Clubhouse Rentals

Started by PeteC1 • 5 replies • 1010 views

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PeteC1 (Virginia)
Posts: 3

Posted:

Our Association recently completed building a 3000 square foot office/clubhouse. Our management staff uses one side, and they are only there 40 hours a week. That section is keyed differently and is on a separate security system. The other side which includes the bathrooms, a kitchen and a large conference room is designed for rentals by our residents, and is keyed separately and on a different security system as well. Our Association is very large, 1400+ homes. I am looking for advice on how to handle rentals, especially from people with words of wisdom. The majority of our Board wants to use a few residents that will be responsible to open the facility, do a walk thru with the renter and then come back and do the close out tour and lock up. I fear this may be a nightmare and that we sould hire someone to do this, and pass the cost on to the renter. We have contracts and will be taking security deposits. Any help would be appreciated.

RobertR1 (South Carolina)
Posts: 5,164

Posted:

Pete,
If you hire someone, who is going to do the oversight. Certainly , this facility could come under a separate Board Committee and let them handle the details. Of course the management co could do it also. With 1400 homes, it would appear this should fall under the Management co. But I can see the advantage to having homeowner (Board) control. Why not appoint a board trial program manged by a Board appointed committee, and let them set it up and see how it goes. Probably better to have a trial period anyway.

MicheleD (Kentucky)
Posts: 4,491

Posted:

I think Robert has a good solution.

It would seem to me to be a committee issue as well.

PeteC1 (Virginia)
Posts: 3

Posted:

Wow,
Thanks for the reply, and so quickly. While I do have 2 Board members that want to be on the Committee, I also have one person that has volunteered to take the lead. The management will handle the scheduling as well as the fees, and they will inform the committee leader that there is an event that needs to be handled. My concern comes from 2 directions. The one thing I have found as Board President for the last 6 years, is that you cannot and should not count on most people the say they volunteer to help. Case in point, we requested volunteers to get the clubhouse rentals going. We asked what days were best to meet. We took the replies and set up our first meeting. While we were expecting about 20 people, we got 6, and three of them were current board members, so we really only got 3. So what happens when someone plans a party, they show up to the building, and the committee member is a no-show?
The second fear is the after the party is over inspection, and the committee resident finds something wrong, and the renter gets argumentative. I have seen residents who had their kids caught red handed come in to a meeting and try to tell us that we have the wrong person as thier child is an angel. Having the person being a hired hand controlled by our management company takes the liability of a resident to resident confrontation out of the picture.
I appreciate the suggestions. Is there anyone out there using one of these two systems and can tell me how it is working out?

SusanW1 (Michigan)
Posts: 5,202

Posted:

Ee have a community center that is volunteer run, however, she gets a stipend of the rental.

She takes the application, verifies the member-only renter status, gets the contract signed, takes a deposit, turns over the key and does a morning-after inspection and returns the deposit.

I don't know what will happen if she "quits" her volunteer status.

But since you have a property manager, I'd accept a bid from them on how much to handle the rentals for your hall. You didn't say if it is going to be open for public rental. That is a whole 'nuther can of beans. We have a members-only rental, due to our insurnance company telling us that insurance would sky-rocket if it were open to the public use.

PeteC1 (Virginia)
Posts: 3

Posted:

We will be owners only with our rentals.

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