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Home My WebLink About254001 01/26/16 .�o!..4iB,y J^! CITY OF CARMEL, INDIANA VENDOR: 370214 ® ; ONE CIVIC SQUARE VWCOA CHECK AMOUNT: 5*******125.00* :9 ,_� CARMEL, INDIANA 46032 12884 BROAD STREET CHECK NUMBER: 254001 MilyoN'i�. CARMEL IN 46032 CHECK DATE: 01/26/16 DEPARTMENT ACCOUNT PO NUMBER INVOICE NUMBER AMOUNT DESCRIPTION 1125 4359000 39417 012516-4 125.00 FACILITY RENTAL VWCOA Carmel 9 Clay Parks&Recreation CHECK REQUEST Date: January 11,2016 Check Payable to: Name: Village of WestClav Owners Association V VV O' Op) Address: 12884 Broad Street City,State,Zip,. Carmel, IN 46032 Mail check to payee )0( Return check to requestor Check Amount:$ 125.00 Date Required: 1/26/16 Purpose of Check: Facility rental fee for space to hold public meetings on Carmel's west side (Copy of Rental Agreement is attached) Supporting documentation or invoice(s)MUST be attached. To be paid from: PO#(if applicable) 2016 n Budget account-GL# 101-1125-4359000 Budget Line Description Gen Fund, Parks,Special Projects Requested by(print): Requested by(signature/date): Approved by(print): Audrey Kostrzewa Approved by(signature/date) d74�� Form recreated 3/10/15(Business Services) Room: Use: >t Green Room RENTAL AGREE7ftiB T Rose Room The Vlitage of WestCtayr G Social d�Ina ysi C&M Stri Business 2000!forth New Market t3bi"! r-snesl,IN 46032 (_Michael W.Klitzing,Chief Operating Officer use of the Village of West Clay Meeting Home Clubroom havenread thet's full eme)hereby request the attached 00019 and herebyprocedures end poltdes on the a eprs�e to abide by aN of its poiicfes. !Please Pant) Resident's Name Carmel Clay Parks&Recreation Add" 1411 East 116th Street;Carmel,IN 46032 Lot No. Telephone (home) (cell)317A50.1250 twodc) 317.S73.4018 Date of Event Tuesdays: 1/26/16;2/23/16;and 3/22/16 Hours g a.m. to 6 p.m. NUmbOr of Pen3ons (Must not exceed 35 people) 35 max.(Design Team leading group&one-on-one meetingsi Use Public meetings regarding West Park Master I further agree to be responsible for all damages to the Meeting Nouse by me or my guest(s) during my event,and I will be is event stall tines. Rea a mture Re to igneture,Michael W.Klitzing,Chief Operating Officer= PkNtss make checks payable to V.Nage of Wes"y owners Association FOR OFFICE USE ONLY 3 200.00 Damaps Deposit paid $200.00 Check# _ S 425_00 ee►talFeePid; f $�125Uf ",AW Check# - --i: Gave to AceounWg Initials Date Deposit returned Picked up by inNals Date of notification of deposit check not being returned Initials Notes Y. 0rrm�i0:#;;�,+'s a'rt"286!4$�td ttbe#, ,�r scixrm�l,IN,4603AV Pf' �I A nd mil lemir.t�cm :JNe eniii^e fsin`s �ie`iint F�i+ise 001"n Apemen a CLEANtillG: All resident-provided food and/or t*wmges must be removed from the refrigerator andlor cabinets after the event.Wipe countertops ciean.Remove trash and place in the green trash toter located outside rear entrance of the Meeting house.Further cleaning will be provided by a cleaning service. Furniture should NOT be moved from one clubroom to another. Any fumble that wag moved within a clubroom should be returned to its original location. • DEPOSIT RETURN: Return of deposit is based on condition of the apace:including trash removal.minor cleaning,and compliance with Meeting House rules.Failure to meet all requirements will result in ions of$200.00 damage deposit. Some examples of damage that would require the Owners Association to retain the damage deposit Include. but are not limited to, damage to earpst. such as stains. darnege to walls, such as chipped paint or torn wallpaper or damage to furniture, such as stains or tears in the fabric. • CANC'El AtION: A two-week canceAstion.notioe,is requested as a courtesy to other residents.This may change as the%nbge of WestClay population prows and the demand for clubroom,reMais is greater. The OA maerves the right to cancel a noervatlon up to 24 tours prior to the event 9 Information becomes available that the Intended two of the room or number of guests doer not comply with Me rules stated above. Ill REMEDIES Paragraph 21(e){n)of the Declaration of Covenants and Restrictions for the Village of VllastClay provides that the OA rusty suspend the right of any homeowner to use the Village Community Buildings (any and all Amenity Centers /Parks) in the event of a violation of the roles adopted by the assodeflon regulating the.use of such Wlitles. In applying such sanctions. a parent may be deemed personalty responsible for the impermissible conduct of a child. I further agate to be responsible for aft damages to the Meeting House by me or my quest(s) during my event.endue sent at this event at*0 times, Renter's Signature Michael W.Klitzing,CPRE,Chief Operating Officer Carmel Clay Parks&Recreation �r :1ttrnth<<ntct.