Overlook Owner’s Association, Inc.

Clubhouse, Pool, Park Shelter/Grill Reservation and Rental Agreement

Please read this agreement carefully.

Your reservation is NOT assured until a signed copy of the rental agreement is received by Overlook Owners Association: Overlook HOA, PO Box 1401, Matthews, NC 28106. Telephone: (704) 847-3507

Homeowners may reserve the clubhouse for meetings, parties, and other events. Please contact Braesael Management if you require assistance with this form.

• The renter reserving the facility is solely responsible for the facilities during the event, must be a host of the event, and must be in attendance for the duration of the event.
• ALL reservations must be made at least two (2) weeks prior to the date of the event. The rental agreement, along with a copy of the homeowner’s current insurance policy, must be received at least one (1) week after confirmation of the event.
• Renter will be held financially responsible for any and all damages that occur during their event. Please check the facility and report any issues to Braesael Management at overlook@braesael.com prior to the event.
• The maximum occupancy for the clubhouse is 62 people.
• All charitable events require approval by the Board of Directors and must be submitted for review no later than one (1) month prior to the requested date.

Restrictions:

• NO for profit events or events which guest must pay an entrance fee, purchase food or other items at a profit to the homeowner or any other persons or entity are permitted at any of the Overlook Community facilities.
• Overlook facilities may NOT be used for any illegal purpose. Notwithstanding, Overlook Owners Association may hold events charging such fees to be used by the association as determined and permitted by the Overlook Owners Association Board of Directors.
• Any and all applicable noise ordinances are to be observed at all times during the event. The renter will be responsible for ensuring that noise levels do not cause disturbances no nearby residences.
• NO balloons are permitted in the clubhouse.
• NO tape or other adhesive material is permitted on the walls of the clubhouse.
• NO smoking is permitted anywhere inside Overlook Community facilities.
• NO alcoholic beverages may be brought outside the building.

an authorized resident, hereby agree to and understand that we are bound by the following terms and conditions:

1. I agree to abide by the Facilities rules as set forth in The Overlook Facilities Use and Rental Agreement and agree to adhere to the Overlook Facilities cleaning checklist. I understand that infractions or violations of these rules by myself, any member of my family, or by anyone of my guests gives cause for the Association Manager or a member of the Board of Directors to dismiss any member of the above-mentioned persons from the amenity property of Overlook for the remainder of the day, or for an extended period of time as specified by the Board of Directors.

3. My family, guests and I agree to act in accordance with any rules, requirements or recommendations, as set forth by the Overlook Community Association, Inc. in relation to the health and safety of all residents and the enjoyment in use of the facilities to which each resident has a right.

4. Any violations of items 1, 2, or 3 above by any family member or one of their guests gives cause for The Overlook Community Association, Inc. to fine and/or suspend or revoke amenity privileges.

5. I understand that no person(s) whose privileges have been suspended or revoked may not be a guest in the facilities.

6. I understand parking facilities in the lot adjacent to the facilities are to be used only when using the amenities.

7. The renter agrees that no party is to be hosted with outside music, band, DJ, speakers, etc without prior approval from the Board of Directors of the Overlook Owners Association. When approval is granted, renter agrees to discontinue all outside music, band, DJ, speakers, etc. prior to 10:00 PM, Monday through Thursday and 11:00 PM, Friday through Sunday. Renter acknowledges failure to discontinue any and all outside noise WILL result in a charge for damage deposit in the amount of $150 being placed on the homeowners association account.

8. The undersigned hereby:

• Releases and waives all claims against the Board of Directors of the Overlook Community Association, Inc., its management company, employees, attorneys, successors and the Overlook Community Association, Inc. to the full extent permitted by law, for death, personal injury or damage to property sustained directly or indirectly by the undersigned or any one in any way related to or affiliated with the resident.
• Assumes complete financial responsibility for the event described herein and expressly agrees to defend, indemnify and hold harmless Overlook Owners Association, Inc, Braesael Management Company, LLC and each of their respective agents, employees, legal representatives, directors, officers, members, successors-in-interest and assigns, if any, (collectively, the “Protected Parties”) from and against any and all losses, liabilities, claims or demands, including the costs, expenses and attorneys’ fees which may be asserted against or be incurred by any of the Protected Parties after the due execution of this Agreement, which arise from or are in any way connected with the event described herein and/or my/our use of the facility(ies) pursuant to this Agreement.
• Understands that use of the Overlook Owners Association facility must not interfere with the regular pool schedule and pool rentals will not be granted sole use of the pool and pool deck. Pool rentals must be scheduled with the pool management company.
• Renter must provide a minimum of one (1) adult for each ten (10) persons under the age of 18 or college age party.

1. Renters wishing to have use of the pool deck and/or pool after regular operating hours during the scheduled pool season must hire lifeguards for the length of time during which the pool and/or pool deck is to be used. The pool and surrounding deck is NOT to be used during the off season. Insurance requires the use of the pool management company’s lifeguards. Please contact the pool management company for fees. Please also have Swim Club Management Group contact Braesael Management to confirm the pool party.

• Swim Club Management Group can be reached at (704) 704-766-2726 or www.swimclubcharlotte.com for additional information regarding pool rentals and additional lifeguard fees and requirements. Please schedule pool rentals a minimum of two (2) full weeks prior to the event date.

2. The renter acknowledges that the Homeowners Insurance Policy will be the primary liability insurance for special events held at any of the Overlook Community Association facilities. The renter understands that the homeowner association’s liability insurance is secondary.

Clubhouse Cleaning:

**Clubhouse cleaning must be performed the same day as the date of the event.** 

It is advisable to inspect the facility before your scheduled event. Depending on the last date the facility was used, you may wish to do the following cleaning prior to your scheduled event: Sweep/hose the sidewalk entrance, sweep/hose porch deck and pool deck (if used), clean bathrooms and replenish paper products, vacuum carpet, dust tables, and wash windows. 

All trash and garbage inside the clubhouse facility, to include club room, bathrooms, pool deck (if used), and parking lot must be disposed of in plastic garbage bags and placed in rollout bins in the storage room. 

Sweep/hose porch deck and pool deck (if used), direct water away from the pool to prevent disrupting the chemical balance of the pool water. Wipe down all pool furniture (if used). 

Vacuum all carpets, sweep and wet mop all other floor coverings, including bathroom floors. Wipe down all counter tops, including bathroom, all table tops and mantle with a damp cloth. Ensure all toilets have been flushed. Wipe down all porcelain sinks with a damp cloth. Wash windows. 

PLEASE REMEMBER TO INCLUDE ADEQUATE PREP AND CLEAN UP

**Clean-up must be performed the same day as your rental**

Renter’s Signature Date Please include a list of adult chaperones, include name and age at the time of event, for all events which have minor aged attendants as well as college-age parties 

If you have any issues with gaining access during your rental times please contact our emergency number: 704-614-2376

*Renter will be held financially responsible for any and all damages that occur during their event. Please check the facility and report any issues to Braesael Management at overlook@braesael.com prior to the event. 

Report any pre-event checklist concerns to the Management Company by emailing overlook@braesael.com before the start of your event 

Immediately following your event report any post-event damage or non-compliances to the Management Company by emailing overlook@braesael.com.