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Home My WebLink About253999 01/26/16 a uyS�Ab Ja® CITY OF CARMEL, INDIANA VENDOR: 370214 ONE CIVIC SQUARE VWCOA CHECK AMOUNT: S•"•""•"600.00' CARMEL, INDIANA 46032 12864 BROAD STREET CHECK NUMBER: 253999 CARMEL IN 46032 CHECK DATE: 01/26/16 trod�O DEPARTMENT ACCOUNT PO NUMBER INVOICE NUMBER AMOUNT DESCRIPTION 1125 4359000 39417 012516-2 600.00 FACILITY RENTAL VWCOA Carmel 0 Clay Parks&Reereation CHECK REQUEST Date: January 11,2016 Check payable to: Name: Village of WestClay Owners Association Address: 12884 Broad Street City,State,Zip Carmel, IN 46032 Mail check to payee XX Return check to requestor Check Amount:$ 600.00 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: / /nn PO#(if applicable) q/� {� La 2u Budget account-GL# 101-1125-4359000 Budget Line Description Gen Fund, Parks,Special Protects --- Requested by(print): Requested by(signature/date): Approved by(print): AudreV Kostrzewa Approved by(signature/date) Form recreated 3/10/15(Business Services) Facilities: RENTAL AGRAEUENT o Meeting House Vo Floor XIO Masting House a Floor The Village of WestClay Owners Assoclation Enc. o University Green 128M Broad Street V Ronald Reagan Green Carvnel,IN 46032 D Chapel Sera t Michael W.KIltzing,CPRE,Chief Operating Offirer(renters 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 policias. (, Jesse Prt 0 Carmel Clay Parks.&Recreation Renter's Mame Address 1411 East 116th Street;Carmel,IN 46032 Telephone[home) (cell)317AS0.1250 (mak) 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 I will be present at this avant at all Comes. R is i ne hate Mlcha KlRzfng,CPRE,Chief Operating Officer Please make checks payable to Village of WestCtay Owners Association FOR OFFICE USE ORILY ' l�epa8 41 0 0.00 Check — - - Rental Fee paid $600.00 Check* Gave to Accounting Initials Date Deposit returned Picked up by Initials Dats of notification of deposit check not being returned Initials Notes Return form to: the Village of WestClaty OA Trustee's Hatt 12664 Broad Street Carmel,IN 46032 6 LOST OR STOLEN ITEMS: The Association shall not be responsible for any articles,personal orotherwise,which are lost,stolen,or missed by any renter or guest. DAMAGES AND THEFT: Renter will assume full responsibility for damage to the facilities,and the theft of any property on the premises. NOISF- 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 parries 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 WestClay Owners Association Inc.: Signatu ' ' ' '� Title: 1 �4 Z4P d N me: `t ;� ,/ 1,14 _ Date: Renter: Carmel Clay Parks&Recreation Signatu �v Title: Chief Operating Officer t Printed ame: Michael W.Kiitzing,CPRE Date: +Z(L3 f U'1-V' • PRE-EVENT INSPECTION:Renter should inspect and report any damage to the facility and furnishings prior to the event by catling Trustee's Flail at#317.5741164.Any unreported damage noted during the post-event inspection will be considered damage that occurred during the most recent event. Il RULES • DECORATIONS: Please do not glue,nail or tack anything to the walls,ceilings, furniture,and or(Mures 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 wlndme are to remain closed at all times. f t • CLEANING: Catering service providers are responsible for cleaning the facilities after the event. • FURNITURE: Fumiture 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 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 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 If 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, kisses and liabilities, Including attorney flees and costs arising out of or caused by the undersigned andfor 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 AssockttoWs premises or equipment, or by any act or omission by the Association at its directors as associated With the rental and use of the facility. ALCOHOL: The undersigned may serve alcohol in the facilities when dame in accordance with all federal,state,and local laws. The undersigned warrards that all servers of alcohol have thelicenses required by law to serve'akohol 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 Ilabilky 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 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 RENTAL AGREEMENT RENTAL