SADDLE CREEK HOMEOWNERS ASSOCIATION, INC (SCHOA) FACILITIES RESERVATION AGREEMENT
WELCOME
The Saddle Creek Homeowners Association (SCHOA) is pleased to offer its members the opportunity to reserve the Westside Clubhouse or the Eastside Pavilion (“Facilities”) for your events. Our well-equipped facilities are perfect for small or large gatherings, and we are excited to make them available to full or seasonal members in good standing with the Saddle Creek HOA.
Westside Clubhouse
The Westside Clubhouse comes with a full-size refrigerator, sink, microwave, dishwasher, and two food warmers that are perfect for catered events. The main room is equipped with televisions and built-in Bluetooth speaker technology. This facility can be reserved from 8 am to 11 pm.
Eastside Pavilion
The Eastside Pavilion includes a full-size refrigerator, sink, and built-in Bluetooth speakers. Though it may be reserved for events, all other public amenities, such as bathrooms and the pool, remain accessible to all SCHOA members. Reserving the pavilion only grants exclusive access to the Eastside Pavilion, not the remaining shared facilities. This facility can be reserved from 8 am to 11 pm.
This reservation agreement pertains to the “Facilities” (the Westside Clubhouse and the Eastside Pavilion). For consistency, we will refer to them as Facilities in the rest of this agreement. Please review the information below for details on making a reservation, eligibility requirements, and important policies and procedures. All reservations provide explicit exclusivity and access to the member associated with the reservation.
POLICIES AND PROCEDURES
FREE RESERVATIONS - 4 Hours Maximum (minimum two-day and maximum 30-day notice required)
To ensure fair and efficient use of the facilities, we have established a reservation policy that allows members in good standing to book the space - without charge - for up to four hours at a time. These reservations will be approved for members in good standing if there is a one-hour gap between new and current bookings. The board requires a minimum of 48 hours and no more than 30 days of notice to approve these requests. Multiple reservations of this type on the same day, may be canceled, and access to the Facilities may be denied.
PAID RESERVATIONS - Over 4 Hours (minimum two-week notice required)
Paid reservations grant the member exclusive access to the facilities for the whole day, subject to the reservation hours approved by the board.
To request a reservation, you must fill out the reservation form (on www.saddle-creek.net) at least two weeks before your event. Requests for paid reservations less than two weeks away cannot be considered by the Board. Once you have submitted a request, you will receive an email showing that your reservation is pending. The board must confirm you are a member in good standing before the application is considered. Once confirmed as a member in good standing, you will be invited to pay $340 to reserve the Facilities. Your payment must be confirmed by the Treasurer within seven days of your event. The board may cancel any reservations, for which payments are not received within seven days of the Use Period.
A cancellation fee of $50 will be applied to paid reservations that are canceled within three days of start of the Use Period. The fee is in place to encourage commitment to the reservation and minimize cancellations that would otherwise prevent other members from utilizing the facility.
For paid reservations, once your membership is confirmed to be in good standing, you will receive an electronic notification from the SCHOA Treasurer to make a total payment of $340. For paid reservations, the total payment is broken out as follows:
- Security Deposit: $200 per Reservation (Refundable)
- Cleaning Fee: $120 per Reservation (Non-Refundable)
- Processing Fee: $20 per Reservation (Non-Refundable)
EXPEDITED PROCESSING FOR CREDIT CARD PAYMENTS
To help facilitate a faster reservation process, we encourage you to consider making your payment via credit card. Paying with a credit card can significantly expedite the processing time, ensuring your reservation is confirmed more quickly. This can be especially helpful for popular dates or when there are multiple requests for the same time slot.
To pay with a credit card, simply follow the instructions provided in the electronic notification from the SCHOA Treasurer. By choosing this method, you'll not only enjoy a more efficient booking process but also help reduce the administrative workload for our volunteer board members.