��.tm t anis Ftntnuumt lrorms\fMng Hurt::'{irtru�»Kexrravir,�gremh�n Jvc MEETINQ NO IF CLU8BMff= ATION INFORMATION 2000 North New Mod*Street Carmel,IN 40032 I PROCEDURES * YOUR RESERY"N WILL BE CONFIRMED UP-ON R EIPT OF'A MI LKE N RE Affig MENT t?TJ4 r FIER ANDGED P� OSCf• RESERVING: Stop by the VWC Owners Association at Trustee's Hail to pick up reservation forms or call#317-574-1164. Reservation forms can also be printed from the VWC Owners Association website at www wycownersassn.Rorrs. FEE AND DEPOSIT FOR A SOCIAL EVENT: Each reservation requires a rental fee of $126.00 in the form of a check made payable to VWC Owners Association.Also required is a$200.00 damage deposit in the form of a Cheri(made payable to VWC Owners Association.Return of the damage deposit is based on the condition of the space after the event and compliance with the Meeting House rules.Once the room Is assessed following the event and all is satisfactory,the damage deposit check may be pitted up at Trustee's Hall one week after the event. • FOR A BUSINESS EVENT: If it is determined that the intended use of a clubroom is for a business event or a profit-genemmting activity.a$100.00 use fee will be charged in addition to the above stated rental fee and damage deposit. • USERS: y Village of westClay property owner's may reserve a clubroom.The property owner is responsible for the actions of any guest(s)and MIN be present throughout any scheduled event The residents scan tend enables entry to the Meeting House and the first floor clubrooms.The Owners Association staff will set computers to automatically unlock the front doors 30 minutes before the event.and doors will lock after the event • PRE-EVENT INSPECTION:Resident should Inspect and report any damage to the facility and furnishings prior to the resident's event by calling Trustee's Hail at#337-574- 1164.Any unreported damage noted during the post-event Inspection will be considered damage that occurred during the most recent event. I! RULES • DECORATIONS: Please do-not glue;noil,or-tack anything to the walls or ceilings:No.-.-- confetti, No confetti,sparkles.birdseed.or rice Is allowed. Guests should be limited to 30 to 35 people per clubroom. NO SMOKING • Windows are to remain closed at all times. • Lights need to be turned off and doors to clubroom should be shut upon leaving the Meeting House. NOISE: In consideration of residents using other rooms In the Meeting House,PLEASE LIMIT PARTY NOISE TO REASONABLE LEVELS, Keep amplified music dawn to control party noise.Also.MMAaj&r all parties must be concluded and oil guests cleared from the Meeting House by 1:00am. %l •lnnrnm Ccme.'..&S'vyl C.U&Rftenalltwi.1 elms X1tV1 j!NNW OLO tuts KfteMA M ASMOM011 We Exclusne Catering Service Providers All catering and event services must be contracted directly with one of the following exclusive catering service providers. No other or outside services and or providers are permitted on the venue premises. Execudine Coroora.te Catering Carole McNaughton 317-876-1200 emcnaughton@execudine.com www.execudine.com 4738 Northwestern Dr. Zionsville,IN 46077 - - -_ —-- — Jacouie's Gourmet Catering Lisa Bonacorsi 317-283-2776 lbonacorsi@u?jacquies.net moMjMuies.nct 9840 N.Michigan Rd. Carmel,IN 46032 MBP Distinctive Caterine Anne Perry 317.636-4444 anncperry@mbpcatering.com www.MBPCatering_xom 2502 East 52nd Street Indianapolis, IN 46205 Ritz Charles Meghan Kibbe,Event Specialist 317-846-9158 MKibbe@ritzcharles.com- www.ritzcharles.com 12156 N.Meridian Street Carmel, IN 46032 Facilities: o Meeting House 2"'Floor R1=NTAL,AGREEMENT Meeting House 8'd Floor The V11tage of