Meetings – Countryside HOA

Revised 9/2/14

1. RESERVATIONS - Advance reservations shall be required for the use of the CHOA meeting room. Two weeks advance notice is requested if possible. Reservations may only be made by Association members in good standing, or their delegates. Reservations are accepted on a “first come, first serve” basis. If the meeting room is being reserved for activities involving children, there must be adequate adult supervision at all times the room is in use.

2. DEPOSITS - A deposit shall be required prior to the issuance of any keys to the CHOA meeting room. The amount of the deposit is fixed at $100.00. Deposits shall be held until the room is no longer needed by the Association member, or delegate, requesting the use of the room or for six months, whichever comes first. All deposits shall be refunded when the Association member no longer requires use of the room and the room is found to be in good condition, needing no repairs or cleaning stemming from misuse or abuse Repair/cleaning costs above the $100.00 deposit will be billed to the Association member, or delegate, and are due immediately upon presentation of the bill. All keys shall be returned at the time a refund is requested.
Refunds of deposits shall be made within fourteen (14) days of request. DEPOSIT WILL BE FORFEITED IF THERE IS ALCOHOL PRESENT OR THERE IS EVIDENCE OF ALCOHOL AT THE EVENT.
EXCEPTION: ALL CHOA BUSINESS AND COMMITTEE ACTIVITIES WILL NOT BE REQUIRED TO POST A DEPOSIT; HOWEVER, THEY ARE STILL REQUIRED TO MAKE ADVANCE RESERVATIONS.

3. KEYS - The Association member, or delegate, who makes reservation and receives keys shall be always present while the room is in use for their activity. Failure of Association member, or delegate, to be present shall result in their loss of room use privileges. Any loan or duplication of the key(s) to the meeting room shall terminate the right to use the meeting room. The key(s) shall be returned to the CHOA office upon demand made by any member or the CHOA Board of Directors or their delegate.

4. SPECIFIC RULES -
a. THERE IS NO ALCOHOL CONSUMPTION ALLOWED IN OR AROUND ANY OF THE CHOA OWNED FACILITIES. You will lose your deposit for this infraction.
b. NO SMOKING ALLOWED IN MEETING ROOM
c. The CHOA Board of Directors or their delegate reserves the right to spot check activities being conducted in the meeting room for compliance with CHOA guidelines and rules.

5. GENERAL RULES –
a. The meeting room must be cleaned after each use. Sink and countertop must be rinsed and wiped clean. Tables must be cleaned, and any residue or marks removed from surface. (Cleaning products will be kept available for use, in cabinet in bathroom or under sink) Paper Products and Trash bags are the responsibility of the member
b. Floors must be swept or mopped. (Broom, Dustpan and Mop are located in the bathroom)
c. Restroom should be checked for paper residue and water, or spots left on toilet seat. Restroom sink should be rinsed and wiped clean.
d. All trash is to be removed from the premises and taken with Association member or their delegate. No trash is to be left inside the meeting room or left in the outside trashcans for disposal. Failure to remove your trash will be a $20 deduction from your deposit
e. Adjust AC/Heat for comfort. Reset when you leave Heat 65 degrees or AC 78 degrees.
f. All lights must be turned off and the door locked when finished using the meeting room.
g. The room will only be used during the time that the Association member or their delegate has requested, and the Board of Directors approved. Any use other than the approved times will be deemed as trespassing and demand for the return of the key(s) and termination of meeting room use privileges will result.

The meeting room form can be downloaded here:

Meeting Room Form