If you wish to write a check, you can mail it to Saddle Creek Homeowners Association, Inc., 495 Saddle Creek Circle, Roswell, GA 30076. You can also drop the check off in our mailbox located at the above address. It is on Saddle Creek Circle, beside the tennis courts. There will be a $50 charge for any “not sufficient funds” (NSF) checks.
FREE RESERVATIONS FOR SCHOA BOARD APPROVED EVENTS
The SCHOA board reserves the right to waive fees for events sanctioned by the board, its committees, and affiliated organizations.
FREE RESERVATIONS FOR SCHOA TENNIS TEAMS
To prevent the abuse of this policy and to prioritize paid reservations, only tennis team captains or team members who are full or seasonal members of SCHOA are allowed to make reservations within 13 days of an event. This measure is taken to ensure their bookings are less likely to interfere with members making paid reservations. For these events, the person making the reservation is responsible for returning the facility back in its original condition, including returning any moved furnishings to their original location. If these tasks are not completed, the board may charge a cleaning fee to the person making the reservation and may revoke the waived-fee status for any SCHOA-approved Tennis Teams. The status of all waived fee reservations will be reviewed annually by the current board.
Important Notes
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Please note that for you to gain access to the facility, your payment must be confirmed by the Treasurer within seven days of your event. The board may cancel any reservations, for which payments are not received within seven days of the event.
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A cancellation fee of $50 will be applied to paid reservations that are canceled within three days before the start of the Use Period. The fee is in place to encourage commitment to the reservation and minimize cancellations that would otherwise prevent other members from utilizing the facility.
WHO IS ELIGIBLE TO RESERVE THE FACILITIES
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The Facilities are for the private usage of SCHOA members. Any member who is more than thirty (30) days delinquent in any payment due to the SCHOA, or has their right to use the Common Property suspended by SCHOA for violation, shall not be authorized to use the Facilities. The SCHOA Board does not permit members to use the Facilities for commercial purposes or events where commercial profit is a motive. If there is a question about the appropriate use of the Facilities, please discuss it with the SCHOA Board of Directors.
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The SCHOA Board of Directors reserves the right to refuse to reservation of the Facilities for any purpose it deems to be detrimental to or not in the best interests of its members. It further reserves the right to refuse to allow reservation of the Facilities on any dates and at any time it deems inappropriate or inconvenient.
THE RESERVATION AGREEMENT
In consideration of the Saddle Creek Homeowners Association, Inc. (the “Association”) allowing me the exclusive use of the Facilities, and for all other good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the undersigned hereby certifies, acknowledges and agrees as follows:
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USE PERIOD: I am entitled to use the Facilities for Use Period specified in this document. The terms and conditions of use are set out below and shall include by this reference compliance with any bylaws, covenants, governing documents, and regulations the SCHOA Board of Directors may adopt.
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SECURITY DEPOSIT: If this is a paid reservation (as described above), I agree to pay a security deposit (“Deposit”) in the amount of $200 for the use of the Facilities during the Use Period. No event will be allowed to occur unless the Association has received the Deposit within seven days of the use period. The Deposit, or any portion thereof that is refundable will be refunded within 30 days from the date on which the event was held. I agree that the Deposit may be used to pay for any extra cleaning after my event or repairs of any damage to the Facilities or other property of the Association resulting from any of my actions or those of my guests, invitees, or any persons present at the Facilities during the Use Period. I understand that any charges against the Deposit will be explained. If the cost of such cleaning or repairs exceeds the amount of the Deposit, I agree to pay the Association the full cost of all such cleaning or repairs within seven (7) days of receipt of a written explanation of the charges. In the event I do not timely pay, the costs may be assessed against me and may be collected by the Association pursuant to the Amended and Restated Bylaws of Saddle Creek Homeowners Association, Inc., Declaration of Protective Covenants and Permanent Membership for Saddle Creek, and rules and regulations adopted by the Board of Directors of the Association (collectively, the “Governing Documents”).
