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Home My WebLink About253998 01/26/16 ti+a.c�yMF / CITY OF CARMEL, INDIANA VENDOR: 370214 ® � ONE CIVIC SQUARE VWCOA CHECK AMOUNT: $*******200.00* ,`. � CARMEL, INDIANA 46032 12884 BROAD STREET CHECK NUMBER: 253998 9.y`,�roN�° CARMEL IN 46032 CHECK DATE: 01/26/16 DEPARTMENT ACCOUNT PO NUMBER INVOICE NUMBER AMOUNT DESCRIPTION 1125 4359000 39417 012516-1 200.00 FACILITY RENTAL VWCOA Carmel 19 Clay Parks&Recreation CHECK REQUEST Date: January 11,2016 Check payable to: Name: Village of WestClay Owners Association Address: 12884 Broad Street City,State,Zip Carmel IN 46032 Mail check to payee XK Return check to requestor Check Amount:$ 600.00 Date Required: 1/2'6/ ' 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: n PO#(if applicable) 7 j� �/� '2-0(G 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) Room: use: Green Room RENTAL ACrt�EI ItEA1T i The Vlilage of Wexa G 1500181 Rose Room fAsafino kJol Clubroom , 8usinass t 2000 North New Marirst Stravt �-_J Carmol,IN 46032 l Michael W.Klltzing,Chief'Operating Officer use of the VBiage of West Clay Meeting House Clubroom(rasklent's full re$d the name) hereby rcgLtW the and hereb procedures and petioles on the attached shoots a y agree to pbkle by aA of ks policies. rf'teese PW) Resident's Nanta Carmel Clay Parks&Recreation Addrraag 1411 East 116th Street;Carmel,IN 46032 Lot No. Telephone (home) (cell)317A50.1250 (work) 317.573.4018 Date of Event Tuesdays: 1/26/16;2/23/16;and 3/22/16 Hour:g a.m. to 6 P.M. Number of Persons (Must not exceed 35 peon) 3S max.(Design Team leading group&one-on-one meetings) Use Public meetings regarding West Park Master I further agree to be responsible for alt damages to the Meeting House by me or my guesgs) during my event,and I wih be Is event at all tknee. 1zlzS �� e nature Re to tgnature,Michael W.Klltzing,Chief Operating O cer Pleas make checks payable to VNtags of W88Wby Owners Assocladon FOR OFFICE USE ONLY 3 200.00 Dn"a peposk pafd $200.00 Check d S 426.000 Rental Fee paid $125.00 Check# Gave to Accounbw Inkfels Date Deposit returned Picked up by Inbals Date of nota icadon of deposit check not bekV retumed Initials Not" ReWra form to: 1`r'usts�a,'�SH�tI x£t� � � 'f� &ttt>ilyd�$i�et ,C> rl t �16032' ,� �t:lmer.�l>Lrntet,<S.sr,s,uas Reut�yiln`tt fi'+xn:xMet��`Nn:ue C'lut+rcw�n Reamwum+S�treemea�c,; • WANING: All resident-provided food and/or beverages must be removed from the refrigeretor and/or cabinets after the event.Wipe countertops clean.Remove treats and place in the green trash tater bated outside rear entrance of the Meeting House.Further cleaning will be provided by a cleaning service. Furniture should MOST be moved from one clubroom to another. Any fumlture that was moved within 6 clubrborn should be returned to its origmal lecation. • DEPOSIT RETURN: Return of deposit is based on condition of the space: inciudkV trash removal.minor cleaning.and compliance with Meeting House rules.Failure to meet ail requirements will result in toss of$200.00 damage deposit. 3orne examples of demmaga that would require the Owners Association to retain the damage deposit Include. but are not limited to, dernaga 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 fabric. — . CANCELLATION: A two-week calnceNion.notice is requested as a courtesy to other residents.This may change as the%nbp of WestClay population grows and the demaand for clubroom reit*is greater. The OA reserves the right to cancel a reservation up to 24 tours prior to the event If!information becomes available that the lnteridssd use of the room or number of guests don not comply with the rules stated sbovo. fA REMEDIES Paragraph 21(e){lily of the Declaration of Covenants and Restrictions for the Villape of WestClay provides that the OA may suspend the right of any homeowner to use the Village Community Buildings (any and ail Amenity Centers /Parks) In the event of a violation of the rules adopted by the association regulating the use of such facilities. In applying such sanctions. a parent may be deemed persorselty 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 gout(s) during my event.and I will be sent at this event at all tines. Im [fate Renter's Signature Michael W.Klitzinlg,CPRE,Chief Operating Officer Carmel Clay Parks&Recreation Af :Went t into,tt sam t ands Rm-rLaunn Jv ms Moons Hoa.