Resolutions

King City Civic Association Resolution: Association Facilities 2012-204

POLICY FOR USE OF ASSOCIATION FACILITIES

CC&Rs Article VI Section 1 and 2.E;

The purpose of the Association's facilities is to provide recreational activities, socialization opportunities, and enrichment occasion for its Members and their guests. Association Members may use Association facilities for approved activities upon payment of rental fees established by the Board. The Board, or Administrator, may restrict, surcharge or deny the use of Association facilities for any activity deemed inappropriate or likely to cause damage, excessive wear, or which would adversely affect the availability of such facilities for other Membership activities.

  1. Rental of Association facilities for wedding receptions, anniversaries, birthdays, memorial services or similar events shall be limited to honoring Association Members or their immediate families (spouse, parents, children, brothers, sisters or grandparents.) Rental of Association facilities for all other activities where a majority of the participants would not be Association Members must be pre-approved by the Administrator.
  2. All requests must be made through the Association Office by submitting a "KCCA Room Rental/Club Event/Service Request Form".
  3. The room capacity notice posted by Tualatin Valley Fire & Rescue shall be strictly enforced.
  4. All non-Association Members must be accompanied by an Association Member, unless exempt by the Board or Administrator. The Association Member must not give up the Member's key access to a non-Association Member.
  5. Association Members who reserve Association facilities are responsible for any damage done, or damage resulting from negligence in the use of the building or failing to secure the building during or after the event. At the Administrator's discretion, the Association reserves the right to assess additional charges to the sponsor of the event for cleaning or repair costs in excess of the deposit and/or for items that require replacement.
  6. Smoking is prohibited in all Association buildings, and must occur ten feet from the Association building pursuant to State laws.
  7. The Administrator may cancel a reservation to make the facilities available for a program or event which is of general interest to a large number of Association Members.
  8. The Administrator may allow community organizations use of the Association facilities, but shall advise the Board of the decision and of such organization's purpose and schedule.
  9. At the discretion of the Administrator, Members renting facilities may need to pay an additional deposit, sufficient to cover the cost of having an employee on-site during the total time of the rental.
  10. If alcohol is brought onto the premises, it shall be stated in the Rental Form Agreement, and the Association's "Event Alcohol Policy" shall be strictly enforced.
  11. Rental of a facility does not include permission to use other Association facilities such as the swimming pool, bowling green or golf course. Members and their guests are prohibited from using facilities outside the rented facility.
  12. If event will include musicians and require access to the Grand Piano, the piano key must be checked out during normal Office business hours by the party responsible for the event.

FACILITIES MUST BE LEFT CLEAN AND IN ORDER:

  1. Furniture must be returned to its original place.
  2. Extra tables and chairs must be folded and put away.
  3. Carpets and floors must be swept or vacuumed, as needed.
  4. Spills must be wiped up.
  5. Tables, counter tops, ovens and stove tops must be wiped clean.
  6. Cups, glasses, dishes, utensils, coffee makers, etc. must be washed with soap, rinsed clean, dried, and returned to the proper storage area.
  7. Refrigerator and dishwasher must be left clean and empty.
  8. Garbage can must be emptied and relined.

FACILITIES MUST BE LEFT SECURE:

  1. All doors, including sliders, must be checked and locked. If doors are left open or unsecured, the entire deposit may be forfeited, as determined by the Administrator.
  2. Lights must be turned off.
  3. Thermostats are on timers and shall not be overridden by changing to a "hold" position.

ANY DAMAGE TO ANY AREA MUST BE IMMEDIATELY REPORTED TO THE ASSOCIATION OFFICE.

ASSOCIATION CONTACTS FOR EMERGENCIES MUST BE LEFT POSTED ON THE RESERVED ROOM.

IT IS RESOLVED this ___ day of February 2012 by a majority vote of the Board of Directors and effective upon distribution of the Association's March 2012 Newsletter

King City Civic Association

By Terry Shane, President By Maxine Van Dyke, Secretary

Resolution Adopted 01/01/04; Revised 06/15/04
Reviewed 07/17/07; Revised 08/17/04
Revised and Restated 02/14/12