Policy on group/organization rental of clubhouse

Started by RickB4 • 3 replies • 1360 views

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RickB4 (Kentucky)
Posts: 23

Posted:

Our clubhouse normally rents for $50 per use. There is also a refundable damage deposit as well.

We have allowed certain organizations / groups in the community to use the facility at no charge.

Because of a recent increase in requests for free rentals from new groups, we have had to informally adopt a policy on who qualifies for the free rental(s). We currently require that 50% of members are from our community (pay dues) and that the leaders are both homeowners in good standing.

We do have a homeowner who runs a group (for a good cause) in which she would be the only homeowner in attendance. According to our policy, she would not qualify because she doesn't meet the 50% requirement. We are trying to be fair to other dues paying members, who can always rent the facility for the standard $50 charge.

Is this a fair policy and are there ways we could make it better?

Suggestions appreciated.

Thanks,
Rick

TimB4 (Tennessee)
Posts: 21,059

Posted:

Rick,

The problem is, as I see it, how do you know the number of members in attendance. What if the meeting is open to the membership to attend but they chose not to - does that qualify for the 50% of membership?

I would suggest that you adopt one fee for members who are renting out the facility and another fee if it's a non-member. If a member is renting the facility, it doesn't matter what group would be using it, it would be one rate. If you are approached by a non-member to use the facility it would be a different rate.

You could also ask some churches in your area what their policies are in renting out their facilities - then modify them to meet your needs.

On a personal note, I believe that $50 is more than reasonable and should be paid by everyone using the facility unless it's an Association function - membership meetings, board meetings, entire community party, etc.

SusanW1 (Michigan)
Posts: 5,202

Posted:

Is your hall rentable by the public? Why would you want that, unless your insurance covers the liability for public rentals. Talk to your insurance carrier. You may be surprised.

Our community center is rented ONLY to members of the HOA.

RickB4 (Kentucky)
Posts: 23

Posted:

No, it is rented only to homeowners living in the master association. You can rent the facility and invite guests (have a private party). But the rule was for groups like boyscouts, seniors club, etc. I agree, $50 is pretty reasonable.

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