-c.1tthr.4"Romsuor A¢remiev duc M€ETYNQ MOUSE CI-l1RRM R .A'ION 2000 North Nov Market Street Cartel,IN 46032 -> _. PROCEDURES * YOUR RlF8 fi& a ON WILL ikSE CONFIRMED UPO(�,R,A¢�IPI Q,OEA ONPLE-TED RET �N MENT,R NTAL FEE ARID DAMA�. DEPOSIT• • RESERVING: Stop by the VWC Owners Association at Trustee's ball to pick up reservation fortes or call 9317-574-1164. Reservation forms can also be printed from the VWC Owners Association website at►vww%%vcownMsAn COrr. FES AND DEPOSIT FOR ASOCIAL EVENT: Each reservation requires a rental fee of $125.00 in the form of a check made payable to MAIC Owner*Association.Also required is a$200.00 damage deposit in the form ora 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 al 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 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�be present throughout any scheduled event.The resident's scan card ambles entry to the Meeting House and the first floor ciubroorris.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 Hall at#317-574- 1164.Any unreported damage noted during the post-event inspection will be considered damage that occurred during the most recent event. It RULES • DECORATIONS: Please do notglue.-nall or tack enything to the walls or ceilings.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 down to control party noise.Also. rarer all parties must be concluded and all guests cleared from the Meeting House by 1:00am. tit •1+ar+aan Cc:e:e:a E:5�;tn t mds•Rd,en�sxn:f esm,lirttmt fi+�w:t'iukrrvn+KsStnac,�rt:�gttemrst Coy Exclusive Catedwr Service Providers rr 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 Corporate Catering Carole McNaughton 317-876-1200 cmcnaughton@execudine.com wwW.execudine.com 4738 Northwestern Dr. Zionsville,IN 46077 Jacauie's Gourmet Caterine Lisa Bonacorsi 317-283-2776 lbonacorsi@j'acquies.net www.i&Auies.net 9840 N.Michigan Rd. Carmel,IN 46032 MBP Distinctive Catering Anne Petry 317.636-4444 anneperry@mbpeatering.com www.MBPCatering.com 2502 East 52nd Street Indianapolis, IN 46205 Fitz Charles Meghan Kibbe,Event Specialist 317-846.9158 MKibbe@ritzcharles.com — www.ritzcharles.com 12156 N.Meridian Street Carmel, 1N 46032 FBci(r8es: o Meeting Nouse 209 Floor RENTAL AGREEMENT Meeting House a f=loor The village of WeatCiay Owners Association Inc. 0 unhrersky Green 1266 Broad Street t3 Ronald Reagan Careen Carmel,IN 46032 o Chapel Square Michael W.Klitzing,CPRE,Chief Operating Officer(rar es full norm)hereby request the use of the above describe Wage of West Clay facllW.have read the procedures and policies on the attached sheets and hereby agree to abide by all of Its policies. (Reese Porti} Carmel Clay Perks&Recreation Renter's Name Addhm 1411 East 116th Street;Carmel,IN 46032 Telephone fh me) (cell)317.480.1250 (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. UsePublic meetings regarding West Park Master Plan I further agree to be responsible for all damages to the faciWea by me or my guest(s)during my event,and i will be present at this event at an times. ��. La1Tr RenteesAlp0ture bats Mlcha .KIR:ing,CPRE,Chief Operating Officer Please maks checke payable to Village of WestCloy Owners Aasaclation FOR OFFICE USE ONLY — Nmage Deposit paid $600.00 Check# ffenlbTFee paid $ � Check# Gave to Accounting tnilials Date Depost returned Picked up by Initials Date of nolftotion of depwA check not beim returned initials Notes Return form to the Village of WestClay OA Trust"'s Hall 12084®road Street Carmel,IN 46032 LOST OR STOLEN ITEMS: The Association shad not be responsible for any articles,personal or otherwise,which are lost,stolen,or missed by any renter or guest. OAMAGES AND THEFT. Renter will assume full responsibility for damage to the facilities,and the theft of any property on the premises. e 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 WestClay Owners Association Inc.: Signatu Title: Pr' d N me: Date: Renter: Carmel Clay Parks&Recreation Signat _ Title: Chief Operating Officer / Printed �Zjz3)Ul1 ame: Michael W.Klit2ing,CPRE Date: • 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 9317.674-1164.