1.     An owner/occupant may obtain a copy of past council meeting minutes from KCS (Kelowna Condominium Services).

2.     An owner/occupant or visitor must not use or store personal barbecues on common property except with council’s permission.

3.     The sidewalks, walkways, passages and driveways of the common property shall not be obstructed or used for any purpose other than that for which each was designed.

4.     Speed limit shall be 30 km/h unless otherwise posted and may be changed by council from time to time.

5.     The common pathways are designed for the use of pedestrians only.

6.     Roller blades and bicycles are not permitted on the pathways. They must be kept to the roadways.

7.     Any landscape maintenance issues are to be dealt with in writing to council with a copy to the garden committee. This action should ensure that all lines of communication are kept open, and prevent unnecessary incidents between owners/occupants and the contracted maintenance people.

8.     Informal town hall meetings must be held twice yearly in addition to any SGM or AGM. They would preferably be in September and March but are left to council’s discretion.

General

The clubhouse is intended to provide facilities for the enjoyment and use of the owners/occupants of the Balmoral resort community.  The following categories of persons are entitled to use the clubhouse and its facilities:

a     Owners/occupants

b     Guests invited and accompanied by owners/occupants 

c      Registered long term visitors. (issued with appropriate “guest identification pass”)

Note: Guest identification pass to be issued by the Strata Council if guests are Registered as Long Time Visitors [Council’s discretion] and are at least 45 years of age or older.

d     Registered “house sitters” (issued with appropriate “guest identification pass”)

1.      Parking

a    Per BC Building Code 2006, Article 3.2.5.6., no parking is allowed on Balmoral roadways.

2.   Social Committee

a     The Social Committee shall be deemed to be self sufficient and responsible for the social events that take place within the Balmoral complex. The Committee may collect fees to cover costs for such social events and any monies collected must be used for the benefit of all Balmoral owners/occupants. Any Social Committee capital expenditure over five hundred ($500) requires prior council approval for community accountability purpose. Council requires a written monthly report from the Social Committee, which must include an account balance. The council treasurer must audit the Social Committee books on an annual basis.

b     The net profit realized from an event requested by the Social Committee will be split 50/50 with the group and the Social Committee.

3.  Pets – Animals

a     Pets, animals, (other than seeing - eye dogs) etc. are NOT allowed in the Clubhouse premises under any circumstances. This includes the mailroom and patio areas.

4. Security and Control

a     In the interests of security and to ensure that access to the clubhouse is restricted to owners/occupants, all doors to the clubhouse are secured so that access is only possible with a key.  Each residence will be issued two keys at no charge.  No more than two keys will be allowed to each property.  Where there are three owners/occupants on a strata lot, a third key may be issued at the discretion of council. These keys cannot be duplicated through normal outlets (i.e. key cutting station, locksmiths, etc.)  They can only be replaced in the case of loss (or other serious reasons) by applying in writing to the council.  A charge of $20 will be levied.  Keys shall not be made available to non-residents.

b     Council will maintain a register of all keys issued and the owner/occupant will be required to sign the register to acknowledge receipt of the keys.

c       ALL owners/occupants share the responsibility of ensuring that ALL doors to the facility are locked and lights, TV/Radio, appliances, fireplace, etc. are turned off upon departure.

d      All owners/occupants share the responsibility of ensuring that the privacy of all individuals is protected.

5.  Rental of the Main Hall and Kitchen Facilities

a     The main hall and kitchen will only be rented for non-exclusive functions such as anniversaries, weddings, birthdays, memorial services or other similar functions where the person or persons being honoured are Balmoral owners/occupants.  Functions for children, grandchildren, other family members or friends do not qualify.

b     The social committee is responsible for all bookings of the main hall and kitchen.      

c      The owner/occupant booking the main hall and kitchen must ensure that all rules, pertaining to the facilities are strictly enforced.  An owner/occupant booking/renting the main hall and kitchen must sign the booking/rental agreement in force.

d     The clubhouse can be used for the activities of the Balmoral social groups and council providing the facility remains accessible to all owners/occupants and with the approval of the council.

6.  Notices/Signs

a     Any notices or signs placed in the clubhouse or on outside notice board must be signed, dated and removed after 2 weeks.

7. Premises, Furniture And Fixtures

a     Council approval must be obtained before the purchase of any major equipment.

8. Maintenance, Cleaning

a     The clubhouse premises, including pools, are maintained and cleaned under service contracts.  However, users of the premises and facilities will do their share to keep the place clean and in good order.

                      i            That a notice be posted on the Notice Board for Owners wishing to do cleaning of the        Clubhouse on an on-call basis. Anyone signing up will be paid for doing this work at  a competitive rate per hour.

                    ii            When additional cleaning of the Clubhouse is required after an event, this would be  carried out at the request of the Social Committee on an as needed basis by the resident cleaning team who would be paid from the Social Committee Account.