WestClay Owners Association Inc. o University Green 12804 Broad Street n Ronald Reagan Green Carmel,IN 48092 o Chopsl Square Michael W.Klitzing,CPRE,Chief Operating Of icer(renter-s full name)hereby request the use of the above describe Village of West Clay facility,have read the procedures and policy on the attached sheets and hereby agree to abide by all of Its policies. (Plass PMV Carmel Clay Parks&Recreation Renter's Name Addross 1411 East 116th Street;Carmel,IN 46032 Telephone(home) (cell)317A50.1250 (work) 317.573.4018 Date of Event Tuesdays: 1/26/16,2/23/16;and 3/22/16 Hours 5 p.m. to 10 p.m. Use Public meetings regarding West Park Master plan I further agree to be responsible for all damages to the facilities by me or my guest(s)during my event,and 1 will be present at this event at all times. RedeesAWture late Mlcha .Kiitzing,CPRE,Chief Operating Officer Please make checks payable to VM090 of WestClay Owners Association FOR OFFICE USE OPLY Damage Deposit paid $600.00 - Check# - Rental Fie paid $600.00 Check# Gave to Accounting Initials Hate Deposit returrmed Picked up by Inttials Date of nottlication of deposit check not being returned Irftls Notes Return form to: the V1140 of WestCiay OA Trustee's}fall 12684 Broad Street Carmel,IN 46032 o LOST OR STOLEN ITEMS: The Association shell not be responsible for any articles,personal or otherwise,which are lost,stolen,or missed by any renter or guest. 0 DAMAGES AND THEFr: Renter will assume full responsibility for damage to the fadlilies,and the theft of any property on the premises. NOISIL-Loud,boisterous noises,profanity or other offensive behavior is not allowed. Noise limits are to be kept in accordance with local City of Carmel ordinance governing these issues. • All parties must be concluded and all guests cleared from the facilities by 1:00am. IN WITNESS WHEKEOF,the parties hereto have hereby executed this Agreement as of the date first written below. Village of WestClay Owners Association Inc.: Signatu Title: Pri d N me: A A �,.- /`�'�� Date: L . Renter. Carmel Clay Parks&Recreation Signat Title: Chief Operating Officer ' Michael W.Klitzin ,CPRE Date: Printed erne• B ® PRE-EVENT INSPECTION:Renter should inspect and report any damage to the facility and fumishings prior to the event by calling Trustee's Hall at#317.674-9164.Any unreported damage noted during the post-event inspection will be considered damage that occurred during the most recent event. If RULES • DECORATIONS: Please do not glue,nail or tack anything to the walls,ceilings, furniture,and or fixtures of the facility. • Guests should be Limited to capacities as determined by the Catering Service Providers pursuant to all local,state and federal guidelines governing such assemblies. * NO SMOKING • Wlndovvs are to remain closed at an times. i f CLEANING: Catering service providers are responsible for cleaning the facilities after i the event. I • FURNITURE: Furniture should NOT be moved from one room to another. • DEPOSIT RETURN: Return of deposit is based on condition of the space and compliance with Meeting House rules. Failure to meet all requirements will result In loss of the damage deposit. Some examples of damage that would require the Owners Association to retain the dernage deposit include, but are not limited to, damage to carpet, such as stains, damage to walls, such as chipped paint or tom wallpaper or damage to furniture,such as stains or tears in the fabric. • CANCELLATION: A thirty(30)day cancellation notice is required. The OA reserves the right to cancel a reservation up to 24 hours prior to the event it information becomes avallable that the intended use of the room or number of guests does not comply with the rules stated above. • INDEMNIFiCATION: The undersigned will indemnify, defend, and hold harmless the Association, its officers, directors, agents and members from and against any and al demands, claims, damages to persons or property, losses and liabilities, Including attorney fees and costs arising out of or caused by the undersigned and/or his or her guests in connection with the use of the facilities, including, but not-limited to the use, sale and service of alcohol or caused by a defect in