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To Book any Community Association Facility, contact Cynthia Chapman, Activities Assitant,
at 512-864-1211 or
cynthia.chapman@pulte.com.
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To view room availability and facilities please visit the following portion of the web
portal:
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Facility Scheduling
In order to accommodate the number of residents and groups who utilize CA facilities, it is
necessary to properly schedule these activities. The room and other schedules are established and
maintained by the CA management as part of the delegated administrative responsibilities of the
Association's Executive Director. In establishing schedules, the Association staff
shall prioritize requests for facility reservations based on the following
hierarchy.
1. Association's Board of Directors and Governance Committees - Any meeting of the
Association's Board of Directors, as well as all delegated committees (standing or ad-hoc) of the
Board, have priority over all other meetings.
2. Chartered Club and sanctioned Neighborhood Meetings - All regularly scheduled
meetings or sanctioned programs of Chartered Clubs will be coordinated through the Association’s
staff. Any change from the regular schedule must be pre-approved by the Association staff before it
may be changed and rescheduled. CA Management will accept annual event requests beginning June
1 for the following calendar year. These requests will be evaluated and booked during the
month of July, with confirmations being distributed to all groups by August 1. Date and room
conflicts will be handled on an individual basis with assistance, if necessary, from the Executive
Director.
3. Association staff will schedule Community Association Special Events: special events,
classes, and meetings sponsored by the Association.
4. Any Non-Charter Clubs or organized groups may request the use of CA Facilities provided the
activity is in part made up of Sun City Texas residents. The request is subject to approval by the
Executive Director. These events will be scheduled by staff upon approval of a reservation
contract, which establishes the appropriate charges for the use of facilities.
5. Private Events - Residents and non-residents may reserve select facilities for a private
event, after signing a reservation contract and upon Association staff’s approval. Private
functions may be prohibited if, in the judgment of the Executive Director, these events would
detract from the enjoyment of facilities by the general membership.
6. Unscheduled Activities - Unscheduled resident activities are permitted in the Association's
facilities provided the requested facility is not already reserved.
The CA Staff will evaluate the following factors in the event of multiple requests for the
same facility during the same time:
· Date and time request made
· Individual or organization making request
· Size of the group
· Meeting time
· Length and frequency of meetings
· Club or organization’s regularly scheduled
meetings
· Potential revenue.
The CA staff has the authority to reassign facilities in order to meet the objectives of this
policy; however, once a Reservation Contract has been signed and approved, facilities will not be
reassigned without the agreement of the reserving parties.
General Rules and Fees.
The following rules and fees pertain to all reservation and rental of CA facilities.
1) CA facilities may be reserved for private events (exclusive
use) upon completion and signing of a Reservation Contract and approval by the Executive Director
or his staff designee.
2) Reservations may be made up to two (2) years in advance for
special events weddings, receptions) at staffs discretion. All other events may be scheduled up to
one year in advance.
3) Reservations must be made for a minimum of two (2)
hours.
4) All renting parties must pay a $200 (refundable) security
deposit at time of completion of a Reservation Contract. The security deposit, or the balance
of the deposit in event of extra charges, will be refunded within 10 working days after the
event(s).
5) Rental parties must pay one-half of the rental fees no less
than six (6) months prior to the event, and the balance of the rental fees on or before 90 days
prior to the event.
6) Refund in event of cancellation:
a) All rental fees and deposits will be refunded for events
cancelled 90 days or more prior to the event.
b) 50% of the total rental fees will be refunded for those
events that are cancelled between 30-90 days prior to the event.
c) Only the security deposit will be refunded for events
canceled less than 30 days prior to the event.
7) Rental parties will receive a copy of the applicable CA Rental Agreement, CA Reservation
and Rental Policy, CA Rules and Regulations, and CA Catering Policy.
8) The CA will charge a $1.00 administrative fee per ticket if the CA is to sell tickets for
an event.
9) Selling goods or services without prior approval by the CA is prohibited. Sale of
alcoholic beverages except by the Accents and Legacy Hill Grill staff is strictly
prohibited.
10) Organizations or individuals may not sublease any CA facilities at any time without
written CA authorization.
11) Methods of displaying decorations must be approved by the CA prior to being used.
Tacks, tape, nails or other means that may permanently damage the CA facility may not be
used.
12) The CA staff is responsible for setting-up and taking-down all tables and chairs for
functions paying room rental fees.
13) Catering or banquet services must be provided by Sodexho in accordance with the CA
contract with Sodexho. Non-resident users are required to use Sodexho for all catering needs
in all facilities. Resident users are permitted to hold potlucks at the Pavilion
only. Additionally, The Amigos are the only caterer allowed at the pavilion by resident
users. Resident users must notify Sodexho’s General Manager, Bruce Reed, of intent to hire the
Amigos as their caterer.
14) Individuals or organizations (lessee) that reserve facilities are responsible for the
actions and any damages by their invited guests. Intoxication is strictly prohibited.
15) Rental parties are responsible for leaving the facility in the state in which it was
provided. Additional fees may be charged if additional cleaning is required.
16) Improper conduct toward or abuse of Members, Residents, Guests and CA employees will not
be tolerated. The CA Board may choose to discipline the individual or organization the abusive
individual represents to include suspension of membership privileges.
17) Residents may bring light snacks into the CA buildings with prior approval of the CA
Staff. Partial or complete meals are not permitted. Residents bringing food into CA buildings
are required to clean up and remove all trash from the facilities. Failure to comply will result in
clean-up charges.
18) Hours of operation for all CA facilities will be set by the Board of Directors.
19) In instances where coffee machines are used, users shall provide coffee and all related
supplies and must clean machine and surrounding area after use.
20) Storage space may be available and must be arranged through the CA office.
21) Accents and Legacy Grill are available only during non-operational
hours. Exceptions will require special review by CA staff.
22) The Outdoor Swimming Pool is available only after closing hours. All activities
will comply with Pool Regulations. |