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Board Resolution #: 01-01-21-06
Purpose: To establish guidelines for the use of PMCPOA facilities for events sponsored by an Association Member, Committee, or Approved Organization and to ensure the facilities are operated in a manner that provides members and their guests an opportunity to enjoy these amenities while ensuring the costs of operation and maintenance are covered.
Cross Reference: None.
Detail:
I. Definitions
A. Association Approved Organization: One that functions primarily for the benefit, enjoyment or education of PMCPOA and its members whose first preference for consideration as an approved organization is the contribution made to the PMCPOA community.
The benefit provided to PMCPOA members by the approved organization may be labor, service, supplies, entertainment, or anything of value to the Association given at no charge to the Association or its membership on an on-going basis with Board approval. Groups may have other legitimate affiliations, but must also meet the qualifications above.
1. Criteria for Qualification as an Association Approved Organization
a. Must be a non-profit organization.
b. PMCPOA members must constitute 2/3 or more of the total organization membership.
c. Must present an application to and receive approval from the Chief Operating Officer.
i. Application of existing Association Approved organizations shall be reviewed periodically at the request of the association. Such review may require further action by the Chief Operating Officer. Application renewal may be requested with submission of your annual calendar request.
ii. Each application shall include a statement of the percent of PMCPOA residents in the total membership of the organization.
iii. Each application shall include a statement of the past year=s contributions (as listed in definition) to PMCPOA.
iv. New applicants shall be approved by the Chief Operating Officer.
B. Association Sponsored Approved Organization Event. A scheduled reservation of a portion of a facility by an Approved Organization for social events. Attendance at such events shall be specified by the Approved Organization.
C. Association Sponsored Recreational and Social Event. A scheduled reservation of a facility by the Association through its Chief Operating Officer.
D. Member-Sponsored Event. A scheduled reservation of a facility by a Member(s) in Good Standing. Such events shall include those which have attendance specified by the Member including a club or an organization that is not an Association Approved Organization. Facility use fees will apply.
E. Facility Use Fee Schedule. List of fees charged for renting PMCPOA facilities and to cover costs of services provided by Association personnel.
Policy
A. Association Approved Organization Event. Association Approved Organizations are entitled to (1) use Association facilities without the fee applicable to other groups, (2) use, without charge, PMCPOA Association media (PMC Bulletin, PMC CONDOR, Bulletin Boards), and (3) have meetings and events posted on the master calendar.
The approved organization shall be responsible for all costs of the event. The Association=s Insurance Carrier shall cover any other liabilities for the event in accordance with the limits of the insurance policy.
Association property used by an approved organization must be maintained and left in a clean and orderly condition. Failure to do so may result in the suspension of future "use" privileges.
B. Association Sponsored Recreational and Social Events. All Association Sponsored recreational and social events shall be intended to be for the use and enjoyment of all Pine Mountain Club Members in Good Standing and their guests. Members in Good Standing may sponsor guests on a space available basis.
The Association may allow limited non-member participation per team, group, or age with the prior approval of the Chief Operating Officer.
C. Member Sponsored Event. The sponsoring member shall pay the facility use fee applicable to the event and the facility being rented. Exceptions to this provision may be allowed by the Chief Operating Officer when the event is open to the general membership, is judged to be of interest to and beneficial to the membership (e.g. educational or health-related), and does not adversely impact Association use of the facilities.
The sponsoring member(s) shall be financially responsible for the event and for the conduct of the attendees. The financial responsibility shall include all liabilities from the event. The sponsoring member will be billed for damage, loss or excessive set-up or clean-up charges in excess of fee and deposit.
The sponsoring Member shall provide a statement absolving the Association of any liability for the event.
Pine Mountain Club Property Owners Association, Inc. is to be named as additional insured in a policy of liability insurance which will cover the period of the event. (Refer to Policy of Liability Insurance section below).
Members are prohibited from scheduling or sponsoring events in their name on behalf of non-members.
D. Official Association Business. Official Association business will take precedence over scheduled events.
E. Calendar Priority. The master calendar bookings for weekends shall give priority to special events open to all PMCPOA members. In the event the facilities are not booked, other events will be considered on a first come, first served basis.
F. Commercial Business. Sales presentations or events with "commercial overtones" shall not be permitted without prior approval of the Chief Operating Officer.
G. Fees and Costs. The Association shall not waive any fee nor subsidize any event without prior approval of the Chief Operating Officer.
H. Event Advertising. Prior approval of the Chief Operating Officer shall be required for media announcements, posting of signs advertising a sponsored event, or the display or promotion of commercial products at the event.
I. Youth Events. All youth organizations and groups shall have adult sponsorship and supervision.
J. Rules Enforcement. All activity participants shall comply with the Association=s Governing Documents and all applicable County, State and Federal laws. The General Manager shall have the responsibility and authority to enforce all Rules pertaining to the use of the facilities.
K. Policy of Liability Insurance. Pine Mountain Club Property Owners Association, Inc. is to be named as additional insured in a policy of liability insurance which will cover the period of the event. This policy of liability insurance is to be in an amount not less than the following:
Public Liability: $1 million each person;
Property Damage Liability: $1 million each occurrence; $2 million aggregate;
Products Damage Liability: $1 million;
Worker=s Compensation: May be required, dependent upon nature of event.
