The Community Center may be reserved for the use of Association residents, their guests and invites, for the Board of Directors, Association Committees, for Association sponsored programs and activities, and for other groups which are "sanctioned" by the Board of Directors, whether on a standing or ad hoc basis, to participate in the governance or business affairs of the Association, to provide social, recreational and cultural opportunities for the residents of the Community or to otherwise promote the welfare or the Association members.
A "sanctioned" group shall be any group, which has been formally recognized by the Board of Directors through a duly adopted Board resolution or by formal recognition documented in meeting minutes of the Board. For so long as the Declarant retains membership in the Association, the Declarant shall also have the right to reserve use of the Community Center.
To be eligible for such privilege a resident reserving the facility must be current in the payment of assessment and must have no other outstanding violations of Association rules and regulation, including Design Guidelines. A resident who reserves the Center for private use must be in attendance at all times during the private use of the Center. A resident may not reserve use of the Center on behalf of a non-resident.
Reservations will be made on a first-come, first-serve basis only. Priority shall be given to Association and Association sponsored or sanctioned activities. The Board of Directors reserves the right to establish further priorities for use of the Center and to restrict private uses of the Center when, in the Boards opinion, a private use is not in the best interest of the Association.
Complete rules and regulations for the Dominion Station Community Center were established by Policy Resolution No. 10-05. These rules are also found in the Community Center Rental Application, the form that applicants must fill out and have approved by the Board of Directors or its Managing Agents
Hours of Availability
The Center is available for reservation seven days a week. The permitted hours of use may be changed by the Board of Directors from time to time at the Boards discretion. Residents must submit a written request to the Board of Directors for approval. Your reservation time shall include all set up and clean up time for your event. No exceptions will be made. Your full deposit will forfeit to the Association if you stay over your scheduled time.
Reservations must be made for all uses of the Center, including Association-sanctioned activities. The Associations designee, as appropriate, shall review all requests for reserved use of the Center and shall maintain a calendar of all reserved uses.
Reservations for private use of the Center may be made no more than six (6) months in advance and no less than thirty (30) days in advance. Special conditions may arise and will be considered only in extreme cases.
Reservations for private use of the Center shall not be effective until the execution of a Community Center Rental Permit and the payment of the required security deposit. Without a completed form and deposit by the interested party, all dates will stay available to others.
A Community Center Rental Application must be completed for all reserved uses of the Center. However, the Board may waive this requirement for reserved use of the Center by the standing committees authorized by the Board, when such groups meet on a regularly scheduled basis.
All Community Center Rental Applications shall be reviewed and approved by the Board of Directors or its Managing Agents, which reserves sole discretion to deny the reserved use if such use is deemed to put the Center or its property at unusual risk, or if such use of the Center is deemed to the contrary to the best interests of the Association. In the case of a denial, any security deposit or rental fee paid shall be refunded within ten (10) working days following the Boards action.
Security Deposits and Rental Fees
A refundable security deposit shall be required for all reserved uses of the Community Center, except for meetings of the Board, Architectural Review Committee, and standing committees authorized by the Board of Directors. The Board of Directors may waive the requirement for a security deposit in the case of the other Association-sanctioned activities, which waiver may be in writing in the form of a Board of Directors resolution or documented in the recorded amenities of the Board of Directors meeting. The amount of the security deposit and key deposit shall be established by the Board of Directors and from time to time, may be amended by a duly adopted Resolution. The initial security deposit for the usage of the Community Center shall be Two hundred fifty dollars ($250.00).
The security deposit is due at the time of reservation of the Community Center and will be refunded within fifteen (15) working days following the reserved use of the Center, less any amount retained for additional cleaning costs incurred by the Association or damages sustained to the Center as a result of the reserved use. If such additional cleaning costs or damages exceed the amount of the security deposit, the resident who reserved the Center will be billed for the additional amount. If such amount is not paid within fifteen (15) days of the date of an invoice for payment, no further reservations for use of the Center will be accepted until payment is made in full. Further, the Board, at its discretion, may take prompt legal action or any remedy available to collect the payment, and furthermore, may suspend the right of the resident and members of the residents household to use the Associations recreation amenities until payment is made.
There will be a rental fee of $150.00 for all uses of the Community Center, for up to a maximum of six hours. The rental check shall be written separate from the security deposit.
The use of the Community Center will be limited to activities sponsored by the Association or by members in good standings with the Association.
The security deposit must be paid by check, endorsed to Dominion Station Homeowners Association at the time of reservation of the Center and must be accompanied by a completed Community Center Rental Permit. The deposit check shall be written separate from the rental check.
Any applicable rental fee must be paid a minimum of seven (7) days prior to the scheduled activity.
Reservations may be canceled without penalty a minimum of fifteen (15) days prior to the scheduled activity, in which event the full amount of the security deposit and any rental fee shall be refunded in full. In the event the cancellation is not received within fifteen (15) days prior to the scheduled activity, a penalty of $50.00 dollars will be charged.
Pre-use and Post-use Inspections
For all reserved use of the Center, except use by the Board of Directors, duly constituted Association committees and designated Association sanctioned activities, there will be a pre-use inspection of the Center by the permit holder and a designated representative of the Association. During the inspection, all defects within the Community Center space will be noted on an inspection form.
Following the reserved use of the Center, a post-use inspection of the Center will be conducted by an designated representative of the Association to determine if any new damage has been sustained by the Center as a result of the permit holders function. The judgment of the Associations representative in all such decisions is final, not excluding an appeal process to the Board of Directors.
The representatives of the Association who are authorized to conduct pre-use and post-use inspections shall include the Associations Managing Agent, Board of Directors, or any other designee appointed by the Board of Directors to perform such inspection.
The Association, its Directors and Officers, Managing Agents, appointed Designee and Employees assume no responsibility for the personal property of anyone using the Center during times of reserved use. The permit holder will remove all such property from the premises at the conclusion of the reserved use unless prior arrangements have been made.
The permit holder and all users of the Center during a time of reserved use will be responsible for adherence to the Associations Declaration of Covenants, Articles of Incorporation and By-laws, including all amendments thereto, the Rules and Regulations of the Association and all specifications of the rental permit.
It is understood that the permit holder agrees to indemnify the Association, its Directors and Officers, Managing Agents, appointed Designee and Employees, and save them harmless from and against any all liability, damage, expense, cause of action, suits, claims or judgments arising from injury to person or property occurring in or about the premises and upon the adjoining sidewalks, streets or ways which may arise from the Association's ownership of the premises, from any action or omission of the permit holder, its agents, employees, invitee(s), or licensees, or from any cause whatsoever.
Should any provisions set forth in the Community Center Policy Resolution No. 10-05, conflict with the terms of the Declaration, the terms of the Declaration shall govern.