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, and you will have more than 10 swimmers, you must go to the Front Range Recreation web site, click on "Pools" in the menu bar, then on "Arapahoe Ridge" and download and fill out the Pool Party Reservation Form. The direct link to the form is here. Through this process you will contracting and paying for an extra lifeguard or two depending upon your party size. This is critical to ensure the safety of all swimmers.
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. Use MSI's online calendar to select your reservation date and request your reservation:
   1. Go to www.msihoa.com and log on.
      NOTE: If you don't yet have a user account on MSI's web site, click here and follow the instructions to create your account.
   2. Point your mouse at the "Resident Services" menu and select "Clubhouse Reservations."
   3. Find an available date for which you want to reserve the clubhouse.
   4. Click on "Request Reservation" to display the online reservation form, and then fill out and submit the form.
2. Call the Reservations Specialist at MSI at (303) 420-4433 if you have any questions about your request. Otherwise, the Reservations Specialist will contact you shortly to confirm your reservation.
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 MSI 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. Upon entrance, disable the alarm on the security key pad immediately to your right next to the door. Enter the 4-digit code on the procedure mailed to you by the management company and you will hear beeps indicating the alarm is off.
6. 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.
7. Insure all doors and windows are locked and lock the door as you exit. During the pool season, the clubhouse security system should not be armed before the lifeguards lock the doors on the lower level. So if you are leaving after 8:00 PM, please verify the lifeguards have left, watch the security key pad until no lights are blinking, and enter the 4-digit alarm code before you exit and lock the door.
8. Return and sign in the Clubhouse Front Door Key to the location defined in the procedure mailed to you by the management company.
9. 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.