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,nall or tack anything to the wags,ceilings, furniture,and or fixtures es 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 * Wincims are to remain closed at all times. 4 t CLEANING: Catering service providers are responsible for cleaning the facilities after the event. + FURNITURE: Furniture should NOT be moved from one room to another. • DEPOSIT RETURN: Return of deposit is based an 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 ere not limited to, damage to carpet; such as stains, damage to wails, 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 holo 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 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 AssoclstloWs 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 all federal,state,and local laws. The undersigned warrents that all servers of alcohol have the licenses required by law to serve alcohol and servers shall adhere to the state and federal lows 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. e ASSOCIATION RULES:The undersigned agrees to adhere'to the Assoclation's rules and regulations concerning the use of the premlees 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 SERVATION INFORMATION 1 PROCEDURES -- - YOUR RESERVATION WILL BE CONFIRMED UPON RECEIPT OF A COMPLETED EENTAL AGREEMENT RENTAL FEE DAMAGE DEPOSIT ANDEXECUTED 2MRING SERVICE AGREEMENT WITH ONE Of THE ATTACHED EXCLUSIVE CATERING SERVICE PROVIDERS. • .RESERVATIONS WILL BE HELD BY THE OWNERS ABSOCUMN IOAI AND IM REMAIN CURRENT FOR 30 DAYS FROM THE DATE OF THE COMP ON OF THE ATTACHED RENTAL AGREEMENT PENDING THE COMPLE]JON EXEC ON AND DEWERY TO THE OA OF A CAJERING SERVICE AGREEMENT WITH go OF THE EXCLUSIVE CATERING SERVICE PROVIDERS, IF A CATERING SERVICE AGREEMENT IS NOT EXECUTED AND DELIVERED TO THE OA WITHIN 30 DAYS OF THE ORIGINAL RENTAL AGREEMENT THE OA WILL HAVE THE ABILITY TO CANCEL THE RE EM11ON WITHOUT 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#317-374-1764. Reservation fbrms can also be printed from the VWC Owners Association website at www.vwcowr*raasL".com. • FEE AND DEPOSIT FOR EVENT. Each reservation requires a rental fees as follows: Monday-Thursday Friday Saturdays/Sundaysft idayr Meeting House: 2""Floor $450` $500-— -$850 V Floor $600 $700 $800 University Green $250 $300 $400 Ronald Reagan Green $250 $300 $400 Chapel Square $160 $200 $300 'Holidays include New Year's Eve,New Yeses Day,Easter,Memorial Day, Fourth of July,Labor Day, Halloween,Thanksgiving,Christmas Eve,and Christmas Day Payment'must be in the form of a check made payable to VWC Owners Assoch1lon. Also required is a damage deposit in the Form'of a separate check made payable to VWC Owners Association equal to the rental fee for the space. Retum of the damage deposit is based on the condition of the space after the event and compliance with Owners Association rules.Once the room Is assessed foilowing the event,and ell is satisfactory, the damage deposit check may be picked up at Trustee's Hall one week after the event. Voucher No. Warrant No. VWCOA Allowed 20 12884 Broad Street Carmel, In 46032 In Sum of$ $ 600.00 ON ACCOUNT OF APPROPRIATION FOR 101 -General Fund PO#or INVOICE NO. ACCT#/TITLE AMOUNT Board Members Dept# 39417 Ck Request 4359000 $ 600.00 1 hereby certify that the attached invoice(s), or bill(s) is(are)true and correct and that the materials or services itemized thereon for which charge is made were ordered and received except I January 14, 2016 Signature $ 600.00 Accounts Payable Coordinator Cost distribution ledger classification if Title claim paid motor vehicle highway fund I 1