Last update on 04/22/08

Recreation Center Policies and Procedures

Qualifications
The pool and hall in the recreation center may be reserved only by a homeowner or renter who has been issued a current and valid membership I.D. card. Any person reserving the pool or hall must be present during the function.

Hours Available for Room Rentals
Fridays-5pm-12pm
Saturday & Sundays-10am-3pm/4pm-11pm
Holidays-10am-3pm & 4pm-11pm (with the approval of the Recreation Director)

The first hour is for set up and the last hour is for clean up. Music and party activitiesmust cease one hour prior to the ending of the function. All homeowners or renters reserving the hall or the pool area must clean up and vacate the premises no later than the designated time limit.

Swimming Pool Rentals and Lifeguards
The pool may be rented at a rate of $100.00 per hour and $15.00 per hour per lifeguard.  A V.O.K. lifeguard must be present during your swim period. One lifeguard per 25 people.  Rentals of the swimming pool must be authorized by the Recreation Director.

Payments
All fees must be received no less than 2 weeks prior to your function.

Confirmation
A reservation shall not be considered valid until a rental agreement is signed by both parties.  A deposit will be collected to hold a function date. If your check is not honored by the bank where it is drawn on, the rental agreement will be null and void until adequate payment has been made.

Cancellation
Cancellation must be submitted in writing 120 days in advance for a full refund. If the cancellation notice is received less than 120 days in advance, a refund will be made only if the date that you have reserved can be rented. Appeals should be directed in writing to the Village of Kapolei Association Board of Directors.

Reservation Notice
One reservation may be made up to 13 months in advance of the activity. A resident may have 2 rentals within a six month period. The reservation of the recreation center is on a first come first served basis.

Termination of Agreement
V.O.K. reserves the right to cancel a reservation at any time for just cause. If the reason for termination is the result of false or inaccurate information given by the applicant the use fee will be forfeited.

Use Fees
All fees are subject to change without prior notice upon Board of Directors approval. (current Fees)

Disco Music and Dancing
Music and noise must remain controlled so as not to disturb surrounding residents and comply with State Health Department noise code regulations. Noise level must not exceed 55 DBL at property line; 45 DBL after 10:00pm.

Setting Up and Decorations   (Party Layout Diagram)
Setting-up decorations and arrangements must not commence any earlier than the time specified on the Reservation Agreement. Earlier set-up time may be permitted upon payment of an additional fee and with prior written approval from the Recreation Director. Furniture and equipment must remain in its designated room area unless prior written consent has been obtained from the Recreation Director. The person reserving the room or pool will be responsible for his/her "helpers" following the decoration restrictions.

   a. Nails, thumbtacks, or adhesive tape should not be used on any surface.

    b. Masking tape is allowed on woodwork and masonry walls but not on vinyl fabrics or painted surfaces.

    c. Decorations, especially balloons and streamers, must be kept clear of the ceiling fans.

Clean-Up
Clean-up, which includes facilities used plus adjacent rest rooms and areas guest may have littered (i.e., parking lot, planters, playground, etc.) is considered completed only under the following conditions:

    a. All decorations are removed and tables are cleared.

    b. All rubbish is taken to the trashbin located in the rear of the Recreation Center.

    c. Damaged equipment, furniture, etc. is reported to staff on duty.

    d. Staff on duty gives the final approval of acceptable condition of facility.

Damages/Losses
The person reserving the room or pool will be responsible for any loss or damages to the facility and equipment, including reasonable attorney or collector's fees should it be deemed necessary.

V.O.K. assumes no responsibility for property brought into the facility by the person making the reservation.

Unrestricted Entry to Inspect
Any bona fide V.O.K. employee will have unrestricted access to the facilities at all times for the purpose of ensuring appropriate use of the facility by the user. Violation of the Recreation Center Rules and/or Recreation Center Policies and Procedures may result in fines or sanctions including, but not limited to, forfeiture of security deposit and/or suspension of recreation center privileges. Appeals from fines or other sanctions shall be permitted in accordance with appeal procedures adopted by the Villages of Kapolei Association Board of Directors.

Exceptions
Request for exception to any of the above stated conditions, e.g., outdoor cooking, early storage of rented equipment, etc., must be made in writing and so noted on all copies of the Reservation

Agreement before the requested exception will be considered for approval by the Recreation Director or his designee.