Facility Use Agreement Online Form
Whispering Pines Metropolitan District No. 1
Clubhouse Rules and Regulations
c/o Teleos Management Group
District Management Office
Telephone: (303) 912-2655
Email: marlene@teleos-services.com
Amended: May 13, 2025
INTRODUCTION
The Clubhouse & Pool Rules and Regulations have been prepared by the Board of Directors (“Board”) of the Whispering Pines Metropolitan District No. 1 (the “District”). These Rules and Regulations are adopted as provided by §32-1-1001(1)(m), C.R.S. The Board of Directors of the District has the right, at any time, in its sole discretion, to delete from, add to, or otherwise change these Clubhouse & Pool Rules and Regulations (“Rules and Regulations”).
As of the effective date, these Rules and Regulations shall be enforced by the District as provided by applicable law.
By using the District’s Clubhouse and Pool (“Facilities”) all Owners and Permittees acknowledge and agree that it is necessary for representatives of the District to apply and enforce these Rules and Regulations for the benefit of all Owners and Permittees and that all Owners and Permittees may enjoy the Facilities subject to the District’s governing documents. Annual liability waivers are required. The Residents, Permittees and Authorized Users enjoying the Facilities must respect the rights of others sharing in the use of the Facilities. Courtesy and common sense must prevail in the proper utilization of the Facilities.
The use of the Facilities is primarily for the enjoyment of the District Residents. Permittees and Authorized Users requesting to use the Facilities will be accommodated to the extent possible after giving priority to District Residents. The District reserves the right to charge fees for special accommodation requests and for use by non-District Authorized Users. Non-District Authorized Users may request the current fee schedule for use of the Facilities by contacting the District Manager.
Use of Clubhouse Facilities and Assumption of Risk, RELEASE AND INDEMNITY
All use of the District Facilities is voluntary and at one’s own risk. The recreational nature of all District Facilities, activities and programs may involve some personal or physical risk on the part of the user. Program participation and use of District Facilities by Residents, Permittees and Authorized Users is an acknowledgement and acceptance of the inherent risks and a waiver of any claims related thereto.
Persons using any Facilities or entering upon District property shall indemnify, assume the defense of and hold harmless the District, its officers, directors, agents, employees, representatives, successors and assigns from any and all obligations, liabilities, claims, demands, losses, damages, costs or causes of action whatsoever in any way due to or arising out of or related to a person’s presence on District property or engagement in any activities on the property. Further, Residents, Permittees and Authorized Users hereby assume all risks involved in respect thereto and do hereby release and discharge the District from any liability for loss, damage or injury incurred by Residents, Permittees or Authorized Users arising out of their entry on or presence upon the District Facilities or engagement in any activities associated therewith.
The District strives to consistently maintain the Facilities in the highest quality condition. However, periodic wear and tear, as well as seasonal or climatic factors, may temporarily render an area in less than optimum condition. If such a condition occurs, the Manager should be contacted for assistance. If a person accepts the Facilities’ conditions by making use of the Facilities without notifying the Manager or District of any concerns, the District will assume that the Facilities are in an acceptable condition. Injuries, accidents or other serious incidents should be immediately reported to the management office at Teleos Management Group, (303) 818-9365, for completion of an incident report and any remedial action to be taken. In the case of emergency situations, 911 should be called for immediate assistance.
The District shall not be liable for bodily injury, property damage or inconvenience sustained during the use of the Facilities and/or any programs presented therein. Further, the District is not responsible for the loss of any personal belongings of any Resident, Permittee or Authorized Users. Nothing in these Rules and Regulations shall be deemed to constitute a waiver of the protections provided to the District by the Colorado Governmental Immunity Act, be amended.
