Paulding Saddlebrook Farms Homeowners Association Pavilion Reservation/Rental Guidelines The back pavilion (only) is available to residents for use in hosting both private parties and community events. Residents must be in good standing with their HOA dues and assessments to rent the Pavilion for a private party. Only homeowners are permitted to rent the Pavilion. Use of the Pavilion by non-residents will not be permitted. Functions are reserved on a first-come, first served basis. Reservation confirmation will follow receipt of the rental fee and security deposit by the Rental Agent. The HOA Board will designate one or more individuals to serve as the Rental Agent. The Rental Agent will have the discretion to act in the best interests of the HOA for any situation or questions that may arise, that are not covered by the guidelines, rules or rental agreement. USE OF THE PAVILION FOR COMMUNITY MEETINGS & ACTIVITIES The Paulding Saddlebrook Farms HOA Committees, Board, and Social organizations may reserve the pavilion for meetings at no charge. The person in charge of the meeting will be responsible for ensuring that the facility is left in clean condition, including removal of trash, food and beverages, and the placement of all furniture to its original location USE OF THE OTHER AMENITIES Use of the common areas, including the tennis courts, playground and lawn areas are included in the rental agreement. Unlimited use of the parking lot, and use of the pool, are not automatically included in the rental agreement for the Pavilion. You may rent the pavilion with use of the pool by paying a larger deposit and rental fee (see the fee schedule on page 2). There are limits on parking as well. Please review this entire document for specific rules regarding pool use and parking. All people attending functions hosted at the pavilion are GUESTS of the homeowner who rented the pavilion. The homeowner is responsible for the actions, conduct, and behavior of their guests while they are making use of any of the common areas. PAVILION RENTAL The back pavilion may be rented at the times specified in the Fee Schedule for private functions for a fee, plus refundable security deposit. The renter will be required to return any tables and/or chairs to their original location. The Pavilion must be thoroughly cleaned after use and left in the same good condition it was prior to the party. A Rental Inspection Checklist will also be given to the resident prior to the Pavilion rental. Cleaning supplies are located in the ladies restroom. The checklist contains an itemized list of all Pavilion furniture and fixtures and their condition. The Rental Agent will conduct an inspection following the rental period, using this list, and will return an itemized copy to the renter if any damage or problems are observed following the party. The security deposit will be refunded following the event if there is no loss or damage to the Pavilion property or equipment. The Association reserves the right to levy additional charges for any required additional cleaning or damages, or apply all, or part, of the deposit for this purpose. No private event shall be booked more than a year in advance. No activity or event for which the pavilion is rented may be advertised or publicized in any manner to solicit the attendance of the general public. No admission may be charged at the door or in advance for private events. The HOA Board, on behalf of the Association, and with input from the Rental Agent, reserves the right to refuse to rent the facilities for any purpose that it deems to be detrimental to or not in the best interest of its members. It further reserves the right to refuse to rent the facilities on any dates and at any time it deems inappropriate or inconvenient.
Rental Procedures To make arrangements to rent the pavilion, please contact the Rental Agent (typically the Association Board) via email at pavilionrental@psfhoa.com. All events will be booked on a first-come, first-served basis, with reservations confirmed upon receipt of the rental and deposit checks, and signature of the Rental Agreement. NOTE: If renting the pavilion with use of the pool, the reservation must be made at least two weeks prior to the event to ensure the HOA has enough time to prepare the pool for additional usage. Renters are required to read the Pavilion Rental Guidelines and Rules to ensure that they fully understand all of the terms and conditions that are associated with the rental responsibility and sign the Rental Contract. It is recommended that the renter conduct a joint inspection of the pavilion with the Rental Agent in advance of the event to ensure full agreement with the condition of all furniture and fixtures. Rental fees and deposits are to be paid to the Rental Agent at the time of the reservation, and in advance of the event. Two separate checks, one for the rental and one for the security deposit, should be made payable to Paulding Saddlebrook Farms HOA or PSFHOA. The security deposit check will be returned or refunded within ten (10) Business days following the event, subject to a satisfactory inspection. Pavilion Reservation Schedule For Pavilion Only reservations, anytime between 10am and 10pm can be reserved throughout the week. As stated above, reservations may be rejected if they interfere with planned HOA