SECTION 1. Legacy Room Requests/Reservation Eligibility: Requests/Reservations will only be considered for “Residents in good standing” with the Association. “Residents in good standing” is defined as Residents that:
a.) Are current with their Association assessments or other fees.
b.) Do not currently have unpaid fines assessed against their account
c.) Do not currently have any property violations.
d.) Do not have any pending litigation with the Association.
SECTION 2. Legacy Room Availability - Days/Hours: The Legacy Room is available for reservations from 5:00 AM until 11:00 PM, seven days a week. In general, a Function is not to exceed four (4) hours including setup and cleanup after the Function. Requests for Functions extending beyond the time limit will be reviewed for approval on a case-by-case basis. At its discretion, the Association and/or declarant may schedule regular weekly, bi-weekly, monthly, quarterly, semi-annual, annual or any other regular or non- regular scheduled meetings, functions, or activities at any Community Facilities without rental charge. The Association also reserves the right to deny any reservation request or cancel any reservations at its discretion. Reoccurring rentals must be approved by the Board of Directors. However, no more than four (4) reservations can be made at one time. To check availability, view the Calendar - If a reservation needs to be canceled, contact the managers office at least two weeks proior to get a full refund of the usage fee.
SECTION 3. Fee: A Reservation fee of $25.00 is required no later than 72 hours prior to the Function, in the form of an Online Payment. Payments must be made with a credit card or online ACH debit .Once the fee and completed Rental Agreement have been received, the reservation will be confirmed via email. Reservation Fees are waived for organizations if the event is open to all residents. An inspection of the Legacy Room by an Association representative will be conducted after the Function to determine whether the building and grounds have been properly cleaned and no damage or theft has occurred. If the Legacy Room has not been properly cleaned and/or damage to the building or other Association property has occurred, or theft has occurred by an individual(s) attending the Function, the amount required to cover the cost of cleaning or/and repairing the Facility to the condition it was in prior to the Function or replacing any missing item(s) will be added to the Homeowner ’s Online Account and subject to Delinquent and/or Collection Fees, as with unpaid Assessments. Additional disciplinary action may be taken by the Association if deemed warranted. Please allow at least two (2) weeks after the event and inspectionto determine if additional charges have been avoided.
SECTION 4. Number of Attendees Allowed: Maximum number of persons in the Legacy Room shall not exceed 40.
SECTION 5. Function Boundaries: The Function shall be situated/contained within the Legacy Room, including the kitchen, the outdoor grill area, and the parking lot only. Any Function that violates this rule will be subject to additional fees being added to the Owner’s Association Account and may result in additional disciplinary action, which may include fines or suspension of member privileges by the Association.
Pavilion Policy: The Pavilion is not available for rent. It is available on a first come, first served basis, with no more than two hours allotted per Resident Group during Peak Summer Season, to be determined by the Board. All areas must be cleaned, and trash disposed of between each use.
SECTION 6. Responsibilities of Hosting Resident(s): The Hosting Resident(s) must be in attendance at all times during the hours the Legacy Room is reserved and will be responsible for the behavior and actions of all persons attending including ensuring that all Function attendees comply with all the Association’s rules and regulations. The Hosting Resident must also ensure that the volume of live or recorded music does not violate applicable Chatham County noise ordinances or unreasonably interfere with residents’ enjoyment of their homes at Amenity Management discretion. Gambling and any illegal activity are prohibited in the Clubhouse and on HOA common property.
Complaints about the Function may constitute removal of the offending individual(s) or termination of the Function.
The following items are prohibited:
(a) Gambling
(b) Smoking or other tobacco products
(c) Attaching decorations to the walls and doors (or any other painted surface)
(d) Pets and other non-service animals
(e) Open fire burners
(f) Sale of alcohol by HOA or residents
(g) Underage drinking
(h) Other items as determined from time to time by the Board
In addition, the Hosting Resident(s) is responsible for all interior and exterior furnishings and property of the Association that is utilized or exposed to the attendees of the Function. The Hosting Resident(s) is responsible to repair or replace any damaged furniture or other property of the Association that occurs related to the Function. The Hosting Resident(s) is responsible for the setup and breakdown of tables, chairs or any other moving of furnishings and all required cleaning of the premises and will be done AT THE RISK of the Hosting Resident(s) and/or vendors (such as caterers) and any attendees. The Association is NOT liable for persons who are injured because of moving any furnishings or cleaning the premises. The Hosting Resident(s) is also responsible for meeting all the requirements as stated on the “Opening and Closing Procedures” portion of this form beginning on page 4. Proof of special event or liability insurance acceptable to the Community Manager may also be required.
SECTION 7. Clean Up: The Hosting Resident(s) will be responsible for cleaning the Legacy Room, including the Kitchen and Restrooms, and the parking lot to the condition they were in prior to the Function. The Opening and Closing Procedures section of this Request form describes, in detail, the areas to be cleaned and where to set up and/or store the folding tables and chairs. If the Legacy Room is not cleaned to the condition it was in prior to the Function, or if the Association incurs expenses for an extensive cleaning, to repair damaged, broken, or stolen Association property, or for any other expense incurred as a result of the use of the Legacy Room during the Function, the Association will accomplish the cleaning, repairs or replacement of property and assess the required amount to the Hosting Resident(s)’ Association Account, which will be required to be paid within thirty (30) days of receipt of the notice of charges. If the amount is not paid within thirty (30) days of receipt of the notice charges, the Association may file a lien against the Resident’s property.