Usage by District Residents. District Residents may rent the Facilities for a fee of $200.00 for the first (4) four hours with a $500.00 refundable deposit. Fee payment and security deposit must be made prior to renting the Facilities. A "Rental Agreement" must be completed, signed and returned to the Management Company prior to the time of the reservation. Deposits and rental fee must also be paid at this time. Two checks must be prepared for the rental of the Facilities, one for the refundable security deposit in the amount of $500.00 and the other in the amount of $200.00 for the Rental Fee for the first (4) four hours, each additional hour is $25.00. The checks are to be made payable to Whispering Pines Metropolitan District No. 1. Your fob to the Facilities, if needed, will be activated for the Applicant before the event and may be given earlier at the discretion of the Management Company. The fob will be deactivated, as appropriate, following the event. An Event Use Checklist will be provided with the fob. After inspection by the Management Company, the security deposit will be shredded within 7 days or applied to the cost to correct deficiencies existing at the property as a result of the Event. The District reserves the right to discontinue access to the Facilities when, in the discretion of the Board of Directors, it is in the best interest of the District to do so. Requests for waivers of fees are addressed below.
CODE OF CONDUCT
- All persons using District Facilities must conduct themselves so as not to jeopardize or interfere with the rights and interests of other persons.
- Residents are responsible for the conduct of their Permittees. All visitors to the Facilities will be held to the same standard of conduct as Residents.
- All persons using the District Facilities shall refrain from loud, profane, indecent, or abusive language. The District Facilities are family friendly facilities and all persons shall conduct themselves in a manner consistent with this standard.
- No one shall harass or accost any other person, District volunteers, District management personnel, or other representative and all persons are expected to comply with all requests and demands of District authorized personnel.
- No one shall compromise the safety of others by their actions.
- Physical or verbal abuse directed at others including District volunteers, District management personnel, employees or officers, will not be tolerated and will lead to immediate expulsion from the Facilities, revocation of future privileges and/or fines or penalties.
- Residents, Permittees and Authorized Users will be held responsible for any damage to District property caused by the Residents, Permittees or Authorized Users. The Facilities are not supervised twenty-four hours per day, therefore, it is in everyone’s interest to immediately report to the Management Company any damage and to identify the person causing the same. The Facilities are under video and access surveillance to deter criminal activity and identify perpetrators who cause damage.
- Residents, Permittees and Authorized Users shall obey all safety rules and shall cease and desist from unsafe activity.
- No pets are permitted in the Facilities at any time, except for service animals.
- The Facilities are drug-free, smoke-free and tobacco-free environments. No tobacco, marijuana, smoking (vaping), or drug use is permitted in or on District Facilities. No glass containers of any kind are permitted.
- Any person who conducts himself/herself in an unbecoming manner or who violates any District governing document shall be subject to immediate ejection from the Facilities, revocation of use of District Facilities, and/or fines and penalties as determined by the Board of Directors.
ENFORCEMENT OF RULES
These Rules and Regulations and policies adopted by the District pursuant thereto, provide the District procedures and methods to ensure compliance with these Rules and Regulations. The District’s remedies include, but are not limited to:
- The right to levy reasonable monetary fines and penalties for violation of these Rules and Regulations, after notice and an opportunity for hearing.
- The right to suspend a Resident’s, Permittee’s or Authorized User’s and any resident in the person’s household’s right to use the District Facilities.
USE OF CLUBHOUSE
“The Clubhouse is locked at all times except for the restrooms during pool hours.”
Alcohol:
Alcohol Use Policy - Whispering Pines Metropolitan District No. 1
The Whispering Pines Metropolitan District No. 1 allows alcohol at certain private events held at the District-owned Clubhouse, subject to the following policy. This policy is designed to encourage responsible use of the facility while minimizing legal and safety risks for all residents and the District.
Event Classification
Events where alcohol may be present are categorized as follows:
A. Small Private Gatherings
Examples: birthday parties, book clubs, baby showers, neighborhood potlucks
- Invitation-only (not open to the public)
- Hosted by a resident or authorized user
- Alcohol is not sold or included in ticket/admission fees
- Attendance is fewer than 40 people
- No hired bartender or alcohol vendor
Requirements for Small Private Gatherings:
- Must receive prior written approval from the Managing Agent or a member of the Board.
- No liquor license required.
- No additional insurance or licensed bartender required, unless otherwise directed.
- The host assumes full responsibility for all alcohol consumption and behavior of guests.
⚠️ Alcohol must not be served to minors or visibly intoxicated individuals.
B. Large Private or Public Events
Examples: fundraisers, weddings, public holiday parties, HOA-sponsored functions
- May be open to the public or larger resident audience
- May involve alcohol sales or ticketed entry
- Attendance exceeds 40 people
- May include hired bartenders, caterers, or alcohol vendors
Requirements for Large Events:
- Written approval from the Managing Agent or Board required.
