Reservation and Rental Agreement
2026

MONDAY - THURSDAY: 9 A.M. - 10 P.M.
FRIDAY - SUNDAY: 8 A.M. - 11 P.M

Rental Space: Community Room + Kitchen

Rental Fee: $250

Rental Fee Includes: Access to 8 Rectangle Tables + 64 Chairs, Kitchen, and Bathrooms

Page 1

Rental reservations will only be considered for a 'Resident in good standing' with Winding Creek HOA. 'Resident in good standing' is defined as a resident that:
a. Is current with their Association assessments and/or other fees
b. Does not currently have unpaid fines assessed against their account
c. Does not currently have any property violations
d. Does not have any pending litigation with the Association
e. Each Resident can rent the Clubhouse space a maximum of six (6) times per year, but only four (4) each year on weekends (Friday - Sunday).

Rental reservations are granted on a first-come, first-served basis. All private rental requests will be reviewed and approved within seventy-two (72) hours. The Association reserves the right to approve or deny any reservation due to previously scheduled community events, activities, or meetings.
In general, private events shall not exceed six (6) hours, including setup and cleanup. Requests to extend rental times beyond this limit will be considered on a case-by-case basis. The Association reserves the right to deny or cancel any reservation at its discretion.
Reservations will not be available on the following days: Christmas Eve, Christmas Day, Thanksgiving, Independence Day, Memorial Day weekend, Labor Day weekend, Easter, New Year's Eve, New Year's Day, and other federal holiday weekends, subject to availability.

All reservation fees are due at the time the rental reservation agreement is submitted. Fees must be paid by check made payable to "Winding Creek HOA." On the memo line, please include "rental reservation deposit" and the date of the event. Residents may also make an ACH Payment via BUURT, the resident portal. Reservation fees may be waived for registered non-profit organizations at the Association's discretion.

 

Following the private event, a member of the Association staff will inspect the rented room/space to determine whether the space, building, and grounds have been properly cleaned and whether any damage or theft has occurred.

Page 2

The Hosting Resident(s) may be responsible for cleaning and/or damage fees as outlined
below:

• $100.00-$200.00 for failure to clean up after the event
• $200.00-$350.00 for excessive mess or heavy soiling
• $350.00-$500.00 for damage to the facility or its contents
• Full cost of repair or replacement for unrepairable or permanent damage

The Hosting Resident(s) are required to pay all fees within thirty (30) days of receipt of the
notice of charges. If payment is not received within thirty (30) days, the Association may add
the charges to the Owner's association account and may file a lien against the Resident's
property to collect the outstanding balance.

The private event shall be limited to the community room and kitchen only. Guests must use
designated parking spaces and are prohibited from parking on grass or sidewalks. Any private event
that exceeds the approved rental boundaries or violates parking restrictions may result in disciplinary
action by the Association, including fines and/or suspension of member privileges.

The pool and fitness center are not included in the private rental and shall remain open to residents
during their standard operating hours.

The Hosting Resident(s) must be in attendance at all times during the hours the room/space is
reserved and will be responsible for the behavior and actions of all persons attending, including
ensuring that all private event attendees comply with the Association's rules and regulations. The
Hosting Resident(s) is also responsible to ensure the noise level of the private event is not a nuisance
to any of the adjacent amenities and/or surrounding homes. Complaints about the private event may
constitute removal of the offending individual(s) or termination of the private event.

The following items are prohibited:

• Inflatables of any kind, including bounce houses, movie screens, obstacle courses, or similar structures
• Smoking or use of any tobacco products
• Pets, except for registered service animals
• Firearms or other weapons
• Attaching decorations to walls, doors, or other painted surfaces without prior written consent from the Association
• Moving furniture without prior consent from the Association. If consent is granted, all furniture must be returned to its original position after the private event

Page 3

In addition, the Hosting Resident(s) shall be responsible for all interior furnishings and Association property that is used by or accessible to attendees of the private event. The Hosting Resident(s) are responsible for the repair or replacement of any furniture or other Association property that is damaged in connection with the private event, as outlined in Section 3.

The Hosting Resident(s) are responsible for the setup and breakdown of tables, chairs, and any other movement of furnishings. All setup, breakdown, and required cleaning of the premises shall be performed at the risk of the Hosting Resident(s) and/or their vendors (including, but not limited to, caterers) and event attendees. The Association shall not be liable for any injuries or damages arising from the movement of furnishings or the cleaning of the premises.

