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Dobson Ranch Facility Rental – RULES & REGULATIONS The recreation facility located at La Casita Recreation Center has three spaces available to rent. Two are indoors, Chica and Grande rooms and one outside, the Entertainment Area. The Saratoga Recreation Center has one small meeting space. Please understand the Dobson Ranch Homeowners Association activities, events and meetings take precedent over the scheduling of rentals at the facility with a 30 day advance notice. If a rental request for rooms, entertainment area, tables and chairs, party trailer, snow cone or popcorn machine is within 10 business days there will be an expedited fee 2 times the rental amount. La Casita Grande, Chica and Saratoga rooms: 1.

All facility reservations require submission of a Facility Reservation Form and approval prior to use. Forms are available at La Casita Recreation Center or online, and are taken on a “first-come, first-serve� basis, and will be confirmed upon full payment of the refundable security deposit.


The Dobson Ranch resident must be in good standing in order to rent the facilities. The responsible parties completing the reservation must be in attendance during the entire length of the rental and understands if he/she leaves the event, the event will end, and the deposit will be forfeited.


The use of the facilities by Association residents may be restricted at the discretion of the Recreation Department for delinquent Association dues, violation of rules or deliberate abuse of the recreation facilities or common areas.


Dobson Ranch residents renting the facility must be at least 18 years of age and non-residents must be 21 years of age. The La Casita Pool Entertainment Area rental is for residents only.


All facility reservations require an official contract that must be made through the Recreation Department Office and must be signed by the Recreation Coordinator and/or Manager, prior to use.


To reserve your space, the required security deposit is due from the Facility renter, at the time of filling the contract out. The security deposit will be refunded 10 business days after the rental.


Reservations may be made up to 12 months in advance. Reservations may be cancelled up to 14 days before a scheduled event and all deposits will be refunded. Any reservations cancelled less than 14 days before a scheduled event shall forfeit all deposits.


To allow residents an opportunity to host their event at our Association properties, there is a limit for the non-resident rentals to no more than three rentals a month.


Events that are held at Dobson Ranch Homeowners Association require a copy of the responsible parties Declaration Page of Homeowner or Renters Insurance, for the address on the contract. Dobson Ranch Homeowners Association must receive the total rental cost set forth on the rental contract and proof of insurance(s) no less than 14 days prior to the reservations date by the responsible party. Failure to make payments may result in forfeiture of deposit and cancellation of the reservation.

10. Rental Fee payments are not collected until a copy of the Declaration Page of Homeowner or Renters Insurance, Special Event Insurance (alcohol only), Certificate of Insurance from outside vendors (when applicable), Room Layout, and signed Rules and Regulations form are received from the responsible party. The Dobson Ranch Association must receive the aforementioned documents no less than 14 days prior to the reservations date by the responsible party. Failure to make payments and supply insurance(s) may result in forfeiture of deposit and cancellation of the reservation. 11. A certificate of insurance must be submitted for all outside vendors no less than 14 days prior to the event date. Outside vendors include but are not limited to, food caterers or inflatables. 12. If your event includes the service of alcohol, other than beer and wine, a licensed professional bartender with a liquor license must be hired and provide a certificate of insurance for $1,000,000 naming the Association as the additionally insured OR the responsible party may purchase an additional special event insurance policy from an insurance company to cover the event. Proof of insurance will be required. Alcohol cannot be sold by any party on Dobson Ranch premises. 13. Serving alcoholic beverages requires the presence of an off-duty police officer for the entire rental period. The Dobson Association will hire the officer at an additional cost to the responsible party, payable with the room rental payment. The responsible party cannot secure or provide their own security. Alcoholic beverages must be served in plastic or aluminum containers. 14. The Association will not be responsible for lost or stolen items.

