PRIVATE USE OF THE BEAR PAW CLUBHOUSE
The Bear Paw Clubhouse is a valuable asset to our community. As such, it is maintained by the Bear Paw Service District and use of the facility is coordinated by the Bear Paw Property Owners Association through their Community Action Committee. Note: Private use of the Clubhouse does not include exclusive use of the Pavilion or the Swimming Pool.
The Clubhouse may be reserved use by any member of the Bear Paw Property Owners Association, the Bear Paw Cottage Owners Association or the Bear Paw Trees I and Trees II Condominium Associations (“ASSOCIATION”). The “ASSOCIATION” member reserving the Clubhouse must sign an AGREEMENT FOR PRIVATE USE OF THE BEAR PAW CLUBHOUSE (“AGREEMENT”) and comply with all requirements for use detailed in the pages of this document.
RULES FOR PRIVATE USE: In order to reserve the Clubhouse for private use, the responsible “ASSOCIATION” member will be required to comply with the following:
Reserve the facility at least 1 week in advance – your reservation may be for no more than 3 consecutive days. Reservations on holiday weekends are not allowed.
Agree to be in attendance for the entire event.
Agree that the event will end no later than 11:00 PM.
Be responsible for all consumable supplies needed for the event.
Allow patrons of the pool access to the restrooms in the Clubhouse via the side door.
Sign the AGREEMENT FOR PRIVATE USE OF THE BEAR PAW CLUBHOUSE acknowledging responsibility for clean-up and for any damage to the facility and/or equipment beyond normal wear and tear.
Pay a fee of $50 for each day of private use of the Clubhouse as well as a separate refundable security deposit of $150. The security deposit is refundable once all requirements for use are met and the CLUBHOUSE CHECK LIST is completed and any follow-up actions taken. Both checks should be made payable to the BPPOA.
Complete and sign the attached CLUBHOUSE CHECK LIST with the designated representative of the BPPOA before the event and again immediately following the event unless special arrangements are made in advance to do this at a later time.
NOTE: Events held by the BPPOA or their affiliates for the benefit of all Bear Paw residents
are exempt from these requirements.
Make arrangements for private use of the Clubhouse by contacting Chrissie Howard or Randy Barton in the office at 828/644-0808 or Lydia Kennedy, clubhouse chairperson at 828-644/1090.
AGREEMENT FOR PRIVATE USE OF THE BEAR PAW CLUBHOUSE
NAME OF “ASSOCIATION” Member___________________________________________
PHONE#___________________ALTERNATE PHONE# _______________________
BEAR PAW ADDRESS_________________________________________________
DATE OF EVENT____________TIME OF EVENT: BEGINNING_______ENDING______
TYPE OF EVENT_____________________ESTIMATED # OF ATTENDEES______
WILL YOU NEED TABLES______ CHAIRS______ PICNIC TABLES: _______
TWO CHECKS ARE DUE AT THE TIME THIS AGREEMENT IS SIGNED: ONE IS TO COVER THE $50 PER DAY FEE FOR PRIVATE USE OF THE CLUBHOUSE; THE OTHER IS A $150 REFUNDABLE DEPOSIT WHICH WILL BE REFUNDED ONCE ALL CLEAN-UP REQUIREMENTS ARE MET AND THE CLUBHOUSE CHECK LIST IS COMPLETED AND ANY FOLLOW-UP ACTIONS TAKEN. BOTH CHECKS SHOULD BE MADE PAYABLE TO THE BPPOA.
THE “ASSOCIATION” MEMBER SIGNING THIS DOCUMENT AGREES TO COMPLY WITH ALL “RULES FOR PRIVATE USE” OF THE CLUBHOUSE, TO BE FINANCIALLY RESPONSIBLE FOR ANY DAMAGE TO THE FACILITY OR EQUIPMENT BEYOND NORMAL WEAR AND TEAR AND TO COMPLETE AND SIGN THE ATTACHED CLUBHOUSE CHECK LIST WITH A BEAR PAW REPRESENTATIVE BEFORE AND AFTER THE EVENT.
“ASSOCIATION” MEMBER DESIGNATED BEAR PAW REPRESENTATIVE
DATE SIGNED DATE SIGNED
CLUBHOUSE CHECK LIST
NAME OF “ASSOCIATION” MEMBER___________________________DATE OF USE_________________
RULES REVIEWED? YES ______NO______
5 doors; front, back, upstairs, kitchen and side _______ _______
THERMOSTAT SET _______ _______
UPSTAIRS CONDITION _______ _______
DOWNSTAIRS CONDITION _______ _______
KITCHEN CONDITION _______ _______
BATHROOM CONDITION _______ _______
PAVILION CONDITION _______ _______
TABLES/CHAIRS COUNTED/CHECKED/PUT AWAY _______ _______
PICNIC TABLES COUNTED/CHECKED _______ _______
GAME EQUIPMENT CHECKED/PUT AWAY _______ _______
TRASH CANS/TRASH TO DUMPSTER _______ _______
DECORATIONS TAKEN DOWN _______ _______
LIGHTS ON/OFF _______ _______
KEYS GIVEN/RETURNED _______ _______
IF ALL CONDITIONS OF THIS CHECK LIST HAVE BEEN MET, THE BPPOA WILL RETURN THE $150 DEPOSIT WITHIN 2 WEEKS OF THE EVENT. ANY DAMAGE TO THE FACILITY AND/OR EQUIPMENT WILL BE THE FINANCIAL RESPONSIBILITY OF THE “ASSOCIATION” MEMBER WHO SIGNED THE “AGREEMENT.”
“ASSOCIATION” MEMBER DATE DESIGNATED BEAR PAW REPRESENTATIVE DATE
___________________________________ ____________________________________________ “ASSOCIATION” MEMBER DATE DESIGNATED BEAR PAW REPRESENTATIVE DATE
1. Read and understand the "Private Use" agreement
2. Call the office to check date availability
3. If available submit your completed reservation form with the 2 checks required.
4. You will receive a call to confirm and coordinate your plans.