the Association's premises or equipment, or by any act or omission by the Association or its directors as associated with the rental and use of the facility. • ALCOHOL: The undersigned may serve alcohol in the facilities when done in accordance with alt federal,state,and local laws. The undersigned warrants that all servers of alcohol have the licenses required by law to serve alcohol and servers shall adhere to the state and federal laws regulating the sale and service of alcoholic beverages. No one under the age of 21 shalt be permitted to drink on the premises. Servers are not to serve any Individuals that appear Inebriated or under the influence of too much alcohol. The undersigned assumes any and all liability in serving alcohol. • ASSOCIATION RULES: The undersigned agrees to adhere to the Association's rules and regulations concerning the use of the premises and to inform his or her guests of applicable rules and in good faith and seek to enforce them during his or her use of the premises. VILLAGE OF WESTLAY EVENT SPACE—RENTAL AGREE14 ENT Village of WestClay Owners Association Inc. Trustee's Hall 12884 Bread Street Carmel,IN 46032 gESEERVATION INFORWOON PROCEDURES YOUR F SERVATION IffiLL LSE CONFIRMED UPON&ECEIFT O COMPLETEA REW&AC-�t,FEMENL RENTAL FEE DAMAral QEK*rr ANDEXECUTED pAlgRING SERVICE AGREEMENT WITH ONE OF THE AMC—NO EXCLUSIVE CATERING SERVICE PROVIDERS. • RESERVATIONS WILL BE HELD BY THE OWNIwRS ASSOCIATK?N,(OA1 AND tfi6t_L REMAIN_CUR,RENT FORDom,AYS FROM THE N OF THE AMCHED RENTAL AGREEMENT P,€NpjN,Q THE COMPLETION.EXECUTION. AND DEL&=TQ THE OA OF A CAIERING(SERVICE AGREEMENT MTH QNE . OF THE EXCLUSW-CATERING SERVICE PROVIDERS. IF A CATERING SERVICE AGREENgNT IS NOT EXECUTED AND DELIVERED TO THE OA VIfITHIN 30 DAYS OF THE ORIGINAL RENTAL AGREEMENT THE OA WILL HAVE THE ABILITY TO CANCEL JUE RESE j--ATION'WiTHO�jT THE REFUND OF COLLECTED RENTAL FEES. RESERVING: Please visit the VWC Owners Association at Trustee's Hall,12884 Broad Street, Carmel,IN 46032 to pick up reservation forms or call#317-574-1964. Reservation fomes can also be printed from the VWC Owners Association website at" ..vwcaaIrs359MIXOm. • FEE AND DEPOSIT FOR EVENT. Each reservation requires a rental fees as follows: Monday—Thursday Friday Saturdays/SundaysMolidays" Meeting House: - 30 Fbor $600 $700 $800 University Careen $250 $300 $400 Ronald Reagan Green $250 $300 $400 Chapel Square $160 $200 $300 "Holidays include New Year's Eve,New Year's Day,Easter,Memorial Day, Fourth of July,Labor Day,Halloween,Thanksgiving,Christmas Eve,and Christmas Day Payment must be in the form of a check made payable to VWC Owners Assoctetion. Also required is a damage deposit in the form of a separate check made payable to VWC Owners Association equal to the rental fee for the space.Return of the damage deposit is based on the condition of the space after the event and compliance with Owners Association rules.Once the room Is assessed following the event,and all is satisfactory, the damag6 deposit check may be picked up at Trustee's Hall one week after the event. ACCOUNTS PAYABLE VOUCHER CITY OF CARMEL An invoice of bill to be properly itemized must show; kind of service,where performed, dates service rendered, by whom, rates per day, number of hours, rate per hour, number of units, price per unit, etc. Payee Purchase Order No. VWCOA Terms 12884 Broad Street Carmel, In 46032 Invoice Invoice Description Date Number (or note attached invoice(s)or bill(s)) PO# Amount 1/11/16 Ck Request Facility Rental Fee for Public Meetings West Side 39417 $ 125.00 Village of West Clay Owners Association Total $ 125.00 hereby certify that the attached invoice(s),or bill(s)is(are)true and correct and I have audited same in accordance with IC 5-11-10-1.6 20_ Clerk-Treasurer Voucher No. Warrant No. \88COA /U|ovved 20____ 12884Broad Street Carmel, In 46032 ` |h . � ( � ONACCOUNT[UFAPPROPRIATION FOR � ! 