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Home My WebLink AboutHidden Villa (4) DUVENECK HOUSE Reservation Form Please complete, sign and return with your deposit to. Hidden Villa Facility Rentals, 26870 Moody Rd. Los Altos Hills, CA 94022 Phone: (650) 949-8648 Fax: (650) 948 -4159 e-mail. hostel@hiddenvilla.org Contact Person. Deborah Padovan Date of Use: May 1,2014 Group Name: Town of Los Altos Number of People: 6 Hills staff Logistic set up form due: April 23rd Phone: 650-947-2513 Arrival time: 9:00am Billing Address: 26379 Fremont Rd. Start of Meeting: 10 :0 0 am Los Altos Hills, CA 94022 Departure time: 4:00pm Email.dpadovan@losaltoshills.ca.gov Hidden Villa Preferred Caterer you will be using: N/A Bringing own food Non Hidden Villa Caterer you will be using: A buy out fee of$2 per person is required in lieu of using Hidden Villa Preferred Caterers. No fee will be charged if you bring your own food. Rental Rate $waived Cancellation/Refund Policy Additional $ If cancelled at any time. The Reservation Guarantee Deposit is non-refundable. Total Rental Fee $ waived 90-60 Days Cancellation. The Reservation Guarantee Deposit and 50% Cleaning/Damage Deposit$100.00 of 2nd Payment are non-refundable. (separate check please)Due By Less than 60 Days Cancellation. No refund. Use CC for cleaning/damage deposit❑ The Security Deposit will be returned to Rental is an 8 Hour Period you iffacility is left in satisfactory between 8 15 a.m. - 6 p.m. condition. Additional hours at$50/hour Reservation Guarantee Deposit of$100 for each rental day must be paid within 10 days.This deposit is subtracted from your Total Rental Fee. Amount: $n/a Due By 2nd Payment:$n a must be paid by 90 days prior to the scheduled event.Due By- Request for liability insurance Please provide the following document: A CERTIFICATE OF INSURANCE is required with Hidden Villa listed as insured on General Liability and additional insured endorsement naming Hidden Villa as additional insured. I agree to the terms set forth ag ement: Contact person: Con_ Date: Apr i 1 2, 2.014 Hidden Villa Staff:Kaliyani Gifford Date:4/1/2014 7-47 OABAG PLAN Corporation p ISSUE DATE(MM/DD/YY) CERTIFICATE OF COVERAGE 4/2/2014 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS BROKER. Alliant Insurance Service,Inc. NO RIGHTS UPON THE CERTIFICATE HOLDER.THIS CERTIFICATE DOES NOT AMEND, 100 Pine Street, 11th Floor EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW San Francisco,CA 94111 415/403-1400 COMPANIES AFFORDING COVERAGE PROVIDER. ABAG PLAN CORPORATION COMPANY P O.BOX 2050 A ABAG PLAN Corporation OAKLAND,CA 94604-2050 COMPANY 510/464-7969 B Ins. Co.Of The State of Pennsylvania Covered Party• Los Altos Hills COMPANY C Lexington Insurance Company Town Hall,26379 Fremont Road Los Altos Hills,CA 94022 THIS IS TO CERTIFY THAT COVERAGE AGREEMENTS LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE PERIOD INDICATED.NOTWITHSTANDING ANY REQUIREMENT,TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN,THE COVERAGE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,EXCLUSIONS AND CONDITIONS OF SUCH AGREEMENTS. POLICY POLICY LIABILITY LIMIT CO TYPE OF COVERAGEEFFECTIVE EXPIRATION EACH LTR POLICY NUMBER DATE DATE OCCURRENCE AGGREGATE A GENERAL LIABILITY GAL 2013-14 7/01/2013 7/01/2014 Combined $5,000,000 X COMPREHENSIVE FORM Single Limit X PRODUCT/ (CSL) COMPLETED OPERATIONS X PREMISES/OPERATIONS X UNDERGROUND EXPLOSION &COLLAPSE HAZARD X CONTRACTUAL BROAD FORM X PROPERTY DAMAGE A AUTOMOBILE LIABILITY GAL 2013-14 7/01/2013 7/01/2014 Combined $5,000,000 X ANY AUTO Single Limit X ALL OWNED AUTO (CSL) X RENTAL/LEASE AUTO X NON-OWNED AUTOS GARAGE LIABILITY B Excess General&Auto Liability 6907982 7/01/2013 7/01/2014 CSL $10,000,000 $10,000,000 C Public Official's E&O 6502580 7/01/2013 7/01/2014 CSL $10,000,000 $10,000,000 C PROPERTY INSURANCE 017471589 7/01/2013 7/01/2014 CSL $25,000,000 X PROPERTY/SPECIAL FORM PROPERTY (per schedule) BOILER X BOILER & MACHINERY MACH & $25,000,000 DESCRIPTION General liability includes Personal Injury and Public Officials'Errors and Omissions Liability This Certificate is issued as proof that the above-named Covered Party is an active member and in good standing with coverage as indicated above. CERTIFICATE HOLDER CANCELLATION Hidden Villa SHOULD ANY OF THE ABOVE DESCRIBED AGREEMENTS BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF,THE PROVIDER/PROVIDEE WILL ENDEAVOR TO MAIL 30-DAY WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT. HOWEVER,FAILURE TO MAIL SUCH NOTICE SHALL IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE COMPANY,ITS AGENTS OR REPRESENTATIVES. Attention. Kaliyani Gifford 41: , 26870 Moody Road Los Altos Hills CA 94022 James Hill,PLAN Risk Manager ABAG PLAN Corporation Administered by the°Association of Bay Area Governments LOGISTICS SET-UP REQUEST FORM The Duveneck House Hidden Villa, Facility Rentals 26870 Moody Road, Los Altos Hills, CA 94022 Phone: (650) 949-8648 Fax:(650) 948 - 4159 Date of Rental May 1, 2014 Group Name: Town of Los Altos Hills Number in Group: six Contact Person. Deborah Padovan Address. 26379 Fremont Road City Zip Los Altos Hills, 94022 Caterer Name. N/A Set-up time- 9 : 00 am Group amval. 10 : 0 0. am Departure: 3 :30 .pm An 8 Hour Period-Between 8:15 a.m.