The policy of liability insurance, with an AA@ or better rated carrier, is to be underwritten to the satisfaction of the Board of Directors. The certificate of insurance shall contain these endorsements:
a. The Pine Mountain Club Property Owners Association, Inc., its officers, directors, employees are included as additional insured but only insofar as operation under the facility use agreement is concerned.
b. The insurer will not cancel or reduce the insured=s coverage during the period that this Facility Use Agreement is in effect without seven (7) days= prior written notice to Pine Mountain Club Property Owners Association, Inc.
c. Pine Mountain Club Property Owners Association, Inc. will not be responsible for any assessments on the policy.
The certificate of insurance must be received 15 days prior to the event date.
M. Facility Reservations.
1. Acceptance of reservations and collection of deposits and fees shall be the responsibility of the Chief Operating Officer or his/her designee.
2. Except as noted herein, a fifty-percent (50%) deposit for guarantee of reservation, fees and cleaning shall be required for all Member Sponsored events. This deposit shall be refunded if notice of cancellation is received by the Chief Operating Officer or his/her designee, in accordance with the follow schedule:
a. A full refund will be made up to thirty days prior to the event.
b. A fifty-percent (50%) refund will be made up to fifteen days prior to the event.
c. A twenty-five percent (25%) refund will be made up to seventy-two (72) hours prior to the event.
d. No refunds will be made within seventy-two (72) hours of the event.
PMCPOA shall reserve the right to retain any portion of or the whole Cleaning and Security deposit to cover the costs of repairs or replacements of any Association property damaged during the event and to cover the cost of clean-up charges in excess of fee.
3. The Lounge may be rented only on days the Lounge is regularly closed for business.
There is a one hundred dollar ($100.00) minimum bar sales for all events requiring Lounge service. Should the bar sales not reach minimum, the difference will be made up by the sponsoring organization.
4. The Recreation Room may be rented only on days the room is regularly closed.
5. The Swimming Pool may be rented only during times the pool is regularly closed.
6. Payment for all fees and charges shall be due upon demand.
7. There shall be established, ten (10) days prior to the event, a minimum attendance count for each event.
8. Reservations shall be subject to the following conditions:
a. Non-interference with general use by the Association membership.
b. Proof of insurance coverage, when required; and
c. Prior approval of the use of alcoholic beverages must be obtained through the
Chief Operating Officer.
1. Violators of the alcoholic beverages prohibitions will be subject to fines.
9. Initiating arrangement for use of PMCPOA facilities for private party, dining functions, or organizations use may be made in person or by telephone. Parties or functions booked are considered tentative until a signed Facility Use Agreement and appropriate fees have been accepted by the Events Coordinator.
Approved:
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Chuck Testa, Corporate Secretary
Date:
__________________________________
FACILITY USE FEE SCHEDULE
Effective for bookings made on or after May 19, 2007
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Facility |
Member |
Non-Member |
Approved Organization |
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Condor Room (Capacity 90) |
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$ |
Room Fee (Sat/Sun/Holiday) |
$75 |
per hour |
$100 |
per hour |
N/C |
|
$ |
Room Fee (Sat/Sun/Holiday, Food & Beverage Event) |
$100 |
per hour |
$125 |
per hour |
N/C |
|
$ |
Room Fee (M-F) |
$25 |
per hour |
$35 |
per hour |
N/C |
|
$ |
Room Fee (M-F, Food & Beverage Event) |
$50 |
per hour |
$65 |
per hour |
N/C |
|
$ |
Memorial Service |
|
N/C |
$35 |
per hour |
N/C |
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Library (Capacity 48) |
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$ |
Room Fee |
$10 |
per hour |
$15 |
per hour |
N/C |
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Pool Pavilion (Capacity 52) |
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|
|
$ |
Room Fee (Sat/Sun/Holiday) |
$50 |
per hour |
$75 |
per hour |
N/C |
|
$ |
Room Fee (Sat/Sun/Holiday, Food & Beverage Event) |
$75 |
per hour |
$100 |
per hour |
N/C |
|
$ |
Room Fee (M-F) |
$15 |
per hour |
$35 |
per hour |
N/C |
|
$ |
Room Fee (M-F, Food & Beverage Event) |
$45 |
per hour |
$60 |
per hour |
N/C |
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Lounge (Capacity 100) |
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|
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|
$ |
Room Fee (In addition to bar sales minimum, if applicable) |
$60 |
per hour |
$75 |
per hour |
N/C |
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Recreation Room (Capacity 75) |
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|
$ |
Room Fee |
$25 |
per hour |
$35 |
per hour |
N/C |
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Swimming Pool (Capacity 130) |
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$ |
Deck Fee |
$50 |
per hour |
$75 |
per hour |
N/C |
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$ |
Park Fee – To be determined based on activity |
TBD |
per hour |
TBD |
per hour |
N/C |
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Cleaning and Security Deposit - Refundable |
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$ |
All Facilities |
$300 |
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