SECTION 1. Legacy Clubhouse 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 Clubhouse Availability - Days/Hours: The Legacy Clubhouse 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 nonregular 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 America/New York (07:49 PM) 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 manager’s office at least two weeks prior 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 Clubhouse 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 Clubhouse 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 inspection to determine if additional charges have been avoided.
SECTION 4. Number of Attendees Allowed: Maximum number of persons in the Legacy Clubhouse shall not exceed 40.
SECTION 5. Responsibilities of Hosting Resident(s): The Hosting Resident(s) must be in attendance at all times during the hours the Legacy Clubhouse 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 6. Clean Up: The Hosting Resident(s) will be responsible for cleaning the Legacy Clubhouse, 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 Clubhouse 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 Clubhouse 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.
SECTION 7: Door Alarm & Pool Safety: The Clubhouse pool access door is equipped with an audible, child-safety alarm system. The alarm sounds automatically when the door is opened. An alarm bypass button is located near the door, 54 inches above the floor. Pressing the alarm bypass button temporarily deactivates the alarm, allowing passage through the door to the Pavilion and Pool Deck. Once you press the bypass button before opening the door, a temporary timer (10 to 15 seconds) starts. Once the door opens and closes, or once the timer runs out, the system automatically resets back to full armed mode on its own. The bypass button shall be used only by adults (age 18 or older) for immediate passage to the pool. Under no circumstances shall minors be permitted to operate the bypass button. Hosting Resident shall not prop the door open, tamper with, cover, disable, or permanently bypass the alarm mechanism, and shall maintain active, continuous adult supervision of the door and pool area when the alarm is bypassed or the door is in use. The Hosting Resident assumes full responsibility for the operation and oversight of the pool access door and alarm system during the Reservation.
SECTION 8. Limitation of Community Facilities Usage: A reservation of the Legacy Clubhouse, as defined above, includes exclusive access to the Legacy Clubhouse and the kitchen within the Community Facility. The Pavilion and Pool Deck are not included in the Reservation, are not available for private rental, and shall remain open to other Residents and Guests during normal operating hours. Any use of the Pavilion and Pool Deck must be in compliance with the Community Facility Policies Rules & Regulations, including any limit to the number of guests permitted.
During the Reservation, the Pavilion and Pool Deck must remain open, unobstructed, and fully accessible to the general membership of the Association. Any attempt by the Hosting Resident, their guests, or attendees to use the Pavilion, Pool Deck, or other Common Areas as an extension of the Reservation, including gathering, congregating, placing furniture or personal property, serving food or beverages, conducting activities, or otherwise occupying those areas in a manner that reserves, controls, restricts, or reduces their availability for use by others, is strictly prohibited and constitutes an immediate violation of this Agreement. Such violation may result in the immediate termination of the Function, forfeiture of any deposits or fees, and the imposition of fines against the Resident’s Association Account.
SECTION 9. Limitation of Liability and Indemnification: The Hosting Resident is responsible for ensuring that all attendees comply with this policy, the Rules & Regulations for Community Facilities, and all other governing documents and Association rules while on the Association's property. The Hosting Resident assumes sole responsibility for the conduct and supervision of all attendees, including any attendee who leaves the Legacy Clubhouse and enters the Pool Deck, Pavilion, or any other portion of the Common Area during the reservation period. The Hosting Resident remains responsible for the conduct of all attendees from the time they enter the Association's property in connection with the Function until they have departed the property. The Association shall not be responsible or liable for any injury, accident, illness, death, theft, property damage, or other loss or claim involving the Hosting Resident or any attendee arising out of or relating to their presence on the Association's property in connection with the Function, regardless of whether such event occurs before, during, or after the reserved time or after the Function has concluded. The Hosting Resident agrees to indemnify, defend, and hold harmless the Association, its Board of Directors, management, and agents from and against any and all claims, demands, damages, losses, liabilities, costs, and expenses, including reasonable attorneys' fees, arising out of or relating to the Reservation or the acts or omissions of the Hosting Resident or any attendee, except to the extent caused by the gross negligence or willful misconduct of the Association.