows, doors and setting alarm upon completion of their rental term. In the event of damage or theft to the Clubhouse due to a member’s failure to secure the Clubhouse properly, the member shall be responsible for all expenses incurred.
Member is responsible for leaving the Clubhouse in the same clean condition in which it was found as described in the rental agreement.
Member must sign an “Agreement for Use of Clubhouse” and submit with deposit/rental fee and evidence of insurance for the function, two weeks from date oforiginal request.
If member’s checks are not honored, the fees will be added to member’s monthly dues, and after hearing and notice, use of the Clubhouse may be denied for twelve months.
Member must be available to fill out the “pre and post function checklist” by setting up an appointment with the Clubhouse manager the week of the event. At that time, any unfinished paperwork will be completed, keys distributed and a walkthrough of the Clubhouse performed. Please allow fifteen minutes for your walkthrough.
Member must sign in and out when picking up or dropping off the Clubhouse keys.
Member is responsible for returning the Clubhouse keys the next business day following their event; should keys not be returned within five business days from the date of the event, there will be a fine of $1,000.00.
Member must remain with their guests at all times. All children must be accompanied by an adult.
All lights and appliances, (with exception of the refrigerator) must be turned off after use.
Members serving alcoholic beverages do so without the consent of the Association and are solely responsible and liable for all actions arising from this activity.
There are no trash disposal facilities at the Clubhouse. Disposal of one tied, contained garbage bag for each receptacle bin are included with the rental fee. The bags must be placed in the designated area at the conclusion of the event. There will be a charge of $10.00 per trash bag left in excess, which will be deducted from the security deposit.
Hours:
The Clubhouse hours are Sunday through Thursday 8 a.m. to 11 p.m.and 8 a.m. to 1 a.m. Friday and Saturday. Please note that these hours include the clean up time after the event.
No parties will be allowed to end after 11 p.m., Sunday through Thursday or 1 a.m. Friday or Saturday.
No exceptions. No parties will be allowed to begin after 8 p.m.
Rental period must not exceed the operating hours of the Clubhouse for any reason. (The security company will be on site to monitor).
General Rules:
No pets or wet bathing suits are allowed in the Clubhouse at any time.
No undue noise will be allowed. There is a local ordinance for AlamedaCounty; surrounding residents may call the police if there are reports of the event disturbing the peace.
Sale of any item, including liquor is strictly prohibited.
Private business use, including private functions for which a fee is charged to the guests is prohibited. No private charitable or fundraising event is allowed.
Smoking in the Clubhouse is prohibited. The exterior front entrancehas ashtrays, and is the designated smoking area.
No red wine, punch, soda or any other red colored beverage may be served at any event, as it will stain the carpeting.
Use of the fireplace is prohibited.
Encroachment upon and use of other recreation facilities is prohibited.
Decorations may be used and applied so long as they do not damage the facilities (i.e., no tacks, nails, staples etc., can be used; if tape is used, it must be removable without surface damage).
Member is personally liable for any damages to the facility and its contents during the private function. The amount of damage, if any, will be assessed by the Association and the charge will be added to the member’s assessment account.
The Clubhouse key is available for pick up the week of the event during the Clubhouse walkthrough. The member is the only authorized person to sign out for the Clubhouse key. The key must be returned the next business day after the event and must be signed back in by the member. Failure to return the key, whether lost or stolen, will result in a fine of $1,000.00.
The maximum capacity for the Clubhouse is 150 persons-no exceptions.
The following is a partial list of charges that may be assessed if the facility is not adequately cleaned:
Buffing of the floor$100
Vacuum floor$75
Mop kitchen and bar area floors$25
Clean Refrigerator$25
Clean Oven$25
Clean inside windows$50
Return furniture to original locations $25
Clean kitchen counters$25
Trash Disposal$10 each bag
(in excess of the two included with each of the two trash receptacles provided with the rental fee)
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