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HomeMy WebLinkAbout319289 12/05/17 CITY OF CARMEL, INDIANA VENDOR: 370526 ONE CIVIC SQUARE VILLAGE OF WEST CLAY OWNERS ASSWCK AMOUNT: $*******550.00* CARMEL, INDIANA 46032 12884 BROAD STREET CHECK NUMBER: 319289 CARMEL IN 46032 CHECK DATE: 12/05/17 M,I tON 00 DEPARTMENT ACCOUNT PO NUMBER _ INVOICE NUMBER AMOUNT DESCRIPTION 1203 4359000 90012 550.00 SPECIAL PROJECTS VOUCHER NO. WARRANT NO. Prescribed by State Board of Accounts City Form No.201(Rev.1995) Vendor# 370526 ALLOWED 20 ACCOUNTS PAYABLE VOUCHER VILLAGE OF WEST CLAY OWNERS ASSOC IN SUM OF$ CITY OF CARMEL 12884 BROAD STREET An invoice or 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. CARMEL, IN 46032 Payee $550.00 ON ACCOUNT OF APPROPRIATION FOR Purchase Order# Community Relations Terms Date Due PO# ACCT# DATE INVOICE# DESCRIPTION DEPT# INVOICE# Fund# AMOUNT Board Members DEPT# FUND# (or note attached invoice(s)or bill(s)) AMOUNT 90012 43-590.00 $550.00 1 hereby certify that the attached invoice(s),or 12/14/17 90012 $550.00 1203 101 1203 101 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 Tuesday, December 05,2017 Heck, Nancy Director I 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 Cost distribution ledger classification if claim paid motor vehicle highway fund. Clerk-Treasurer The Village of WestClay OA Invoice 12884 Broad Street Carmel, IN 46032 Due Date Date . Invoice# 12/14/2017 12/14/2017 90012 Bill To CITY OF CARMEL Current Invoice Due $550.00 Total Balance Due $ 50.Op mm®_meom®-®om®e®mm®®m® -oo m®o®eo®-®®©e®o®e®mmmmmo®aom-mom The Village of WestClay OA PLEASE DETACH AND RF,TLIfuN TOP PORTION WITH YOUR PAYNIT,Ni'. 12884 Broad Street Carmel, IN 46032 Description #of Months Rate Amount Rental Fees-Meeting House 550.00 550.00 Total $550.00 Phone# 317/574-1164 E-mail ashleyb@vwcoa.com Payments/Credits $0.00 Fax# 317/574-1133 Web Site www.vwcownersassn.com Customer Total Balance $550.00 t s VILLAGE OF WESTLAY EVENT SPACE—RENTAL,AGREEMENT Village of WestClay Owners Association Inc. Trustee's Hall 12884 Broad Street Carmel, IN 46032 i RESERVATION INFORMATION I PROCEDURES o YOUR RESERVATION WILL BE CONFIRMED.UPON RECEIPT OF A COMPLETED RENTAL AGREEMENT,RENTAL FEE,DAMAGE DEPOSIT AND EXECUTED CATERING SERVICE AGREEMENT WITH ONE OF THE ATTACHED EXCLUSIVE CATERING SERVICE PROVIDERS. RESERVATIONS WILL BE HELD BY THE OWNERS ASSOCIATION(OA)AND WILL REMAIN CURRENT FOR 30 DAYS FROM THE DATE OF THE COMPLETION OF THE ATTACHED RENTAL AGREEMENT,PENDING THE COMPLETION EXECUTION AND DELIVERY.TO THE OA OF A CATERING SERVICE AGREEMENT WITH ONE ` OF THE EXCLUSIVE CATERING SERVICE PROVIDERS. IF A CATERING SERVICE i AGREEMENT IS NOT EXECUTED AND DELIVERED T6T1HE OA WITHIN 30 DAYS i OF THE ORIGINAL RENTAL AGREEMENT THE OA WILL HAVE THE ABILITY TO CANCEL THE RESERVATION WITHOUT THE REFUND OF COLLECTED RENTAL i FEES. B 6 RESERVING: Please visit the VWC Owners Association at Trustee's Hall, 12884 Broad Street, t 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.vwcownersassn.com. FEE FOR EVENTS: Each reservation requires rental fees as follows: (Damage deposit of equal amount to rental fee is due at the same time) Monday—Thursday Friday Saturdays/Sundays/Holidays* ! Meeting House: s Hoagy Carmichael Room 20 Floor $550 $600 $750 Gene Stratton Porter Room 3'd Floor $700 $800 $900 University Green $250 $300 $400 Ronald Reagan Green $250 $300 $400 j i *Holidays include New Year's Eve, New Year's Day, Easter, Memorial Day, Fourth of July,Labor