Clubhouse Reservation Rules, Guidelines and Fees
• As a jointly owned community facility, all residents are required to take responsibility for both private and general reservations that include opening, closing, and keeping the clubhouse and surrounding areas clean.
• A fee will be charged for private reservations which entitles the homeowner to the exclusive use of a specific area.
• The person renting the Clubhouse must be a Brookhaven resident in good standing, over the age of 24, and must be present for the entire event. This person is held responsible for all actions of their guests, condition of the area rented, and must comply with the Association’s Declaration, By-Laws, and Rules and Regulations.
• Residents who are found reserving the clubhouse or surrounding areas for non-Brookhaven residents will lose all amenity privileges for 1 year.
• The area rented will remain in the condition you rented it. You must clean up after your event. A checklist is attached and is included in the rental notebook inside the clubhouse. Failure to clean up after your event will result in a cleaning fee being charged to the homeowner.
• Repairs will be charged on a time and material basis. Accidents happen — gross negligence is unacceptable. Chargeable damage might include but is not limited to scratches to the floor, holes, or adhesive on the walls, broken or missing decorative items, broken furniture, stains that require additional cleaning efforts, balloons stuck to the ceiling, or furniture not in its proper place.
• Should you need to move furniture for your event, the furniture must be returned to its correct placement. Damage resulting from moving furniture will be the financial responsibility of the renter.
• Children must be supervised at all times. The clubhouse is not the place for raucous play.
• Reservations for the lower level (only) may be made in conjunction with a pool party. Although the furniture is water resistant, it is not waterproof. Please ensure that guests dry off prior to entering the building. The flooring may be slippery when wet – take caution. No guests in bathing suits are permitted upstairs for any reason. Downstairs bathrooms should be used.
• There is NO SMOKING in the Clubhouse, on the Clubhouse balcony, on the Pool Deck, front steps, tennis courts, pavilion, playground or basketball court or any area near the Clubhouse.
• THERE ARE TO BE NO OPEN FLAMES OR PYROTECHNICS IN OR AROUND THE CLUBHOUSE. Only battery-operated candles are permitted. The use of lighted fuel for catering trays/chafing dishes is allowed.
• The thermostats are not to be set below 69 degrees when the air-conditioning is turned on. Return the thermostats to the original temperature when leaving.
• Non-profit groups must have 501c Non-Profit status and must provide the proper documentation at the time the reservation is made.
• Per North Carolina law, there is no gambling for money or anything of value in the Clubhouse.
• Balloons, streamers, decorations, etc. must not be affixed to any wall, fixture, etc. There are nails in the wall above the kitchen bar that may be used to hang decorations. If helium balloons are found stuck on the ceiling or tangled in the chandeliers or tape residue needs to be removed, the homeowner will be charged for the cost of removal. If time permits between rentals, the renter will have the opportunity to remedy the situation before the maintenance crew is called.
• If professional cleaning of a rug or furniture is necessary, the homeowner will be billed for the cost of cleaning. If stains cannot be removed and an item needs to be replaced, the cost of replacement will be the sole responsibility of the homeowner.
• Reservation time includes set up and clean up. Be sure to allow enough time in your reservation for set up and clean up.
• All events must end by 12:30AM and music cannot be heard from the exterior of the Clubhouse after 9:30PM.
• The clubhouse will be inspected following your event. The area rented will remain in the condition you rented it. You must clean up after your event. Failure to clean up after your event will result in the homeowner being charged for cleaning fees and/or damages.
• A Teen Addendum must be included for events where the average guest age is between the ages of 13 and 24 years of age. It is the responsibility of the renter to ensure off-duty officers are hired and the documentation is provided one week before the event. Events requiring off-duty officers will be cancelled if the information is not provided.
Post Event Checklist
-All tables, counters, bar area, and kitchen are to be wiped down and free of debris and stickiness.
-Hardwood floors will be free of debris and stickiness.
-Decorations will be taken with or disposed of.
-Rugs will be vacuumed if necessary.
-Garbage bins will be re-lined with new trash bags.
-Furniture will be returned to its original placement.
-Folding Tables & Chairs will be returned to their appropriate closets.
-Lights will be turned off.
-Thermostat will be re-set to its original temperature.
-Doors will be locked.
-All garbage will be bagged and taken to the dumpster outside the clubhouse. If the dumpsters are full, please take your trash home and deposit in your home trash can.
There may be another event right after yours so please be prompt in cleaning up. *There is a two-hour mandatory break between reservations.
The security system automatically arms from 2:00-5:00AM. Please DO NOT ARM the system when you leave.
Post-Event Inspection
The following areas will be inspected for damage after the event, and you will be notified if there are any issues.
-Furniture: chairs, stools, sofas, tables, rugs, poufs, lamps
-Permanent Fixtures: Flooring, counters, kitchen equipment, walls, bathrooms, light fixtures
-A/V equipment and accessories
Extra Tables and Chairs
There are four 6-foot-long tables in the main floor closet next to the Meeting Room. There are 26 folding chairs in the closet in the Lower Level Room.