Activities (i.e. meetings, parties, events, etc.) or for the other reasons specified. Pavilion w/ Use of the Pool reservations can only be made during the off-peak pool hours specified below: Monday, Tuesday, Thursday 10-noon, 2pm-9pm Wednesday 2-9pm Friday 10-noon, 2pm-6pm Saturday 10-noon Sunday 10-noon The Pavilion-Only Rental is limited to two hours blocks, but additional rental fees may be required if the Renter/Event Host wishes to extend the time of the event a maximum of two additional hours. The Pavilion Rental w/ Use of the Pool will be limited to two hours to minimize the impact of other homeowners enjoyment of the pool. Fees and Deposits Rental fees and Deposits for the Pavilion are as follows: Pavilion Only (no use of pool) Pavilion w/ Use of the Pool Up to 30 people Pavilion w/ Use of the Pool 31 to 50 people** Max Duration Max # of Guests Security Deposit Rental Fee 2 50 $50 $30 ($15 ea. add l hour max 2) 2 30 $100 $100 ($30 ea. add l hour max 2) 2 50 $250 $200 ($50 ea. add l hour max 2) Lifeguard Fee N/A N/A $75***
**The pavilion will not be rented for groups with over 50 attendees without express written permission by the HOA Board. Additional Security Deposit and Rental Fees may apply. ***For homeowners having a function with over 30 people, an additional lifeguard will need to be hired by the Homeowner s Association. The additional lifeguard fee of $75 will be passed on to the homeowner renting the Pavilion. Parking To ensure an adequate amount of parking for homeowners visiting the pool and/or common areas while the pavilion is being rented by another homeowner, the HOA will limit the number of guest cars allowed to park in the parking lot to 4. Any additional guests should park at the renter s home and walk to the common area. The homeowner may also choose to shuttle guests via car. Attendee Limits The number of guests allowed is defined in the Fees and Deposits table above. Please note that the number includes the renting homeowner, any homeowner guests, non-homeowner guests, and children above the age of 2. If the rental includes use of the pool, the number of attendees includes swimming and non-swimming guests.
Paulding Saddlebrook Farms Homeowners Association Pavilion Rental Agreement In consideration for the Paulding Saddlebrook Farms Homeowners Association (HOA) allowing my guest and I the use of the Pavilion, Equipment, Furnishings, and Fixtures therein on From (time) to (includes set-up and cleanup) for (# of guest), I undersigned, am a member in good standing (dues & assessments must be current) of the Paulding Saddlebrook Farms Homeowners Association, and agree as follows: 1. I am renting the: Pavilion Only Pavilion with Use of the Pool (Up to 30 People) Pavilion with Use of the Pool (31-50 People) 2. Description of Event/Purpose for renting:. 3. I agree to be bound by the Pavilion Rules included with this document and to have the premises cleaned within the rental period as described in the Pavilion Event Cleanup Checklist, which is included with this document. 4. I agree to conclude the event no later than the documented and agreed end time specified above. Failure to do so will incur the forfeiture of my deposit. I recognize that Paulding County has a noise ordinance that starts at 11:00 p.m. Additionally, I agree to abide by any applicable laws or ordinances not listed or contradictory to information listed in this document. I understand it is my responsibility, not the PSFHOA s, to familiarize myself with any such laws or ordinances. 5. The Homeowner hosting the event must be present during the entire rental period. 6. The premises will be inspected before and after occupancy of the Pavilion, and pool (if applicable). A Pavilion/Pool Inspection Checklist should be included with this document. 7. An adult must accompany any children attending this event under the age of eighteen (18) years. 8. If alcoholic beverages are being served, I will be responsible to ensure that persons under twenty-one (21) years of age are not served. 9. If the rental of the Pavilion/Pool is for a function including children under the age of eighteen (18), one adult must be present at the event for every ten (10) children. 10. A reservation is considered at the time this signed Agreement, rental fee, and deposit is received by the Rental Agent. The check is made payable to Paulding Saddlebrook Farms Homeowners Association or PSFHOA. Checks must be written on a resident s checking account. Checks from non-resident s account will not be accepted. There will be a $40.00 charge on all returned checks. Rental check and security deposit are fully refundable with a seven day advance notice of cancellation of the reservation. In the event of a catastrophe or an act of God, in which the Pavilion becomes unavailable, all checks will be returned to the proper person. I will not hold Paulding Saddlebrook Farms Home Owners Association liable for cancellation of my reservation. 11. I understand and agree that the security deposit will be used to pay for any damages resulting from and including, but not limited to the Pavilion area, Pool (if applicable), Furniture, or any portion of the Association property or Common Property, from the actions of me or my guest. I understand that any charges made against my deposit will be explained in writing within seven (7) days. If the cost of the repairs exceed the amount of my deposit, I agree to pay the Association the full cost of the repairs
