Clubhouse Reservations
Please read and be familiar with this reservation procedure and the cleanup check list to know what is required for a reservation. The reserving homeowner is responsible for both.
Reservations are made on a "first come first served" basis and should be made by email if at all possible after checking the calendar for availability. Phone calls should be kept to an absolute minimum. The calendar can be accessed by clicking on the "Calendar" link at the left of this page.
In general Reservations cannot be made more than 3 months in advance to give more folks a chance at getting available dates. Exceptions can be made for very special events that require more than 3 months advance notice. Events like weddings and special anniversaries and events where large numbers are required to travel to attend will be considered. You must contact the reservation person with a description of the event and the reasons why advance permission is needed. The reservation person will discuss it with the board for approval. Advanced reservations if approved must be paid in advance ($100) and it is non-refundable.
Reservations are not confirmed until they appear on the calendar. It is possible that someone has already made a reservation and it hasn't been posted to the calendar. You should see it on the calendar or get a reply back in 2-3 days. If you don't get a reply or see it posted on the calendar, check back.
Your pass card is your identity. Keep your card in your control at all times. If you loose your pass card, report it missing as soon as you know. You are responsible for lost passes and any damage that occurs from the use of your pass prior to reporting it missing. Replacement passes are $25.
Entry to the Clubhouse is via the north door at the end of the hall by the kitchen using your pass card in the card reader. All homeowners pass cards are good from 7 am to 9 pm. It you need to get in outside these times you need to take possession when your card is active or make special arrangements with a board member.
We are on an honor system. Do not enter if you do not have a reservation. Your pass is unique and the computer keeps a record of who enters at what time. If there are problems, the owner of the pass card used will be contacted.
Make your reservation for the time you will actually be using the clubhouse. If you have a night event but need to g to decorate in the morning, make the reservation to include the morning. We have had cases where folks had an event and showed up to decorate only to encounter an existing event. These cases usually do not end well.
A hasp is provided on the kitchen door so that once you are admitted and take possession you may use a personal lock to secure the building and keep others out. The front and back doors have been re-keyed and only board members have keys to these doors. They have a standard lock set and must be locked from the inside like your home locks for this to work. If you use a personal lock on the kitchen door hasp you must remove it. If you don't remove your lock you are responsible for the locksmith frees to remove it.
Homeowners are responsible for reservations and must be in attendance at the event. We require the homeowner to clean up per the posted check sheets on this web site and posted in the hall at the clubhouse. The reserving homeowner is responsible for all damages that occur.
We try to keep cleaning supplies on hand but since we are self maintained there may be times when we run out. Be prepared to check and furnish your own supplies if needed. Not having cleaning supplies or a mop and broom is not an acceptable excuse for not cleaning up. If supplies are missing or you use them up, let us know and we will get more.
Effective 2/1/2022 there is a $100 deposit and a use fee of $100 in check or work day credit (no cash please !!!) should be put in the mail box outside the clubhouse with a minimum of 7 days in advance. Please put your name on the check or work day credit. No 3rd party checks!
The two charcoal grills at the fireplace end of the clubhouse are not working and need repair. Do not attempt to use these until repairs are made. We will post a sign on them with the current status. Like the grill at the pool, it is nearly impossible to clean them out after using them because the coals are hot. Plan to come early and clean them prior to use since they may have been used before.
The heat and air conditioning are set at economic temperatures to keep the cost down. You may need to adjust them prior to your event. In the hot summer you may want to turn on the booster air conditioner by the front door. See the instructions for the central heat and air on the wall above the thermostat. It is important that you read these. It takes the heat and air system several hours to make big changes in temperature inside the clubhouse, so set the temperature as soon as you arrive. Also, the main HVAC unit temperature automatically changes back to the economic values periodically and needs to be reset back to your event temperature. Check the instructions on the wall around the thermostat.
We are self maintained and failures occur beyond our control or ability to quickly respond. As soon as we find out about any problems a board member will notify you and we will work with you. If it is not a legal or safety issue you have the option of going ahead with our event but no "Use Fee" will be charged.
Clubhouse reservations can be cancelled via email with 7 days notice without any problems. If you need to cancel with less than 7 days notice, the usage fee is non-refundable and the home owner must still send an e-mail with the cancellation notice. Phone numbers for board members are on this web site and posted on the wall at the clubhouse. Only a board member can waive the "Use Fee" with less than 7 days notice.
Do not use thumb, tacks, nails, or staples to attach decorations to the clubhouse walls, joists, girders, or mailbox. All decorations and attaching tape or string must be removed when you clean up.
Take care of and "baby" the hardwood floor in the clubhouse. Move furniture very carefully. The wood floor in the clubhouse is easily scratched and very expensive to repair and/or refinish. Make sure all folding chairs have protective rubber feet on the bottom to protect the floor. If chairs don't have rubber feet or the feet are damaged move them outside the building.
October 2018