A. Verify Renter’s resident status, Resident or Non-Resident.

 

B. In the event the Renter status is Resident, verify Dues Status to determine pricing option.

 

C. In the event the Renter Dues Status is Current, provide Renter the Resident pricing option. Resident pricing option is defined as the following:

 

a. Requires one non-refundable deposit of $300.

b. Require a refundable deposit of $200 for incidentals.

c. Rental equates to 6 hours, which includes, the 4 hours for the rental and 1 hour for set up and 1 hour for break down which equals a total of six (6) hours.

D. In the event the Renter Status is Non-Resident or the Renter Dues Status is Not Current, provide Renter the Non-Resident pricing option. The Non-Resident pricing option is defined as the following:

a. Requires one non-refundable deposit of $500.

b. Requires a refundable $500 for incidentals.

c. Rental equates to 6 hours, which includes, the 4 hours for rental and 1 hour for setup and 1 hour for break down which equals a total of six (6) hours.

 

E. In the event the Renter requires additional rental blocks, refer to the documented pricing options. For instance:

 

a. If the Renter is not current on their dues or is a Non-Resident, notify the Renter that the rental amount is $1000.00 for 10 hours or $1500.00 for 14 hours--deposit amount remains the same)

 

F. Once renter is notified and accepts the pricing options, provide the contract to Renter for review

G. Schedule a meeting time to meet with the Renter to execute the contract. 

a. Take two copies of the contracts, one copy for Association records and one copy for the Renter. 

b. Both contracts shall be signed and executed during the same session.

H. Review and explain the various sections with/to the Renter.

I. At the time of executing the contract, the Clubhouse Representative shall collect all required monies, refundable and non-refundable deposits, to reserve the requested date and time block.

 

J. Once rental fee and refundable deposit check are received:

 

a. Record receipt numbers on the contracts.

b. Provide Renter with copies of receipts, the Clubhouse Rules and Regulation and a copy of the executed contract.

 

K. Copy and Scan ALL checks and the executed Rental contract into the Regency Oaks Digital Repository.

 

 

L. Within 24 hours submit the rental monies (refundable and non-refundable) to the Budget & Finance Liaison.

 

M. Reserve the Time & Date on the Clubhouse Reservation System.

 

N. Update the Clubhouse Renter’s report. Submit the Clubhouse Renter’s report monthly to the B&F committee.

 

O. Schedule a time for pre-event inspection and walk through.

 

a. Renter shall sign off on the pre-event check list. There are no exceptions.

P. Provide access to the Clubhouse as arranged with the Renter.

 

Q. Schedule a time for post-event inspection and walk through. The Renter shall be present.

 

a. Renter shall sign-off on the post inspection before receiving a refund of their deposit.

b. The Clubhouse representative shall note any and all discrepancies.

c. In the event there are discrepancies during the post-event walk through, advise the renter that the all damages and/or discrepancies are recoverable from their deposits, including cleaning cost, and difference is refunded.

d. In the event there are no discrepancies, advise the renter that the deposit check will be returned within 10 working days.

e. In the event they are Non-Residence or Dues Status is not current monies are returned within 30 days.

 

R. Notify Budget & Finance Committee that the status of the rental.