Arapahoe Ridge Clubhouse Usage Guidelines and Procedures

Guidelines for Arapahoe Ridge Clubhouse Use

1. Usage Categories
   There are two categories of clubhouse usage:
   1. Organizational Use:
      This is defined as use for any business, including home businesses, charity, formal social organization (such as a church group or scouts), etc.
   2. Personal Use:
      This is defined as all other types of use, generally personal parties or gatherings
2. Advance Period
   1. Reservations for organizational use may be made no more than 45 days in advance of the event.
   2. Reservations for personal use may be made up to 1 year in advance
3. Annual Limit
   There is no limit on the number of times a person or organization may rent the clubhouse as long as all policies are followed
4. Cancellation Rule
   Any cancellation made less than 2 weeks ahead of the event will incur a loss of the rental fee (NOT the deposit).
5. Rental Rates and Fees
   1. Each September the HOA Board will determine whether the rental fee will be changed for the following calendar year. Any change must be published on the web site by October 1, and will go into effect on January 1.
   2. Rates will always be in effect for an entire calendar year.
   3. The rate for all reservations made prior to October 1 is locked in and cannot be changed. Any reservation made on or after October 1 for dates the following year may be subject to change.
6. Multiple reservations
   The reservation fee for multiple reservations is due at the time the reservation is made. The management company must receive payment for each reservation within ten days of the verbal reservation. No clubhouse keys shall be made available until a signed rental agreement, deposit, and rental fee are received by the management company.
7. Eligibility
   Only Arapahoe Ridge homeowners may reserve the clubhouse, but exceptions may be made at the discretion of the Board (e.g. polling place). A homeowner that has an unpaid balance on their account is ineligible to reserve the clubhouse.
8. Fee Waiver
   Only HOA-sponsored events or HOA committees may use the clubhouse without paying fees. Exceptions may be made at the discretion of the Board (e.g. polling place).
9. Large Parties
   Parties cannot exceed the Fire Department's determination of capacity of 75.
10. Pool Usage
    If you wish to use the pool along with the clubhouse for your party, you will need to contact our pool management company, All Star Pools (allstarpools@gmail.com), at least 2 weeks in advance. Depending on the size of your party, you may be required to pay for additional lifeguards. Most likely if you are bringing 15 or fewer swimmers, no additional lifeguards will be needed.
11. Inflatable Play Structures
    Inflatable play structures have, in the past, been used by residents as part of parties at the clubhouse. The electrical consumption of these structures is great enough that it regularly caused the clubhouse circuit breakers to trip. Due to this problem, these structures and other equipment with large power requirements are no longer allowed to be plugged in to clubhouse power outlets.

Procedures for Arapahoe Ridge Clubhouse Reservations and Use

1. Please use the Community Calendar on the CAS website to select your reservation date and request reservation:
   1. Visit www.AssociaColorado.com
   2. In the upper right hand corner, select Owner Login
   3. In the middle of the page, use the search bar to find Arapahoe Ridge Homeowners
   4. Once you are on the Welcome page, sign in or select Sign Up For New Account on the right if you have not registered previously.
      NOTE: Your Account ID Number can be found on your statement to create your account and access the information you need.
   5. Once you are logged in, in the lower-left corner select Calendar 1.
      The Calendar will show you if the Clubhouse has been reserved, and for what times.
   6. If the date you want is available, select Add New Event
   7. In the Calendar request form, enter the following information:
      Title: Clubhouse Reservation – [Your Last Name]
      Description: Include your name, address, a phone number at which you can be reached, and a general description of your event. You may also provide your email address if you prefer to be contacted by email.
      Location: Clubhouse
      From there, just enter the starting and ending dates and times for which you need the clubhouse. Please do not create an announcement for your event.
   8. This request will be sent by email to Colorado Association Services, who will contact you back with the reservation forms that must be returned within 10 business days of your request. Failure to return all the forms along with deposit and payment will result in your request being cancelled.
   9. Once all the forms and payments are received, your request will be confirmed, and it will appear on the community Calendar
2. You may also contact Jacki Rivera at (303) 232-9200 to place your request by phone.
3. Once your reservation is confirmed, follow all the instructions on the Clubhouse Agreement Form to complete your reservation.
   
   Important Notes About This Form:
   1. You may fill out the form on your computer, then print and sign it before sending it in. You will NOT be able to save the completed form, only print it.
   2. Remember to enclose the checks with the form as described on the form.
   3. If the management company does not receive this form and the checks from you by 2 weeks prior to the reservation date, they will cancel your reservation. If you are reserving a date less than 2 weeks in advance, please call the Reservations Specialist to ensure that there is sufficient time to complete the reservation process.
   
   
4. On the day of your use, pick up and sign out the Clubhouse Front Door Key from the location defined in the procedure mailed to you by the management company.
5. After your function, complete the Clubhouse Checkout List posted on the clipboard hanging next to the front door security key pad. You must enter your name, the date, and initial each item in the "Your Initials" column. Leave this form on the clipboard hanging next to the security key pad.
6. Insure all doors and windows are locked and lock the door as you exit.
7. Return and sign in the Clubhouse Front Door Key to the location defined in the procedure mailed to you by the management company.
8. The Clubhouse Manager will review and approve your cleanup. If all checks out, your deposit check will be mailed back to you. If there are any unresolved clean up issues, the management company will call you to discuss them.