9. Guests to the Clubhouse

a     Owners/occupants may bring guests to the clubhouse, but must accompany them for the duration of the time they are on the premises. It is the responsibility of the owner/occupant to ensure that visitors adhere to all the Rules and Bylaws.

b     Owners’/occupants’ offspring or other visitors are not permitted to bring guests to the clubhouse. 

c      Guests using the pool areas are subject to the rules governing that area.

d     Children under the age of 18 years are not permitted in the clubhouse except for the pool area. Children under the age of 18 years will be allowed in the main hall, kitchen and bathroom areas during:

       i   A non exclusive rental function in the main hall/kitchen.

                                ii      An exclusive event which has been designated as “child friendly” by the Social Committee. This would apply to daytime events only. It is the duty of the resident bringing the child/children to ensure that such child/children do not interfere with the enjoyment of all in attendance at the event. (within reason!).

10. Swimming Pool and Hot Tub

a     All persons using the pool or hot tub do so at their own risk as no lifeguard will be on duty at any time.

b     Guests: 

i        Owners/occupants may bring adult guests to the clubhouse and such guests may use the pool facilities, provided an owner/occupant accompanies them for the duration of time they are on the clubhouse premises.

ii      Owners/occupants may bring children to the swimming pool, provided they are accompanied by the owners/occupants and abide by Bylaw 40(b):

Visitors, Children and Supervision, Section b). The swimming pool is not a toddler friendly area. For safety reasons each child who does not have accredited swimming skills must be accompanied in the pool at all times by a responsible adult. Any person who is not toilet trained is not allowed in the pools. The owner/occupant is responsible for any clean up expenses.

iii    Children are NOT allowed in the pools except during the following hours:

DAILY – 11:30 AM to 1:00 PM and 5:00 PM to 7.00 PM.

iv       For safety reasons, no children are allowed in the hot tub: Bylaw 40 (c).

c      All persons using the pools MUST SHOWER immediately before entering the pools and must ensure all sun tan lotions or other such lotions or oils are completely removed as these substances can affect the filtration system.

i        All bathing suits previously used in lakes etc. must be laundered before being worn in the pool to prevent contamination from algae.

ii      Persons having any skin disorders, rashes, lesions, etc. or other infections, are not permitted to use the pools.

iii    Food and drinks are not permitted in pool area.

iv     Street shoes are not permitted in the pool area.  Persons going through the pool area to or from the terrace must remove street/outside shoes.

v       ALL users of the facilities must strictly adhere to rules posted in the pool area.

vi     Inflatable toys, rafts or surfboards are not permitted in the pool area. Life preservers and pool equipment must not be interfered with or removed.

vii   Rough play, excessive noise, diving and/or running into the swimming pool or hot tub is not permitted.

viii  Spitting, spouting water, blowing the nose or discharging bodily wastes into the pool is strictly prohibited.

ix     Bathing suits must be worn at all times.

x       Persons with long hair must wear bathing caps when using the pools or hot tub.

xi     If entering the main clubhouse after using the pool or hot tub and while still wearing swimwear, footwear and a cover-up must be worn.

xii    Council reserves the right to refuse admittance to, or eject from the pool premises, any persons failing to comply with the above rules.

11.  Smoking

a     Smoking is not permitted in any area of the clubhouse. This restriction also applies to the outside patio areas and the mailroom, with the exception of the patio area adjacent to the sports lounge.

12.    Restrictions/Out Of Bounds

a     Access to the electrical room, pump-house, thermostats and janitors storage area is restricted to authorized personnel only.

b     All owners/occupants and guests are required to obey the posted rules of the clubhouse.  Any person violating these rules may, at the discretion of the council, have their privileges withdrawn and, in the case of the owner/occupant, be liable for a fine.  Once privileges have been withdrawn, reinstatement must be applied for in writing to the council.

13.  Exercise Room

a     Persons who are barefoot, in stocking feet or wearing street shoes are not permitted to use the exercise equipment.  Clean shoes must be worn at all times.  Safety and Health concerns and the proper maintenance of the equipment demand the observance of these rules by all users.

b     Persons using the equipment must clean off any perspiration after a work-out, and must dust off all equipment before and after use.

c      The use of any lubricant on any of the machines is forbidden.

14.  Library

a     The library is to be used for library purposes and meeting room purposes only. Council and committees wishing to use the room are required to book the room as necessary.