The Hosting Resident(s) are also required to comply with all requirements set forth in the "Opening and Closing Procedures" checklist located on page 7 of this Agreement.

All alcohol service and consumption associated with this Rental Agreement must comply with Texas state law, including the Texas Alcoholic Beverage Code, as well as all Association rules and policies. Any alcohol served must be provided by a TABC-certified bartender hired for the private event, at the Hosting Resident(s)' expense.

The Hosting Resident(s) acknowledge and agree that they are solely responsible for the service and consumption of alcohol on the premises and for any consequences arising therefrom, and that the Association assumes no liability. Alcohol may not be served to individuals under twenty-one (21) years of age or to any individual who is intoxicated.

For any event where alcohol is provided, general liability and/or special event insurance naming the Association as an additional insured is required, and the sale of alcohol is strictly prohibited. The Association and/or Board of Directors reserves the right to enforce these requirements and, at its discretion, may require off-duty uniformed officers at the Hosting Resident(s)' expense.

A minimum of seventy-two (72) hours' notice is required to cancel the rental and this Agreement prior to the scheduled private event. Cancellation must be submitted in writing via email to the Community Manager and Lifestyle Director.

If the Agreement is canceled at least seventy-two (72) hours prior to the event, the reservation fee will be refunded. If cancellation occurs within seventy-two (72) hours of the event, the rental fee will be forfeited.

The Hosting Resident(s) are responsible for cleaning the rental space and returning it to the condition it was in prior to the private rental. The Opening and Closing Procedures section of this Request Form outlines, in detail, the areas to be cleaned and the proper setup and/or storage of folding tables and chairs. Please refer to Section 3 for applicable charges and procedures.

Page 4

Reservations may be rescheduled due to inclement weather if the Management receives an advanced notice. Rescheduling must take place before the start time of the scheduled reservation if inclement weather occurs within the time of your scheduled event; you are not entitled to a refund.

The Hosting Resident(s) are responsible for inspecting the rented space prior to setting up their private event. If any damage, maintenance issues, or other problems are observed, the Hosting Resident(s) must notify the Community Manager immediately. Reporting issues prior to the event helps ensure that the Association is aware of existing conditions and prevents the Hosting Resident(s) from being held responsible for pre-existing damage.

PLEASE SUBMIT THE COMPLETED APPLICATION TO ASSOCIATION STAFF TWO WEEKS PRIOR TO THE EVENT

I have read and agree that I am responsible for ensuring that my guests, attendees, vendors, contractors, and any other individuals associated with my private event abide by all rules, terms, and conditions stated in this Reservation and Rental Agreement. I understand that I am responsible for any fines, fees, or penalties resulting from inadequate cleaning of the facility, parking areas, or any Association common area property affected by my private event, including any damage, theft, or behavioral violations by any individuals attending the event.

I hereby release, on behalf of myself and on behalf of my guests, attendees, vendors, contractors, heirs, executors, administrators, and assigns, the Association and its directors, officers, employees, and agents from any and all liability or claims arising from the private event, including but not limited to injury, property damage, or loss, except as caused by the gross negligence or intentional misconduct of the Association.

Page 5

If you are hiring vendors (i.e. catering, equipment rental, DJ, bartender, etc.), please include their contact information on this form. A certificate of insurance (naming Winding Creek HOA Holdings VII/ CCMC as a certificate holder) will be required for any vendor performing work on Association premises.

Page 6

The Hosting Resident(s) are responsible for ensuring that the rented space is returned to its original condition following the private event. This includes, but is not limited to, removing all trash and personal items, wiping down surfaces, cleaning the kitchen area, returning tables and chairs to their original positions, and ensuring floors are free of debris. All decorations must be removed, and any equipment or furnishings used during the event must be properly stored as indicated in the Opening and Closing Procedures checklist. The Hosting Resident(s) are responsible for completing these tasks at their own risk, and the Association is not liable for any injury or damage that occurs during the cleaning or breakdown process. Failure to comply with the checklist may result in cleaning and/or damage fees as outlined in Section 3 of this Agreement.

Please check off each item after completion.

Page 7