WYNFIELD HOMEOWNERS ASSOCIATION Clubhouse Rental

WYNFIELD

HOMEOWNERS ASSOCIATION

Clubhouse Rental

Agreement

The

Wynfield

Community Clubhouse may be rented to host meetings and social gatherings. The Clubhouse is

fully furnished and equipped

with rest rooms, a

full

kitchen, cable-

TV,

Wi-Fi, and folding tables and chairs.

Maximum Occupancy is

100.

Facility Rental Fee

Security

Deposit:

$75 Half-day (10:00am to 3:00pm or 5:00pm to 1:00am)

Or $100

All

Day (10:00am to 1:00am)

Security Deposit: $100

Resident’s Name: ____________________________________________________________

Street Address: ______________________________________________________________, Huntersville, NC 28078

Telephone: Home: ____________________________________ Mobile: __________________________________

Email address: ____________________________________________________________________________________

Describe the nature of your event: ___________________________________________________________

Date of Event: Start Time: End Time:

Est.

Attendance:

Food/Beverage Present?

Yes

Caterer Present?

Yes

Alcohol

Yes No

Payment Information (checks payable to

"Wynfield HOA")

Property?

Liability

insurance required

"Yes"

Security Deposit: $ Check #

Visa/MC

Exp.

Date

Rental Fees: $ Check #

Visa/MC

NOTE

There is a $9.95 fee for paying with Credit Card.

Exp.

Date

Hawthorne Management Company will reserve the facility subject to availability upon

receipt

of rental

fee and security deposit, liability insurance (if applicable), and your

signed

rental

agreement.

Return to: Hawthorne Management Company,

P.O.

Box 11906, Charlotte,

28220-1906

Rental Policy Information

Facility Usage: The

facility

may not be reserved more

than

one

(1)

year in advance. No

facilities

may be used for

fund-raising purposes without prior approval from the HOA.

Sale of

Alcohol

is prohibited. Requests for periodic, regularly

recurring use of the

facility

must be approved by the HOA.

Hours: The

facility

may be rented Monday - Sunday 10:00am

1:00am. The

facility

may not be used past 1am without prior

approval from the

HOA

Management

Company. Please allow

appropriate

time for setup before the event and cleanup after

your

event.

Rental Agreement:

reserve the

Wynfield

Community

Clubhouse, a

Facility

Rental Agreement must be

completed,

signed and

returned

to the Hawthorne Management

Company. Residents

MUST

be current on their

homeowner

dues in

order

to rent the facility.

Rental Fees:

All

rental fees and a refundable security

deposit

are due at time of application.

Security Deposit:

All

rental applicants must pay a security

deposit of $100.00. The deposit is refundable

the

facility

left clean and there is no

damage

to furnishings or

equipment.

Any

costs incurred in cleaning or repairing the

facility will

deducted

from the deposit. Should

damage

exceed

the

deposit, the association

will

resort to legal remedies, including

a lien on homeowner(s) property. The decision of whether

the

deposit shall be refunded is solely up to the

Wynfield

HOA and

will

not be refunded until the

facility

has been

inspected

by a

Wynfield HOA

board

representative.

Reservations: Clubhouse reservations are "first-come, first-

served" with priorities given to

Wynfield

Homeowners

Association functions.

completed

reservation form, rental

fee and security deposit

re required by the

HOA management

company

finalize a reservation.

Reservation Status:

rental reservation is

considered

binding after the

facility

Rental Agreement has been

signed

by the rental applicant and approved by the

HOA

management c

ompany. Renter

will

receive confirmation

letter which will include a Post Function/Event Cleanup

Checklist

and

instructions on gaining entry to the

facility.

Alcoholic Beverages:

any alcoholic beverage is to be

present,

proof of host liquor

liability

insurance must be provided with

combined single limit coverage of $1,000,000 with

respect

injuries, deaths, or damages.

This

may be accomplished

through

a general

liability

or excess

liability

(umbrella) rider to the

Homeowner(s) policy, or

through

a separate policy, provided that

the rider or additional policy

specifically

covers host liquor

liability. Proof of such insurance must be delivered to the office

of Hawthorne

Management

Company at least

one

(1)

week prior

to the Clubhouse rental or the rental

agreement

is subject to

automatic

termination

by the Association.

Alcohol

cannot be sold on the premises.

Cleaning: The

facility

must be cleaned, all

decorations and

trash must be removed, and the

facility

must be vacated by

the

end time indicated on the

Facility

Rental Agreement. The

rental applicant is responsible for removal of all

personal

articles, including leftover food, decorations, etc.,

and

depositing trash in the trash receptacles provided.

All

table tops, furniture, counter tops, and any appliances must

be free of food items or spills. Furniture should be returned to

its original locations. Appliances and lights should be

turned

off,

all

doors/windows

locked and the alarm set.

C leaning check list left on

the

kitchen counter.

Caterers: Rental applicants may choose to employ an outside

caterer for their event. Caterers are required to abide by all

policies outlined in the Facility Rental Agreement. All food and

beverages must be removed from the premises after the event.