FEE DAMAGE DEPOSIT AND EXECUTED CAIRRING SERVICE AGREEMENT WITH ONE OF THE ATTACHED EXC,USIVE CATERING SERVICE PROVIDERS. • RESERVATIONS WILL BE HSLD BY THE OWNERS AS30CIATION IOAI AND WILL RMAIN CURRENT FOR 30 DAYS FROM THE DATE OF THE COMPLETION OF THE A_'TACHED RENTAL AGREEWENT PENDING THE COMPLE O' , N EXEC ON AND DELWM IQ THE OA OF A CAJERING SERVICE AGREEMENT WITH ONg OF THE EXCLUSIVE CATERING SERVICE PR ADERS. IF A CATERING SERVICE AGREEMENT IS NOT EXECUTED AND DELIVERED TO THE OA WITHIN 30 DAYS OF THE ORIGINAL RENTAL AGREEMENT THE OA VWLL HAVE THE ABILITY TO CANCEL THE RESERVf4110N WITHOUT THE REFUND OF COLLECTED RENTAL FEES. RESERVING: Please visit the VIMC Owners Association at Trustee's Hall,12884 Broad Street, Carmel,IN 46032 to pick up reservation forms or call#317-574-1164. Reservation forms can also be printed from the VWC Owners Association website at www.vwcowrrersass".MM. • FEE AND DEPOSIT FOR EVENT: Each reservation requires a rental fees as follows: Monday—Thursday Friday Saturdays/Sunday&(Holidays" . Meeting House: — _- -011-Floor— -—$450 $500 $650 Td Floor $600 $.700 $800 University Green $250 $300 $400 Ronald Reagan Green $250 $300 $400 Chapel Square $150 $200 $300 *Holklays include New Year's Eve, New Year's Day,gaster,Memorial Day, Fourth of July,Labor Day, Halloween,Thanksgiving,Christmas Eve,and Christmas Day Payment must be in the form of a check made payable to VWC Owners Association. Also required is a damage deposit in the form of a separate check made payable to VWC Owners Association equal to the rental fee for the space. Return of the damage deposit is based on the condition of the space after the event and compliance with Owners Association rules.Once the room Is assessed following the event,and ell is satisfactory, the damage deposit check may be picked up at Trvstee's W one week after the event. Green Room KhMAt-AS iI N Use; Ttr��°V"lflt�s�lWasf� >a asocial Rose Roam =`" ,,Bine s I'MC,.w 2000#forth New Ilii %9Mt$tre�et Carmel,IN 46032 I Michael W.Klltzing,Chief Operating Officer (resident's full name)hereby request the use of the Village of Vilest Clay Meed House Clubroom have read the pnscedures and pogoles on the attak W sh"ts and hereby eqree to abide by all of ifs policies. M10099 PAW) ResidwWa Name Carmel day Parks&Recreation Addsm 1411 East 116th Street;Carmel,IN 46032 Lot No. Telephone (home) (cel!)317AS0.1250 (work) 317.573.4418 Date of Event Tuesdays: 1/26/16;2/23/16;and 3/22/16 Hours g a.m. to 6 p.m. Number of Persons (Must not emceed 35 people) 35 max.(Design Team leading group&one-on-one meetings) Use Public meetings regarding West Park Master I further agave to be responsible for all damages to the Meeting Nouse by me or my guest(s) during my evert,and I will be e+nFi iiIs event at all fimee. s nature Re to rgnature,Michael W.Klltzing,Chief Operating O cerr Plows*make checks payable to VfNage of WesWky Owners Association FOR OFFICE USE ONLY S 200.00 Damage Deposit paid $200.00 Check d $926.00 Rental Fee paid $125.00 Check N Gave to AcoounWV lnitiQls Date Rapoe t returned Picked up by Initial Date of notification of deposit check not,being returned Initials Not" Return form to: a.11 of a C1 ro !!rlet, K14W2 �r:kesant>i cniei,C S:sn l' a�R2—>cr+xl3nn'fi+xfntixlttt�!t :ur Cluk+tuzn Rcrna�um r,�tt�ement dtr: + CLEANING, All resident-provided food end/or beverages must be removed from the refrigerator and/or cabinets after the event.Wipe countertops dean.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. Fumlturs should NOT be moved from one clubroom to another. Any furniture that was moved within a clubroom should be returned to is original location. • DEPOSIT f AIURN: Return of deposit is based on condition of the space. inoWding treat+removal.minor cleaning.and compliance with Meeting House rules.Failure to meet all requirements will result in Ices of$200.00 damage deposit. Some mtemples of damage that would require the Owners Association to retain the damage deposit Include. but are nal limited to. damage to carpet. such as stains. damage to walla, such as chipped paint or tom wallpaper or damage to furniture, such as stains or tears in the fabs. CANCELLATION: A two-week caneeAation.notice is requested as a courtesy to other residents.This may change as the VtNage