Revised 1/2017

15. The Association cannot be held responsible for unforeseen mechanical or water chemistry problems associated with heating/cooling, kitchen equipment, BBQ, swimming pools and splash playground or electrical failure. Dobson Ranch Homeowners Association will make every effort to maintain all equipment and maintain water safety according to Maricopa County Environmental Pool Regulations. 16. Any outdoor sound system must be shut down by 10 pm and there may be a request to reduce the level of indoor sound if there are complaints. Excessive sound could result in early termination of your event and loss of deposit. 17. Smoking is prohibited inside all recreational facilities and pool areas. In accordance with Arizona Smoking Law, smoking is prohibited within 20 feet of any public entrance. 18. Occupancy – Total participants must not exceed the maximum room capacity. This includes both inside and outside facilities. Outside pool and common area will remain open during business hours to Dobson Ranch residents during your scheduled event. The pool use is not exclusive to your rental. 19. Tables, chairs or other objects may not block or impede the flow of traffic in or out of any exits to or from the building, per Fire Code. 20. Tables and chairs are to be used indoors for inside rentals. The Entertainment Area tables and chairs are intended to stay in the designated area and are approved to be outside. 21. Facility renter is responsible for SUPERVISING all guest including children. 22. The facility renter shall arrange for all pickups and deliveries to be made the day of the event, during the time the facilities are reserved. All material, products and decorations provided by you, your caterers, beverage service, rental suppliers, musicians, etc. must be removed by the exit time listed on the contract. We cannot provide storage for any event supplies prior to or after the rental time of the event. 23. Decorations must be hung only with preapproved products such as Wacky Tacky or 3M On-Command or similar product that won’t cause damage to walls (on drywall only) no products on brick. ABSOLUTELY NO tape, nails, staples, tacks, glitter or confetti allowed. No tape on windows. No bird seed or rice allowed. No decorations may be hung from the Grande or Chica room ceilings. 24. Aside from birthday candles and chaffing dish sternos, all other candles or flammable devices are not permitted. 25. No Skateboards, rollerblades, roller-skates, scooters, bicycles, shoes with wheels, tricycles, etc. are not permitted inside the facilities. 26. Facility renter is to remind all guests using the pool in conjunction with any room rental or using the inside restrooms, must be completely dry before entering the facility and/or room. 27. All spills on the wood floor in the Grande, Chica and Saratoga rooms must be cleaned up immediately and reported to staff using specified cleaning products. Water may not be used on the wood floors. 28. La Casita pool has a designated entertainment area that is available for rent, but rental does not allow for exclusive use of the pool. Food and beverage must be restricted to the enclosed fenced-in area. No glass or alcohol is permitted in the pool area. All Maricopa County Environmental pool rules will be enforced. 29. All Dobson Ranch swimming pools and splash playground area are swim at your own risk. No lifeguard is on duty. 30. Ice Chests, *wet bars, ice machines, *margarita/daiquiri machines, *beer kegs, water coolers, etc. may not be placed directly on the room floors. These items must be placed on a water proof barrier between the item and the floor. The * items are not allowed in the Pool Entertainment Area. 31. Any and all damages to the facility, including the floor, will be charged to the responsible party listed on the contract. In addition to the security deposit being forfeited, the responsible party will be responsible for the additional cost of replacement and/or repair determined by the Dobson Association. 32. Basic cleanup of the areas rented is required by the responsible party. Basic cleanup includes, removal of all decorations and placement of trash and debris in proper receptacles and cleanup for all outside vendors. All renters are responsible for cleaning and leaving the facility in its original condition at the time of use or rental. If upon arrival, there is an issue with cleanliness of the facility, the responsible party should contact staff on duty to address the issue. 33. Failure to comply with the above rules and regulations may result in the loss of security deposits and denial of future use.

Revised 1/2017

34. No Animals allowed in the Dobson Ranch facilities. La Casita Pool Entertainment Area: All above rules apply except lines 12 and 13 including the Following: 35. The rental includes two 6’ rectangle tables, 15 folding chairs and a BBQ griddle. I, ___________________ acknowledge and received the guidelines in cleaning the BBQ Griddle and will follow the required procedures. _______(Initials) Dobson Ranch table and chairs/machine rentals: 36. Lines 1-7 and 33 37. All equipment rented is not returned to the Association in clean and working condition your security deposit will be forfeited.

Pontoon Boat Rental Terms and Conditions: 38. Rental and usage of the Dobson Ranch Pontoon Boat is available only to residents in good standing. Residents signing this agreement must reside in Dobson Ranch at the time of the pontoon ride. A copy of the signed agreement and payment upon booking the reservation is required. A copy of the Homeowner Insurance Declaration Page is required along with this signed agreement and payment upon booking the reservation. 39. Cruises are scheduled according to staff availability. 40. The rental fee is $35.00 per hour with a 2 hour maximum. 41. Reservations require a 7 day advance notice and are subject to staff availability. Payments for reservations, which are cancelled less than 72 hours prior to the reservation date, will be forfeited. Management reserves the right to cancel any reservation if misrepresented in any way or due to circumstances beyond its control including but not limited to weather conditions, mechanical problems, or staff unavailability. 42. At ALL times, cruises are governed by weather conditions such as wind, rain, and lightning. In these instances, a full refund will be provided. 43. The pontoon boat accommodates up to 10 guests or 1555 lbs. – whichever is reached first. A driver is provided by Dobson Ranch for liability reasons. Children under the age of 14 must be accompanied and supervised by an adult and children age 12 and younger must wear provided life vests at all times on the boat, maximum of 5 children ages 12 and younger on one tour. 44. Food and beverages, in non-breakable containers, must be noted on the contract by the Recreation Coordinator/Director prior to the boat ride. 45. Smoking and pets are not permitted on the Pontoon Boat. Fishing is not permitted while boat is underway. 46. No standing while the tour is in process. Must follow directions of tour guide at all times. 47. Homeowner agrees to fully protect, indemnify, and hold harmless from all liabilities, The Dobson Association, Inc and its representatives, including but not limited to all loss, cost, injury, claims, and damages arising from the use of the Pontoon Boat. Homeowner also agrees to compensate The Dobson Assoc. for any damages or repairs caused by actions arising from guests or self while using the Pontoon Boat.

I, ________________________________ have read and understand the policies set forth by the Dobson Ranch Homeowners Association. I also agree to hold harmless and indemnify the Dobson Ranch Homeowners Association, its officers, agents, and employees against any claim or loss for personal injury or property damage resulting from use of the facility. I will be in attendance the entire length of the event, and understand that if I leave the event the event will end, and the deposit will not be returned. I agree that I will be responsible for any damage done to Association building or facilities and additional charges may be applied to my reservation. I accept full responsibility for the conduct of my guests, adults and minor children. If my event does not end at the scheduled time I understand I will be responsible for additional charges. I have read and fully understand all of the terms and conditions set forth in the Rental Agreement and this contract, and I agree to adhere to all policies by signing this contract. _______________________________________________ Facility Renter Signature

________________________________ Date

Revised 1/2017

Profile for The Dobson Association

Facility rental rules 2017 final 030117  

Facility rental rules 2017 final 030117  


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