101 -General Fend PO#or INVOICE \CCT#rriTLE AMOUNT Board Members Dept# ' \ 39417 F Ck Request 4359000 $ 125.00 . | hereby certify that the attached invoico(s). or i bUKa)io(ana)true and correct and that the ' materials orservices itemized thereon for { | which charge ismade were ordered and ' received except . January ^ Signature $ 11215.00 Accounts Payable Coordinator — Cost distribution ledger classification if . Title claim paid motor vehicle highway fund , Cal-MCI 0 Clay Darks&Recreation CHECK REQUEST Date: January 11,2016 Check payable to: 'A I Name: Village of WestClay Owners Association 4 V 1 V 0 (� ) Address: 12884 Broad Street City,State,Zip Carmel, IN 46032 Mail check to payee XX Return check to requestor Check Amount:$ 200.00 Date Required: 1/26/16 Purpose of Check: Facility rental damage deposit (Copy of Rental Agreement is attached) Supporting documentation or invoice(s)MUST be attached. To be paid from: �/ PO#(if applicable) 3 q Lll I F/N4L Cf 2DI Budget account-GL# 101-1125-4359000 Budget Line Description Gen Fund, Parks,Special Projects Requested by(print): Requested by(signature/date): Approved by(print): Audrey Kostrzewa Approved by(signature/date) Form recreated 3/10/15(Business Services) Roan: Use: Green Room NrAL!t p��El+11T G Social The vinaae of weatCiay Rose Room a�lubroam �Hu� BThbSE 2000 North New Market t3tt of Carmel,IN 46032 { Michael W.Kiltzing,Chief Operating Officer ' (resident's full name)hereby request the use of the Village of West Clay Meeting Mouse Clubroom have read the procedures and pofides on the attached sheets and hereby agree to abide by all of+b, policies. fp"W polo Residwes Name Carmel Clay Parks&Recreation Address 1411 East 116th Street;Carmel,IN 46032 Lot No. Telephone (home) (cell)317.450.1250 (work) 317.573.40113 Date of Event Tuesdays: 1/26/16;2/23/16;and 3/22/16 Moura g a.m. to 6 p.m. Number of Persons (Must not s=eed 35 peapla) 3s max.(Design Team leading group&one-on-one meetings) Use Public meetings regarding West Park Master f further agree to be responsible for all damages to the Meeting House by me or my 0uest(s) during n7y event,and I IN ba suds t ►is event at ail times. R �tgnatiu=r , Re to Michael W.Kilning,Chief Operating O car e make checks payable to Vftge of WestOky Owners Associadon FOR, OFFICE USE ONLY r��$200.OD:KEA s Zoo.00traama B�tard Check W S 125.00 Rental Fee paid $125.00 Check# Gave to Aeaouny% In1MIs Date Deposit returned Picked up by tnitlais Date of notlffcatlon of deposit check not being returned Initials totes Return form to: The Vlftp of WestClay OA Trustee's wan 12804 Broad Street Carmel,IN 46032 �I:1.merrN ttnuf,S Sasr,e:ua:Nestn:it�nttFsmsblatii�:Ha:+seC'lubruuanRcacraum+Sftteementdac ► CLAANING: All resident-provided food and/or beverages must be removed from the refrigerator and/or cabinets after the event.Wq*countertops clean.Remove trash and place in the green trash toter boated outside rear entrance of the Meeting House.Further creaming will be provided by a cleaning service. Furniture should NOT be moved from one clubroom to another. Any furniture that was moved within a clubroom should be returned to Its original location. • DEPOSIT RETURN: Return of deposit is based on condition of the space: including trash removal.minor cleaning,and compliance with Meeting House rules.Fellure.to meet all requirements will result in toss of$200.00 damage deposit. Some examples of damage that would regWke the Owners Association to retain the damage deposit Include, but are not limited to, damage to carpet. such as stains, damage to walls, such as chipped paint or tom wallpaper or damage to fumitum, such as stains or tears in the fabric. * CANCEILI ATION: A two-week caneellalion,notice is requested as a courtesy to other residerits.This may change as the Wage of WeatCiay population grows and the demand for clubroom rentals is greater. The CIA reserves the right to cancel a reservation up to 24 hours prior to the event If Information beconm available that the intended use of tha room or number of guests doer not comply with the rules stated above. III REMEDIES Paragraph 21(e)(W)of the Declaration of Covenants and Restrictions for the Vi(lege of WestClay provides that the Oft may suspend the tight of any homeowner to use the Village Community Buildings (any and 94 Amenity Centers 1 Parks) in the event of a violation of the rules adopted by the association regulating the use of such fadlitles. In applying such sanctions. a parent may be deemed personally responsible for the impermissible conduct of a child. I further agree to be responsible for all damages to the Meeting House by me or my guest(s) during,my event.lanai i Willi be sere at this evert at an times. 