Waste food, ice and beverages may not be dumped onto soil or

landscaping anywhere on the premises by guests or catering

staff. Rental applicants and/or their caterers are required to

provide their own tableware, linens, and service needs. No

catering equipment, decor or other items may be left behind or

stored on the property after an event unless prior arrangements

have been made with the HOA.

Minors: Any rental with participants under the age of 18 is

required to have at least one adult chaperon for every ten minors

present during the event.

Parking: Limited spaces are available for parking at the

Wynfield Community Clubhouse. Vehicles shall not be parked on

the grass. Vehicles can be parked along the road leaving room for

traffic to flow. Huntersville Police may ticket all vehicles parking

against the flow of traffic.

Personal Property: The Wynfield HOA is not responsible for

any valuables or personal property left on the premises.

Animals: Animals, with the exception of services animals, are not

permitted inside the Wynfield Community Clubhouse without

prior approval of the HOA.

Decorations: No

decorations

or temporary fixtures may

affixed to the building or any architectural feature with nails,

tacks, staples, or any application that

will

cause irreversible

damage. Tape is not

permitted

on any

walls,

glass or fixtures.

Confetti: Thrown rice, birdseed, glitter, and all types of

confetti are prohibited inside the Wynfield Clubhouse.

Candles: All candles must be contained in a glass container taller

than the top of the candle flame.

Smoking: Smoking is prohibited inside or on the grounds of all

Wynfield facilities.

Care of Premises: Neither renter nor its guests will cause damage to the premises, or permit anything to be done whereby the premises will

be in any manner injured, marred or defaced. Renter will not make or allow to be made any kind of alterations to the premises. The

premises shall be inspected by a Wynfield Amenities committee member after the event to ascertain any damage which might have

occurred during the event or pre/post production of the event. Special care must be taken when moving furniture to prevent damage to

walls and floors. Do not drag furniture across the surfaces. No portion of the sidewalk, entries, passages, fire exits or stairways may be

obstructed by renter, their guests or representatives, or used for any other purpose other than ingress or egress from the premises.

Acceptance of Premises: It is understood that client accepts premises “As Is.” Client may make, at its own expense, only those changes,

alterations, installations and decorations which are stated in this agreement. Premises will be returned in the same condition as when first

occupied.

Questions/Problems? If you have any questions for problems before or during your rental of the Community Clubhouse, please

call Hawthorne Management at 704-377-0114.

Acknowledgement

I have read all of the rental policy information and by signing below, I agree to comply with the provisions of this rental agreement. I

understand that my security deposit may be forfeited or I may be billed for any additional expense should any of the aforementioned

requirements be ignored or abused, or if any damages are a result of the actions of my rental.

Renter(s) acknowledges that his/her use of the facility is purely for the pleasure of his/her guests. Wynfield Board of Directors

sanctioned community events shall be permitted for the benefit of the community and shall have scheduling preference. Renter further

acknowledges that neither Hawthorne Management Company ("Manager"), nor the Wynfield Homeowners Association ("Association"),

has assumed any responsibility for, nor shall the Manager or the Association have any liability for, the actions or inactions of the renters

and his/her guests and invitees or for any injury, damage or loss any person may sustain while using the facility or in

connection with or as a result of any activity, including consumption of alcohol or other intoxicating substances, engaged in by any person

while using the facility.

Renter(s) on behalf of himself, his heirs, successors and assigns, and on behalf of his/her guests and invitees, their heirs, successors, and

assigns hereby releases the Manager, the Association and the respective officers, directors, agents, shareholders, members, successors and

assigns, from any claims which renter(s), his or her guests, and invitees, now have or may hereafter have which are related in any way to

any loss, damages or injury that may be sustained in connection with their use of the facilities or as a results of any activity, including

consumption of alcohol or other intoxicating substances, engaged in while using the facility.

Renter(s) on behalf of himself, his heirs, successors and assigns, agrees to indemnify, defend and hold harmless the Manager and the

Association and their respective officers, directors, agents, shareholders, members, successors, and assigns against any and all claims,

demands, damages, costs and expenses, including reasonable attorney fees arising from the user of the facilities, including the buildings

and sidewalks adjoining same, by the Renter(s), his or her guests, and invitees, or as result of any activity including consumption of

alcohol or other intoxicating substances, engaged in by an such person while using the facility. In the event any action or proceeding is

brought against the Manager or the Association, their respective offices, directors, shareholders, agents, members, successors, or assigns

by reason of any such claim, renter(s) covenants and agrees to pay all costs of defense of such action or proceeding by council satisfactory

to the manager and the Association.

The foregoing indemnification and defense obligations shall not be conditioned upon the availability of insurance coverage and renter(s)

failure to obtain insurance coverage or the refusal of the insurer to pay any claim or otherwise assist renter(s) in fulfilling such obligations

shall not relieve renter(s) of the indemnification and defense obligations set forth herein.

Signature of Renter: ______________

Date: _____________

The Wynfield HOA reserves the right to refuse application for good cause or to revoke the rental applicant's

permit privileges. If this occurs, we will attempt to notify you as soon as possible.

(Revised 10/2014)