of WestClay;population gnaws and the demand for clubroom lethals is greater. The OA reserves the right to cancel a reservation up to 24 tours prior to fire avant ff Information becomes available that the intended use of tate room or number of guests does not comply with the rules stated above. fit REMEDIES Paragraph 24(e)(di)of the Dedatation of Covenants and Restrictions for the Village of WasiCtay provides that the OA may suspend the right of any homeowner to use the Village Community Buildings (any and all Amenity Centers /Parts) in the event of a violation of the roles adopted by the association regulating the use of such Wlitles. In applying such sanctions. a parent may be deemed personally responsible for the impermissible conduct of a child. I further some to be responsible for all damages to the Meeting House by me or my guest(s) during my event,and I will be sent at this event of all times. Red1dr Signature - -- - - Date — - — Rentees Signature Michael W.Klitzing,CPRE,Chief Operating Officer Carmel Clay Parks&Recreation Al 51 :lmrnrh IMIng Hilwc fithm"Ram'soar ApjftV,1 i dot MEETING HOUSE CLilBR0014�WSERVdTiON INFORMATION 2000 North New Market Street Carmel,IN 40032 t PROCEDURES XQJM RESfo=N WILL 8E CONMMED-MN RECEIPT 2E A COMIIsLETED RENTAL AffiglEMENT,RE FEE AND MANMI l EP0611 • RESERVING: Stop by the VWC Owners Association at Trustee's Hall to pick up reservation forms or call#317-574-1184. Reservation forms can also be printed from the VWC Owners Association website at kvww vvycot neMssn,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 - rega*d 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 sctivity.a$100.00 use fee will be charged in addition to the above stated rental fee and damage deposit. • USERS: Only Village of WestClay property owners may reserve a clubroom.The property owner is responsible for the actions of any quest(s)and,ilk be present throughout any scheduled event The r+eefderifs scan card enables entry to the Meeting House and the first-foot clubrooms.The Owners Association staff will set computers to automatically unlock the front doors 30 minutes before the event,end doors will lock after the event • PRE-EVENT INSPECTION:Resident should Inspect and report any damage to the facllity and furnishings prior to the resident's event by calling Trustee's Nall at#317-574- 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.nail or tack anything to the wells or ceilings;No. confetti,sparkles.birdseed.or rice Is agowed. • 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 blouse, PLEASE LIMIT PARTY NOISE TO REASONABLE LEVELS, Keep amplified music down to control party noise.Also. i*mjM§gr all parties must be concluded and all guests cleared from the Meeting House by 1:00am. �t Amor m Cox-,A.Sean t Ud"-R&er%Atkv:f arm,1iretmg tinea:coutretsm Kebenatim.ag>tiemrtt an Excluive Catering Service Providers All catering and event services must be contracted directly with one of the follolving exclusive catering service 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 wu:w.execudine.com 4738 Northwestern Dr. Zionsville, IN 46077 Jacauie's Gourmet Catering Lisa Bonacorsi 317-283-2776 lbonacorsi@jacquies.net www.iggQuies.net 9840 N.Michigan Rd. Carmel,IN 46032 MBP Distinctive Catering Anne Peary 317.636-4444 anneperry@mbpeatering.com www.MBPCaterins.com 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 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 $ 600.00 Village of West Clay Owners Association Total t$ 600.00 1 hereby certify that the attached invoice(s),or bill(s)is(are)true and correct and I have audited same in accordance with IC 5-11-10-1.6 120 Clerk-Treasurer VmucheeNo. Warrant No. __________ ^ VVVCOA Allowed 20____ 12D84Broad Street Carmel, In 48032 ` In Sum of � CJ0ACCOUNT OFAPPROPRIATION FOR ' ' 101 -General Fund ' PO#or INVOICE NO. ACCT#/TITLE AMOUNT - Board Members ~~r^ � 39417 Ck Request 4359000 $ 600.00 . ' | hereby certify that the attached invoice(s). or bi||(s)is(are)true and correct and that the \ materials orservices itemized thereon for ' which charge ismade were ordered and ' received except ^ ` ' Jon 1 1 � -- ` � . � \ Signature '~~~~^~ ' ayable Coordinator Cost distribution ledger classification if ! Title claim paid motor vehicle highway fund } � ` ` `