- If alcohol is being sold or tickets include alcohol, a Special Event Liquor Permit must be obtained through the appropriate local licensing authority.
- One of the following insurance and service options must be met:
- Hire a licensed bartender with a minimum of $1 million in liability insurance, OR
- Provide an alcohol liability insurance policy with $1 million in coverage, naming Whispering Pines Metropolitan District No. 1 as additional insured.
⚠️ Proof of insurance and, if required, licensing must be submitted at least 7 days prior to the event.
Inclement Weather: In the event of inclement weather, there is no guarantee that the Clubhouse parking lot or Clubhouse walkways will be cleared at the time of your event. The Whispering Pines Metropolitan District No. 1 has a 24-hour period after a snow event concludes to clear snow of 2-inches more from the sidewalks and 4-inches or more from the parking lot. Please plan accordingly.
Located at the Clubhouse is the Kitchen/Lounge Area, Outdoor Swimming Pool, Restrooms, and Patios.
EVENT SCHEDULING POLICIES
In order to accommodate the large number of persons who may utilize the District’s facilities, it may be necessary to schedule and coordinate activities. In establishing schedules, the District will make every effort to adhere to the following policies and stated priorities:
District's Board of Directors and Board Committee Meetings: Any meeting of the District’s Board of Directors or committees of the Board shall have priority over all other meetings. Notices of these meetings will be posted on appropriate District bulletin board(s).
- No pets or animals are allowed within the Outlook complex, except for service animals.
- Member is responsible for providing his/her own cleaning supplies.
- Nothing is to be hung or attached to the walls, lights or any other fixture.
- No nails, tacks, staples or tape is to be attached or placed on the walls, wood or wood trim. No glitter or confetti is to be used.
- No soap, paint, wax or any other materials are to be placed on the glass windows.
- Any and all event decorations must be reviewed and approved by staff.
- Personal property left on site after the event shall be held for a period of three days and will be considered abandoned if not picked up within that time frame.
- No tobacco, marijuana or drug use is permitted within the Outlook Clubhouse, Pool or Patio Areas.
- All trash containers must be emptied and all party refuse and trash must be hauled to the dumpster by Member.
- Member recognizes that the event/activity approved under this Facility Use Agreement includes the serving of alcoholic beverages and therefore, the event/activity (and in particular the operation of motor vehicles thereafter) may be unlawful and is potentially dangerous and involves risk of loss or damage to personal property as well as risk of personal injury or death. Member assumes all responsibility for ensuring that alcohol is served only to those of legal drinking age. The District makes no representations, warranties or assurances regarding the safety of the event/activity in connection with the Facility Use Agreement or the qualifications of any person or entity associated with the event/activity, and expressly disclaims any liability in connection therewith. Despite such risks, Member desires to host the event/activity knowingly, freely and voluntarily, and assumes any and all risks associated with the event/activity, including without limitation the risk of loss or damage to personal property, personal injury or death. Member hereby release and indemnifies The District and its officers, directors, agents, employees, representatives, successors and assigns (collectively, the “Indemnified Parties”) from and against any and all liability, claim, demand, damage, loss, cost, expense, action or cause of misconduct of an employee of the District. It is expressly understood by Member that the extent of such potential losses, damages or injuries are not known and cannot be determined as of the date hereof, but is the express intent that this instrument apply to any and all such unknown loss, damage or injury.
Dangerous Materials: Member shall not keep or have on the premises any article or item of a dangerous, flammable, or explosive nature that might increase the danger of fire on the premises or that might be considered hazardous.
Right of Inspection/Nuisance: The District Board of Directors and/or its assigned agents reserve the right at all reasonable times to enter the premises for the purpose of inspecting the premises, facilities and improvements thereon. Loud music, instruments and other appliances or equipment shall not be operated in a manner to constitute an unreasonable disturbance to adjacent property owners.
All music (live band, stereo and/or DJ-Juke Box) must end by 10:00 p.m. and kept at a noise level not to exceed 45 decibels. You must state on your application what type of music.
INTRODUCTION