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IV. RULES FOR RENTAL OF SAPC FACILITIES FOR PRIVATE FUNCTIONS These are the provisions for using the SAPC facilities (house and grounds) for functions. They apply only to shareholders. Non-shareholders may not rent the facilities.
1. GROUNDS (a) During the season, groups of 15 or less people consisting of at least one SAPC member may use the grounds and are restricted only by normal shareholder limitations, hours of use and consideration for other shareholders using the facility. Shareholders and guests must sign the Pool Book so that appropriate charges can be made. Groups are expected to be non-disruptive to other shareholders on pool grounds. (b) During the season, groups of between 15 and 25 people may use the grounds for a fee of $75. This “rental” must follow the same criteria as outlined for other rentals. Please see CLUBHOUSE section for these criteria. (c) Groups of more than 15 gathering and requiring exclusive use of the premises and facilities can be accommodated during the pool season after pool hours and during the off-season only after specific criteria have been met. Please see CLUBHOUSE section for these criteria. (d) Pool hours are generally: · Spring: Weekdays 12:00pm – 5:00pm; Weekends 10:00am – 5:00pm · Summer: Weekdays & Weekends 10:00am – 8:00pm · Post Labor Day: Weekdays 12:00pm – 5:00pm; Weekends 10:00am – 5:00pm
2. CLUBHOUSE The SAPC clubhouse is available to members for private functions (e.g. meetings, family parties, children’s birthday parties, etc.) Availability of the clubhouse is intended as an accommodation to members that need additional space for entertainment or a special event. It is expected that all shareholders treat the clubhouse as their own. We all share in the responsibility of maintaining its good condition. (a) The following points serve as a guideline for rentals: (i) The SAPC clubhouse is available for rental to shareholders in good standing (current with dues.) The Events Director may inquire about such status at time of rental inquiry. (ii) Use of the facility is limited to functions that correspond to the guidelines set forth in this outline or those passed by the Board of Directors. (iii) The Board of Directors reserves the right to disapprove of events that are determined not to be in the best interest of the SAPC and its shareholders (e.g., events that may put too much stress on the facility or grounds). (iv) The sponsoring member must be present at all times during the event. This includes set-up, cleanup and deliveries. (v) The clubhouse keys may not be transferred, even temporarily, to non-members or to member(s) not designated in the rental contract. (vi) A member may not sponsor the rental of the facility to anyone that is not a shareholder. The event must be given by the shareholder for his/her own personal/family use. A member may not “hold a party” to accommodate a non-shareholder. (vii) The SAPC caretaker must be advised in advance of any deliveries and of the set-up schedule. The caretaker is not obliged to meet deliveries, although such arrangements can be made between both parties, if mutually acceptable. (viii) SAPC is not responsible for personal property left on the premises. Shareholder may arrange for additional insurance to protect specific concerns he/she may have relating to the event. (ix) The SAPC facility must be restored to the same condition as it was found prior to the event (including moving chairs and tables back to their original positions.) Any expenses to repair damages that occur as a result of the event will be deducted from the security deposit. (b) The SAPC facility may be rented after the following conditions are met: (i) Completion of the Facility Rental Application and submitting such application to the SAPC Director of Events or to the SAPC Board. (ii) Approval by the SAPC Board and/or Director of Events (iii) Usage fee payment and deposit submitted to Director of Events and/or SAPC Board. (Deposit is refundable pending post party damage report.) (c) All facility rental applications must be made with the SAPC Director of Events/or SAPC Board. The SAPC caretaker does not have the authority to approve or arrange facility rentals.
3. FEES All clubhouse rentals include the use of the ground floor of the building including the main room, porch, bathrooms and kitchen and the grounds. (a) Function up to 2 hours - $75 (b) Function of more than 2 hours - $275 (c) Additional $500 security deposit required for either rental (Deposit is refundable pending post party damage report).
4. RENTAL TIMING (a) During the pool season: (Generally Memorial Day weekend through mid-September). Shareholders may rent the facility only when the pool is officially closed. That usually means after 8:00 PM. Set-up inside the clubhouse may begin earlier. The clubhouse and grounds must be restored to its original state prior to the pool opening the next day. (b) Off Season: (balance of the year) Rental of the facility during the off season is restricted only by the curfew (see below) imposed upon all gatherings. (c) Curfew: All functions must end by midnight, unless otherwise stated. Music must end by 11:00 PM when outdoors or by midnight when indoors.
5. SPECIAL CONSIDERATIONS (a) TENTS can be erected if stakes are not used. Tents cannot be erected during the season if they interfere with the pool schedule. (As it usually takes several hours to erect a tent, they are rarely permitted during the summer season.) (b) The POOL is not available for rental. (c) DANCE FLOORS are permitted both within the building and outdoors. (d) DECORATIONS: Normal precautions should be considered. Wires and extension cords must be taped to the floor. The use of candles is discouraged unless candles are in sturdy glass or metal holders. (e) TABLE AND CHAIRS: Folding tables and chairs are available for shareholder use. (f) KITCHEN: The rental of the facility includes the use of the kitchen. All items must be removed from the kitchen at the end of the function. (g) CAPACITY: All gatherings are limited in size within the clubhouse according to fire code. A maximum of 86 persons are allowed within the building at any one time. (h) GATHERINGS OUTDOORS DURING POOL HOURS: (See Grounds) (i) PARKING: Only cars displaying SAPC stickers will be permitted to park on premises during pool hours. (j) Any other issues may be discussed at time of rental inquiry. 5. Rental Procedures If you want to rent the S.A.P.C. clubhouse. Please sign the contract and return it to the Event Coordinator at least two weeks before the date of the party with the following two checks: 1). A check made payable to SAPC in the amount of the rental fee: $___________ (a) Function up to 2 hours - $75 (b) Function of more than 2 hours - $275 2). A check made payable to SAPC in the amount of $500.00 for the security deposit. Please note that this check may be deposited into the SAPC bank account and an SAPC check will be issued for return of the deposit if warranted. Once I have these checks and the signed contract in hand, your rental reservation will be confirmed. It is your responsibility to contact Peter Cooke regarding your party, making him aware of the date and time of the party. His phone number is: 698-5047. Peter knows the inventory of the items available in the clubhouse (tables, chairs, kitchen items, etc.). He is not a banquet manager and is not responsible for deliveries and special set-ups or cleaning up after the party, so please be sensitive to his time. It is customary to tip Peter for any help he may give you. Remember, this is your clubhouse, your party and your responsibility. Please read the attached contract carefully. To download the contract click here
To view the SAPC Calendar, click here
If you have any additional question, please contact us at: events@sapc.org Regards, Shelley Crook (914)777-2879 |