1 z143-) - _-- pate Renter's Signature Michael W.Klitzing,CPRE,Chief Operating Officer Carmel Clay Parks&Recreation SS AW-enah(LnW5&ham L Zrds-Ha unman;!JvM i\101,ng Hila .1ahrxm iia v wr agremwia jx MEETING HOUSE CLUMOM RESERVATIgN INFORMATION 2000 North New Market Street Carmel,IN 46032 I PROCEDURES • YOUR RESERYAMN ylfILL, QNFIRMED UPON.RECEIPT QE.6 COMPLETED RENTAL AGREEMENT RENTAL FEE AND DAMAGE DEPOSIT. • RESERVING: Stop by the VWC Owners Association at Trustee's Hail to pick up reservatlon forms or call#317-574-1164..Reservation forms can also be punted from the VWC Owners Association website at www ywcownersessn.corr:. FEE AND DEPOSIT FOR A SOCIAL EVENT: Each reservation requires a rental fee of $125.00 in the form of a check made payable to VWC Owners Association.Also required is a$200.00 damage deposit In the form of a check made payable to VWC Owners Association. Return of the damage deposit is'based on the condition of the space after the event and compliance with the Meeting House rules.Once the room is assessed following the event and all is satisfactory.the damage deposit check may be Picked up at Trustee's Hall one week after the event • FOR A BUSINESS EVENT: If it is determined that the intended use of a clubroom is for a business event or a profit-generating activity.a$100.00 use fee*if be charged in addition to the above stated rental fee and damage deposit. • USERS: Only Villege of WestClay property owners may reserve a clubroom.The property owner is responsible for the actions of any guests)and Mog be present throughout any scheduled event.The resident's scan card enables entry to the Meeting House and the first floor clubrooms.The Owners Association staff will set computers to automatically unlock the front doors 30 minutes before the event,and doors will tock after the event • PRE-EVENT INSPECTION:Resident should inspect and report any damage to the facility and furnishings prior to the resident's event by calling Trustee's Hatt at#317-674- 1164.Any unreported damage noted during the post-event inspection will be considered damage that Occurred during the most recent event. it RULES R DECORATIONS: Please do not-glue.-nail or tack anything to the walls orceilings No - confetti,sparkles. birdseed. or rice is allowed. • Guests should be limited to 30 to 35 people per clubroom. t NO SMOKING • Windows are to remain closed at all times. • Lights need to be turned off and doors to clubroom should be shut upon leaving the Meeting House. • NOISE: In consideration of residents using other rooms In the Meeting House, PLEASE LIMIT PARTY NOISE TO REASONABLE LEVELS.Keep amplified music down to control party Heise.Also. re ember off parties must be concluded and all guests cleared from the Meeting House by 1:00am. %l +n:rvr+ C'cmt:a a"Can C xdc•Ra a taim,I orn,\tramp boos.oatre uni Krarrtianm±Agttament Ong Exclusive CoterhLy Service Providers All catering and event services must be contracted directly with one of the following exclusive catering sery=ice providers. No other or outside services and or providers are permitted on the venue premises. Execudine Corporate Catering Carole McNaughton 317-876-1200 cmenaughton@execudine.com www.execudine.com _- -4736 Northwestern Dr._ - Zionsville,IN 46077 Jacuuie's Gourmet Catering Lisa Bonacorsi 317-283-2776 lbonacorsi@jacquies.net MOMjgQuies.net 9840 N.Michigan Rd. Carmel,IN 46033 MBP_Distinetive Catering Anne Perry 317.636-4444 anneperry@mbpeatering.com www.MBPC4ering,rom 2502 Fast 52nd Street Indianapolis,IN 46205 Ritz Charles Meghan Kibbe,Event Specialist 317-846.9158 - - -MKibbe@ritzcharles.eom - __-- wwwAtzcharles.corn 12156 N.Meridian Street Carmel, IN 46032 v Fsailltles: RENTAL AGREEMEN1 D Meeting House 2nd Floor Meeting House S'd Floor The Village of WestClay Owners Association Inc. o University Green 92864 Broad Street ❑Ronald Reagan Green Carmel,IN 46032 o Chapel Square I Michael W.Kiitzing,CPRE,Chief Operating Officer(renter's full name)hereby request the use of the above describe Village