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CLEANING FEE: If this is a paid reservation (as described above), I agree to pay a non-refundable cleaning fee of $120 (“Cleaning Fee”) for the cleaning of the Facilities after the Use Period. No event will be allowed to occur unless the Association has received the Cleaning Fee within seven days of the use period.
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FORM OF PAYMENT: I shall pay all the required fees to Saddle Creek Homeowners Association (SCHOA), either by check, credit, or debit card.
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USE OF FACILITIES
- I confirm that I am a Member of Saddle Creek Homeowners Association (SCHOA) in good standing and that the use of the Facilities is for my direct benefit or that of a member of my immediate family. I may not sponsor an event for a nonmember of the above Associations or reserve the Facilities on a nonmember’s behalf.
- I agree that capacity during the Use Period may not exceed the posted maximum occupancy of the facility as shown on the Certificate of Occupancy, which is posted in the Facilities.
- I hereby acknowledge that I have received, read, and understand the Governing Documents regarding the use of the Facilities. I understand that any use of the Facilities during the Use Period must follow and is subject to the Governing Documents. I hereby assume all responsibility for the actions and behavior of all persons present at, attending, or in any other way related to my function and agree to be personally responsible for causing all such persons to comply with the Association’s Governing Documents. I acknowledge that violation thereof by any person present at, attending, or in any other way related to my function may in the sole discretion of the Association’s Board of Directors, result in the immediate termination of my event and forfeiture of my Deposit.
- PARKING: Unless otherwise advised, event parking is the clubhouse parking lot. No other areas (common area grass) can be used for parking unless otherwise authorized by the SCHOA Board of Directors.
- I understand that I have been granted the use of only the Facilities and no other community amenities or common property.
- I agree to return the Facilities to the Association clean and in the same condition as they were delivered to me. I will empty all trash cans and bags, remove all garbage from the Facilities, and deposit trash in the receptacles. All articles brought to the facility for use by me or persons using the facility during my occupation shall be removed promptly at the termination of my occupation of the Facilities unless otherwise authorized.
- I understand that if I find the Facilities unclean or damaged in any way before the Use Period, I must notify the Association immediately and describe the condition. Any unreported conditions will be deemed to have occurred during the Use Period. I hereby assume all responsibility, risk, liabilities, and hazards incidental to the activities relating to the use of the Facilities during the Use Period.
- SMOKING: I understand that smoking or vaping is not permitted in the Facilities or adjacent concrete areas.
- UTILITY USE AND RESPONSIBILITY:
- I understand that my use of the facilities may require the use of various utilities, including but not limited to water and electricity, especially in the case of certain events.
- I accept that I may be held responsible for any costs associated with such utility use, depending on the nature and extent of my event.
- I acknowledge that the Association reserves the right to determine my responsibility for utility usage on a case-by-case basis.
- I agree to pay any such determined costs promptly upon request.
- I also commit to taking reasonable steps to conserve utilities during my use of the facilities.
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COVID RELEASE:
- I understand and acknowledge that by using the Facilities I assume the risk of contracting the novel coronavirus (“COVID-19”) and that there is no liability for an injury or death of any individual entering such premises if such injury or death results from the inherent risks of contracting COVID-19. I understand the hazards of COVID-19 and am familiar with current Center for Disease Control and Prevention (“CDC”) guidelines.
- By using the premises during the Use Period, I hereby assume all responsibility for the health and wellness of all persons present at, attending, or in any other way related to my function. I acknowledge and fully assume the risk of injury, illness, or death related to COVID-19 to myself and all persons present at, attending, or in any other way related to my function. I hereby waive, release, and forever discharge the Association and its officers, directors, managers, agents and employees, and their respective heirs, successors, and assigns from and against all claims, actions, causes of actions, costs, and expenses, including without limitation, reasonable attorney’s fees related to COVID-19, which arise out of or as a result of my use of the premises.