- 6 p.m. Set-Up Required. The living room is set up with seating for 14 people in a u-shape in front of the fireplace. There is a one 6 ft. table in the breakfast nook. The dining room table seats 12 people. There are two additional small tables in the dining room for food or dnnks. We will need no additional chairs set up Check any other requirements. ▪ Movie Screen (projector not provided) ® Flip Chart (2 available, paper and pens are not provided) If needed please specify Notes Please write any additional notes on the back of this page. Complete and return by: • The Duveneck House Day Rental Guidelines r . Hidden Villa History Built in 1929,this historic Mediterranean-style home is the former residence of Frank and Josephine Duveneck,the founders of Hidden Villa We hope you enjoy your time at Hidden Villa We have 7 miles of hiking trails and a full working farm just outside the door for lunchtime excursions. We recommend you dress informally and wear comfortable shoes. The Duveneck House The Duveneck House is currently used by the administrative staff of Hidden Villa with offices located on the lower level and third floor The main floor is available for meetings and retreats. The kitchen is a shared space for rental groups and Hidden Villa staff Availability • $700 for an 8 hour day • Rental hours between 8.15 AM —6PM (this includes set up &clean-up) • Each additional hour is$50, must be arranged in advance Rules • There is no smoking allowed inside or outside the facility due to fire hazard • Park in Program parking lot (see "Parking and Carpooling") • Caterer and/or renter must have house clean of food and waste by finish time indicated on the Reservation Form • If at all possible, we encourage you to use our reusable plates and utensils. If this is not possible,we encourage you to use recycled paper products. Parking and Carpooling • There is limited parking at Hidden Villa, so we encourage your group to carpool Park in the Program parking lot and follow the posted rental signs up the road to the Duveneck House • The Program parking lot is a 5 minute walk to the Duveneck House Please inform your group which facility you are renting and where to park. • The$5 parking fee is waived for rental groups. • The caterer may drive up behind the Duveneck House to the rear kitchen entrance to load or unload supplies.There are limited lights at night; please advise your guests to bring a small flashlight. Catering and Kitchen Use • We ask that you use one of our preferred caterers-see list. • In case you prefer a caterer that is not on the list, you have the buy-out option of$2 per person • You are welcome to use all dishes, silverware and glasses found in the pantry between the dining room and kitchen There is a refrigerator available for your use located in the wet room behind the kitchen Two coffee pots, hot water urns, and percolators are in the kitchen Please do not use items in the cupboards marked "staff" Please wash and return items when finished • There are appropriate bins for compost, recycling, and garbage in the kitchen Please clean up all garbage before leaving. Additional trash cans can be found outside the back kitchen door Furniture • You are welcome to rearrange the furniture in the living and dining room to meet the needs of your group Additional folding chairs can be found in the closet to the left of the stairs. • When finished we ask that you return the house to the condition in which it was found This includes returning sofas, tables, lamps, chairs, plants, etc. Telephones • Only Verizon cell phones work at Hidden Villa • There is a phone in the foyer equipped for outgoing calls only; local calls are free of charge Other calls require a calling card Dial 9 and then the number Bathrooms • There are two bathrooms inside of the house In Case You Need Assistance To reach Hostel/Facility Rentals Staff during your rental, please call as follows • First call facility rentals cell phone 650-269-2014 • Facility rentals/Hostel office 650- 949-8648 *Dial 9 and then the number when using the Duveneck House phone • The Hostel office is on the right side of the road on the way to the main parking lot. In case of fire or life threatening emergency, call 911 (9-911 from Dana Center phone), and then call above emergency phone numbers. Deborah Padovan From: Hostel and Rentals <hostel@hiddenvilla.org> Sent: Monday,April 28, 2014 2:57 PM To: Deborah Padovan Subject: Re: Confirming Hi, Deborah. Thanks for checking in. I believe we have everything we need from you and your group ahead of this Thursday's event at the Duvenek House We have you down as needing a flip chart/dry erase board, but please note, you will need to bring your own markers and paper We also have your insurance. Best, Kaliyani Diny van der Velden, Manager Kaliyam Gifford,Assistant.Manager Hidden Villa Hostel & Facility Rentals 26870 Moody Road Los Altos Hills, CA 94022 Tel (650) 949-8648 www.hiddenvilla.org "Inspiring a just and sustainable future through our programs, land, and legacy " On Mon, Apr 28, 2014 at 1 41 PM, Deborah Padovan<dpadovan@losaltoshills.ca.gov>wrote Good afternoon. Confirming all is in order for our use of the house on Thursday, May 1 Do you have everything you need from us? Any special instructions upon arriving? Is there anyone we should check in with? Thank you. i Deborah L.Padovan, CMC City Clerk Town of Los Altos Hills 26379 Fremont Road Los Altos Hills, CA 94022 Phone 650-947-2513 2