of West Clay facility,have read the procedures and policies on the attached sheets and hereby agree to abide by all of its policies. (Please PW40 Carmel Clay parks&Recreation Renter's flame Addraw 1411 East 116th Street;Carmel,IN 46032 Telephone(home) (cell)317AS0.1250 (work) 317.573.4018 Oartte of Event Tuesdays: 1/26/16;2/23116,and 3/22/16 yours5 p.m. to 10 p.m. Use Public meetings regarding West Park Master Plan I further agree to be responsible for all damages to the facilities by me army guest(s)during my event,and 1 will be present at this event at all times. Re e esZ[gaftre Date MIchaeW.Kiitzing,CPRE,Chief Operating Officer Please make checks payable to Village of WestCtay Owners Association FOR OFFICE USE OIILY Damage Deposit paid $600.00 Clack# - Renta!Fse pal! $600.00 Check# Gave to Accounting Initials Date Deposit returned Picked up by initials f Date of notification of deposh check not being returned lnif3ais I Notes Return form to: the Village of WestClay OA Trustee's Hall 92881 Broad Street Caroted,IN 46032 • LOST OR STOLEN ITEMS: The Association shah not be responsible for any articles,personal or otherwise,which are lost,stolen,or missed by any renter or guest. alllOAGES AND THEFT: Renter will assume full responsibility for damage to the facilities,and the theft of any property on the premises. • NOISE: Loud,boisterous noises,profanity or other offensive behavior is not allowed. Noise limits are to be kept in accordance with local City of Carmel ordinance governing these issues. • All parties must be concluded and all guests cleared from the facilities by 1:00am. IN WITNESS WHEREOF,the parties hereto have hereby executed this Agreement as of the date first written below. Village of WestGay Owners Association Inc.: Signatu e/1 /1w J' �" 1 Title: A/vz/ P w 71 t d N�Me:1"--� / 1.. '�'�,� Date: Renter. Carmel Clay Parks&Recreation Signatu �• vv ' Title: Chief Operating Officer Printed ame: Michael W.Kiitzing,CPRE Date: +Zk3)ZJ11-- • PRE-EVENT INSPECTION:Renter should inspect and report any damage to the facility and furnishings prior to the event by calling'Trustee's Hall at#317-574-1184.,any unreported damage noted during the post-event inspection will be considered damage that occurred during the most recent event. II RUMS • DECORATIONS: Please do not glue,nail or tack anything to the wails,ceilings, furniture,and or fixtures of the facility. Guests should be limited to capacities as determined by the Catering Service Providers pursuant to all local,state and federal guidelines governing such assemblies. * NO SMOKING 4 Windows are to remain closed at all times. I , CLEANING: Catering service providers are responsible for cleaning the facilities after i * the event. FURNITURE: Furniture should NOT be moved from one room to another. • DEPOSIT RETURN: Retum of deposit is based -on condition of the space and compliance with Meeting House rules. Failure to meet all requirements will result in loss of the damage deposit. Some examples of damage that would require the Owners Association to retain the damage deposit include, but.are not limited to, damage to carpet, such as stains, damage to wells, such as chipped paint or tom wallpaper or damage to furniture,such as stains or tears In the fabric. • CANCELLATION: A thirty(30)day cancellation notice is required. The OA reserves the right to cancel a reservation up to 24 hours-prior to the event 9 information becomes available that the intended use of the room or number of guests does not comply with the rules stated above. * INDEMNIFICATION: The undersigned will indemnify, defend, and hold.harmless the Association, its officers, directors, agents and members from and against any and all demands, claims, damages to persons or property, losses and liabilities, including attorney fees and costs arising out of or caused by the undersigned and/or his or her guests in connection with the use of the facilities, including, but not-limited to the use, sale and service of alcohol or caused by a defect In the Association's premises or equipment, or by any act or omission by the Association or its directors as associated with the rental and use of the facility. ALCOHOL: The undersigned may serve