Day, Halloween,Thanksgiving, Christmas Eve,and 1 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. i I ' 1 i I {' i B o PRE-EVENT INSPECTION: Renter should inspect and report any damage to the facility t i and furnishings prior to the event by calling Trustee's Hall at#317-574-1164.Any j unreported damage noted during the post-event inspection will be considered damage that occurred during the most recent event. I II RULES i o DECORATIONS: Please do not glue, nail or tack anything to the walls,ceilings, furniture,and or fixtures of the facility. I a 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 o Windows are to remain closed at all times. k o CLEANING: Catering service providers are responsible for cleaning the facilities after the event. o FURNITURE: Furniture should NOT be moved from one room to another. 4 DEPOSIT RETURN: Return of deposit is based on condition of the space and t 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 t carpet, such as stains, damage to walls, such as chipped paint or torn wallpaper or damage to furniture,such as stains or tears in the fabric. o 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. ; i o INDEMNIFICATION: The undersigned will indemnify, defend, and hold harmless the Association, its officers, directors, agents and members from and against any and all t 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. o ALCOHOL: The undersigned may serve alcohol in the facilities when done in i 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 laws 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 i i' applicable rules and in good faith and seek to enforce them during his or her use of the premises. o LOST OR STOLEN ITEMS: The Association shall not be responsible for any - articles, personal or otherwise,which are lost,stolen, or missed by any renter or guest. s o DAMAGES AND THEFT: Renter will assume full responsibility for damage to the facilities, and the theft of any property on the premises. ! L a 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. o All parties must be concluded and all guests cleared from the facilities by 1:00am. s IN WITNESS WHEREOF, the parties hereto have hereby executed this Agreement as of the date first written below. Village of WestClay Owners Association Inc.: k Sienature: r 1' i Titl - - I Printed Name: Date: C f Renter:_ CI+Lj O'- CO vvfw-' t Signature: i AjotT itle: 01A Cv�'^"Z�. ���-� ��e"�'✓ i Printed Name: Date: 1 -l ►- 17. I j i R i I i 4 i i f i I Facilities: )(Meeting House 2^d Floor RENTAL AGREEMENT ❑Meeting House 31d Floor The Village of WestClay Owners Association Inc. ❑University Green 12884 Broad Street ❑Ronald Reagan Green Carmel, IN 46032 t I �(1 L'1 �'L (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. 0 r, (Please Print) 4 Renter's Name L Address (Dn Q I t ck `'lu o o) r Telephone(home) (work) i s Date of Event t{a (U{�(� Hours to i Use C 6)(-Ao '. 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 event at all times. 11 _ 2 •- 1-7 Renter's Sigh Date Please make checks payable to Village of WestClay Owners Association --------------------------------------------------------------- -------------------------------- FOR OFFICE USE ONLY ; Damage Deposit paid Check# i Rental Fee paid Check# Gave to Accounting Initials Date Deposit returned Picked up by Initials ! c i t Date of notification of deposit check not being returned Initials Notes Return form to: the Village of WestClay OA Trustee's Hall 12884 Broad Street Carmel, IN 46032