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CANCELLATION:
- I may cancel this Agreement no later than 3 days before the start of the Use Period. My Deposit and Cleaning Fee are refundable only if cancellation is made at least 3 days before the start of the Use Period. A cancellation fee of $50 will be applied to any cancellations made within the 3 days before the start of the Use Period. This fee encourages commitment to the reservation and minimizes cancellations that would otherwise prevent other members from utilizing the facility. All cancellations and requests for refunds must be submitted in writing. Cancellations can be emailed to info@saddle-creek.net.
- The SCHOA Board of Directors may, in its sole discretion, cancel or postpone this reservation for any or all of the following reasons:
- The facility is required for SCHOA purposes.
- The reservation was secured by misrepresentation.
- The reservation was transferred without the approval of the SCHOA Board of Directors.
- The facility is not being used for the purpose set out in the application.
- There has been a breach of the Governing Documents or regulations posted in the facility or set out herein.
- The facility requires technical or emergency repairs, which cannot be performed at any other time.
- Weather conditions force the closure of facilities.
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GOVERNMENT REGULATIONS: I shall comply with all requirements of any legally constituted public authority concerning or affecting the Facilities, including but not limited to any Fulton County fire ordinances.
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RELEASE: I fully release and forever discharge the Saddle Creek Homeowners Association, Inc. (SCHOA) and its officers, directors, employees, and agents from all claims, liabilities, actions, damages, costs, and expenses (including, without limitation, court costs and reasonable attorney's fees) arising from the use of the Facilities during the Use Period, including claims for personal injury, death, or property damage. I agree that SCHOA and its agents are not responsible or liable to me or any persons attending or participating in the planned activity. I acknowledge that I inspected the Facilities prior to the Use Period and that they are in a safe condition.
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INDEMNIFICATION: I, on behalf of myself and all guests using the Facilities during the Use Period, agree to indemnify and hold harmless the Association, its officers, directors, employees, and agents from and against all charges, claims, demands, actions, damages, liabilities, costs, and expenses (including, without limitation, court costs and reasonable attorney’s fees) arising out of or in connection with the use of the Facilities during the Use Period, excluding claims that have already been addressed in the release paragraph above. This indemnification covers any related events or incidents not specifically mentioned in the release paragraph.
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INQUIRIES: Any inquiries regarding my use of the Facilities and all reports of damage or unclean conditions existing in the Facilities before my use should be directed to the SCHOA Board of Directors (info@saddle-creek.net) or parties pre-approved by the Board, such as a property manager or committee lead.
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ENTIRE AGREEMENT: This Agreement contains the entire agreement of the parties hereto. Statements, exhibits, terms, or provisions not included in this agreement, including verbal discussions, shall not be a part of the Agreement and shall have no force or effect.
EXHIBIT A: PRE-EVENT CHECKLIST
If there is any damage or issues with the Facilities, please notate and take pictures for reference.
EXHIBIT B: POST-EVENT CHECKLIST
Before leaving the Facilities after a reservation, the member signing this agreement must have complied with, at a minimum, all of the items listed below:
_____ No smoking or vaping in the Facilities or adjacent concrete area
_____ No thumbtacks or scotch tape are to be used in the Facilities to hang decorations
_____ Plastic/vinyl tablecloths are required to cover all tables
_____ Dispose of trash – place in trash receptacles in the parking lot
_____ Any trash that will not fit in the outside containers must be removed from the premises.
_____ Close and lock windows
_____ Place all furniture in original locations
_____ Lock all outside doors.
_____ Reset the thermostats to 80F for air conditioning and 60F for heating.
_____ Turn off all lights and fans
Furniture may be moved, slightly, to accommodate the event, but must be placed in its original position before leaving the premises. Furniture may include rugs, window treatments, and other items specified by the board.
EXHIBIT C: TECHNOLOGY / REFERENCE GUIDE
EXHIBIT D: AFTER-HOURS / WEEKEND CONTACTS
If you have any issues with your reservation, please send an email to info@saddle-creek.net. We will do our best to help you. If there is a property-threatening or life-threatening emergency, please dial 911.
EXHIBIT E: SCHOA DOCUMENTS