alcohol in the facilitias when done in accordance with all federal,state,and local laws. The undersigned warrants that all servers of alcohol have the licenses required by law to serve alcohol and servers shall adhere to the state and federal lam regulating the sale and service of alcoholic beverages. No one under the age of 21 shall be permitted to drink on the premises. Servers are not to serve any individuals that appear Inebriated or under the influence of too much alcohol. The undersigned assumes any and all liability in serving alcohol. ® ASSOCIATION RULES: The undersigned agrees to adhere to the Association's rules and regulations concerning the use of the premises and to inform his or her guests of- applicable rules and in good With and seek to enforce that during his or her use of the premises. VILLAGE OF WESTLAY EVENT SPACE—RENTAL AGREEMENT Village of WestClay Owners Association Inc. Trustee's Hall 12884 Broad Street Carmel,IN 46032 RESERVATION INFORMATION I PROCEDURES YOUR RESERVATION WILL BE CONFIRMED UPON RECEIPT OF A COMPLETED RENAL AGREEMENT ENTAL FEE DAMAGE DEPOSIT AND EXECUTED C}LT.F.,RING SERVICE AGREEMENT WITH ONE Of THE ATTACHED EXCLUS�V_N~ CATERING JERVICE PROVIDERS. • RESFtI M TIONS WILL WE SWIM OWNER A3SOCIA M(OA)AND WILL RPIWArN CURRENT FOR ag QM FROM T,HE DATE OF THE MOON OF THE AT CACHED RENTAL AGREEIVIENT,PENDING THE COMPLETION.EXECUTION, AND DELiVENY TQ,THE OA OF A CAj ERiNG SERVICEGA REEMENT WITN 4NE OF THE EXCLUSNE CATERING SERVICE"0 DM. IF A CATEM SERVICE AGREEMENT IS NOT EXECUTED AND DELIVERED TO THE OA WITHIN 30 DlAY$ OF THE ORIGINAL RENTAL AGREEMENT THE OA WILL HAVE THE ABILITY TO CANCEL THE RESERVATION WiTHQMT THE REFUND OF COLLECTED DENTAL FEES. RESERVING: Please visit the VWC Owners Association at Trustee's Hall,12884 Broad Street, Carmel,IN 46032 to pick up reservation forms or call#317-674-1164. Reservation forms can also be printed from the VWC Owners Association webs'de at yM.vwc0yn@r3s9".c" • FEE AND DEPOSIT FOR EVENT. Each reservation requires a rental fees as follows: Monday—Thursday Friday Seturdays/Sundays/HoiidaW Meeting House: 2"d Floor $450 $500 $650- V Floor $600 $700 $800 University Green $250 $360 $400 Ronald Reagan Green $250 $300 $400 Chapel Square $150 $200 $300 *Holidays Include New Year's Eve,New Year's Day,Easter,Memorial Day, Fourth of July,Labor Day,Halloween,Thanksgiving,Christmas Eve,and Christmas Day Payment must be in the form of a check made payable to VWC Owners Association. Also required is a damage deposit in the form of a separate check made payable to VWC Owners Association equal to the rental fee for the space, Return of the damage deposit is based on the condition of the space after the event and compliance with Owners Association rules.Once the room Is assessed following the event,and all is satisfactory, the damage deposit check may be picked up at Trustee's Hall one week after the event. ACCOUNTS PAYABLE VOUCHER CITY OF CARMEL An invoice of bill to be properly itemized must show; kind of service,where performed, dates service rendered, by whom, rates per day, number of hours, rate per hour, number of units, price per unit, etc. Payee Purchase Order No. VWCOA Terms 12884 Broad Street Carmel, In 46032 Invoice Invoice Description Date Number (or note attached invoice(s)or bill(s)) PO# Amount 1/11/16 Ck Request Facility Rental Damage Deposit 39417 $ 200.00 Village of West Clay Owners Association Total $ 200.00 I hereby certify that the attached invoice(s),or bill(s)is(are)true and correct and I have audited same in accordance with I C 5-11-10-1.6 20_ Clerk-Treasurer Voucher No. Warrant No. _________ \&8CC]A Allowed 20____ ' 12B84Broad Street ` � Carmel, In 46032 > ( In Sum o/ ' | ON ACCOUNT OF APPROPRIATION FOR � ' 101 -General Fund ' ` PO#or INVOICE NO. ACCT#/TITLE AMOUNT � --�—� Board Members 39417 Ck Request 4359000 $ 200.00 \ hereby certify that the attached invnioo(s). or biU(a)is(ne)true and correct and that the matoho|o or services itemized thereon for which charge is made were ordered and received except ` January 14 2018 } Signature -----� Payable Coordinator Cost distribution ledger classification if Title claim paid motor vehicle highway fund . ` ` ` . * ! `