within ten (10) days of receipt of a written explanation of the damages and an invoice from the Association for such repairs 12. I assume all responsibility, risk, liability, and hazards incidental to the activities applied for (including, but not limited to, the serving of alcoholic beverages) and hereby release and forever discharge the Association, its Officers, directors agents and members from any claims, cost, causes of action, and liability for the personal injury or death and damage to or destruction of property arising from my event. 13. I agree to indemnify and hold harmless the Association, its Officers, directors agents and members from any claims, cost, causes of action, and liability (including but not limited to attorney s fees) for any and all injuries, to either person or property, suffered by me, my family members, guest or invitees. 14. I am a member of the Association, and at least twenty-one (21) years of age, and will be in attendance through the entire rental period of the event. Also, any of the guests attending the event are in good standing with the Association. I agree and represent that the Pavilion, and Pool (if applicable), will be used for lawful purposes only and that if any conduct at the function I am sponsoring violates federal, state, or local laws or ordinance or violates the Association s Declarations, By-Laws, or Rules and Regulations, my rights to use the Pavilion, and Pool (if applicable), under this shall terminate and the Association shall have the right to inspect at any time and take possession of the Pavilion, and Pool (if applicable), and instruct my guest to leave and all security deposits and rental fees will be forfeited. I have carefully read and understand this Reservation Agreement and Regulations and agree to be bound by its terms. Print (Name of Resident) Signature Date Address Home Phone Work Phone E-Mail For Office Purposes Only Deposit Rec d Amount of Deposit Date Chk# Rental Fee Rec d Amount of Fee Date Chk#
Pavilion/Pool Event Cleanup Checklist Please make sure all the following is cleaned and in order. It is the responsibility of the event host/renter to do a thorough cleaning job for all events held in the common facilities. This list must be completed to the Rental Agent s satisfaction in order to receive the full amount of the renter s deposit. Failure to properly clean the facility may result in restrictions on the use of the facilities. 1. Return all furniture and fixtures to the original position. 2. All tables and chairs must be wiped off and returned to their proper location. 3. Sweep and hose off the floor if needed. 4. Pick up all trash including the Pavilion, grounds surrounding the Pavilion. All trashcans are to be emptied into the cans located at the front pool gate. Refill trash containers with trash bags. 5. Remove all food and beverages. Wipe Down any spills or crumbs. 6. Restrooms should be clean and wiped down if needed. 7. All Gates closed and lights turned off (if hosting an evening event). 8. If grills were used, ensure all food debris is removed, and coals/ashes extinguished and removed. The Pavilion should be cleaned immediately following the event. Failure to complete cleaning of the facilities prior to ten (10:00 am) the morning after an event after an event may result in loss of security deposit at the Rental Agent s discretion. Renter will be responsible for any additional cleaning fees incurred as a result of the Rental Agent having to arrange for unanticipated cleaning services to restore facility to its proper condition in a timely fashion. Note: Cleaning supplies are located in the Ladies restroom.
Paulding Saddlebrook Farms Homeowners Association Pavilion Rules 1. Pavilion event cleanup checklist must be completed for all events. 2. No pictures, posters, or decorations shall be hung or glued to the walls. No holes are to be put in walls or ceilings. 3. No smoking is permitted in the pool area and in the upper pavilion. Smoking is permitted in the lower pavilion, but no cigarettes are to be thrown onto the grounds of the Pavilion or the common areas. There are receptacles specifically provided for cigarette butts and ashes. 4. It will be the renting homeowner s absolute responsibility to ensure that no persons under the age of 21 are drinking alcoholic beverages on HOA property. It will also be the renting homeowner s absolute responsibility to ensure that any guests consuming alcoholic beverages do not become unruly, belligerent or dangerous to themselves or other homeowners enjoying the amenities. 5. No pets of any kind are allowed in the Pavilion area. 6. Bicycle parking will be confined to the designated parking lot. Bikes must not be left on the sidewalk area or grass area. 7. No birdseed, rice, glitter, or any other confetti may be thrown about the Pavilion area. 8. All guests attending the Event that reside within the Saddlebrook/ Steeplechase Subdivision must be in good standing with the Association. Remember: If the Pavilion is not clean prior to the event, it will be host/renter s responsibility to immediately notify the Rental Agent or the Association Board Member Pavilion Rental Agent Phone # 770-443-6456 (Robyn Daffron) and email is pavilionrental@psfhoa.com.