15. Non-Exclusive Special Events at the Clubhouse

a     Application will be made to the social committee for approval of plans by completing Part 1 of the Agreement Form.  Apply as early as possible to coincide with social committee meetings.

b     The host will make arrangements with an eligible supervisor, designated by the social committee, to monitor his/her event.  Both parties will check together the clubhouse and the equipment needed, both before and after the event. Each host using the clubhouse is responsible for leaving the clubhouse as they found it – tidy, clean, swept and vacuumed with tables, chairs and equipment in the appropriate locations.  Kitchen floor is to be free of spills and garbage is to be bagged and removed from the clubhouse.

c      Rental Rates:                                                  

i        Rental of main hall only including kitchen, dishes, cutlery:  $75

                           ($50 to the Strata Corporation and $25 to the Social Committee)       

ii      Rental of Portable PA System (in-house system free):        $25

iii     Bereavement – No charge for memorial services, but $75 charge for dinners or associated events.

         Rental does not entitle the owner/occupant or their guest(s) access to any other areas of the               clubhouse (with the exception of the washrooms and cloakroom). 

d     A damage deposit is required to confirm a booking.  The renter and supervisor will read and sign Part 2 of the Agreement Form.  The renter will give $150 as a damage deposit to the supervisor.  This deposit will be refundable in full after the event when both parties confirm that all is in good order and both parties have signed Parts 3 & 4 of the Agreement Form.

e     In the event of the sale of liquor resulting in a profit, the renter is responsible for obtaining any necessary liquor license/s and providing qualified bar persons.  All necessary permits are to be displayed during the entire event. 

f        The social committee will not be involved in catering for non-exclusive functions.

g     During the event, the same Bylaws and Rules for Clubhouse use are in effect as at all other times:

i        When guests and owners/occupants are parking at the clubhouse, due consideration must be given to owners/occupants of neighbouring lots. No overnight parking.

ii      The closing time for an evening event, including clean-up, is midnight (with the exception of New Year’s Eve)

h      Guidelines for Owners/Occupants and Supervisors of individually hosted events:

i        Persons eligible to supervise individually hosted events will be a member of the social committee who is familiar with the clubhouse facilities and equipment.

ii      When the host’s original application is approved by the social committee, it will be returned to the host and a supervisor will be designated. When the supervisor and the host have signed Part 2 and the supervisor has the damage deposit and fee in hand, they will notify the social committee chairperson to confirm the booking.

iii    A designated supervisor is authorized by the social committee to monitor use of the clubhouse and its equipment for a specific event. Careful checks with the host and completion of Parts 3 & 4 of the Agreement Form will ensure responsible use.

iv     The damage deposit money will be used only if needed for small breakages, repairs, extra cleaning costs etc.  Minor difficulties should be resolved with the host.  Any damage to the clubhouse premises, furniture or fittings must immediately be reported to the social committee, prior to the return of the deposit money.

v       After the event, the Agreement Form, with all parts completed, is to be handed in to the social committee for its records.

BALMORAL CLUB HOUSE USE AGREEMENT FORM

Pg. 1

Permitting use of Balmoral Clubhouse for non-exclusive special events

PART 1:  Application for approval of plans.

For Social Committee use:

APPLICATION APPROVED at Social Committee meeting of                                           (date):

Signature of Chairperson:                                                    DATE                                                

BALMORAL CLUB HOUSE USE AGREEMENT FORM

Pg. 2

PART 2:  Basic Agreement:

When complete, the event Supervisor notifies the Chairperson of the Social Committee and the booking is confirmed.

In hosting this event, I, (Host’s name) ______________________, agree to abide by Balmoral’s Bylaws and the Social Committee’s guidelines.  I hereby submit $150 damage deposit money to my Supervisor, plus the rental fee.  The damage deposit is refundable to me if the Clubhouse and equipment is left in good order.  If damage exceeding $150 occurs during this event, Balmoral Strata Corporation KAS2464 may hold me personally liable for it.

I certify that I have received a copy of the Guidelines for Owners/Occupants/Supervisors of individually hosted events.  I understand these guidelines and will abide by them.

­­­­­­­­­­­___________________________________ (Host Signature)

I, (Supervisor’s name) ___________________________, am willing to serve as supervisor for this event.  I have received $150 in damage deposit, plus the rental fee.

______________________________ (Supervisor Signature)

PART 3:  Complete immediately BEFORE the event:

The Clubhouse and equipment required are in good order.

_____________________________________ (Host Signature) DATE: _______________

_____________________________________ (Supervisor Signature) TIME: ___________

PART 4:  Complete immediately AFTER the event:

The Clubhouse and equipment used are in good order.

Damage deposit is refunded:          ___________________________ (Supervisor  Signature)

Damage deposit is received:          ___________________________ (Host Signature)