BIXBYHILLGARDENS HOMEOWNERS ASSOCIATION

CLUBHOUSE RULES AND REGULATIONS

Use of the Bixby Hill Gardens Clubhouse is restricted to residents and their guests, and must be used according to the following rules. Use of the clubhouse by others requires the express written consent of the Bixby Hill Gardens Board of Directors.

  1. The maximum capacity of the clubhouse is 60 people.
  2. The clubhouse may be reserved on a first-come, first-served basis by a resident for social events up to 6 months in advance. No resident may reserve the clubhouse more than two times in any 30-day period unless 50% of the attendees are residents of BixbyHillGardens. Political functions and for-profit business meeting are not permitted. Regularly scheduled events must be approved by the Board of Directors.
  3. Clubhouse reservations are made by contacting the Clubhouse Chairperson. The resident must return the signed Clubhouse reservation form with a $100 deposit (check payable to Bixby Hill Gardens HOA) within 48 hours of the reservation request.
  4. Inspection of the Clubhouse is made by the Clubhouse Chairperson after each use. If cleanup costs are incurred, if the Clubhouse inventory must be replaced, or if damages have occurred which require repairs, the deposit will be used to defray the cost of the remedy and the resident reserving the Clubhouse will be held responsible for any additional costs beyond the deposit amount. Otherwise, the deposit will be refunded. Disputes between the Clubhouse Chairperson and resident may be directed to the Bixby Hill Gardens Board of Directors.
  5. New Year’s Eve, Halloween and Christmas are reserved for use by the Association. The Association also has priority for Association use of the Clubhouse. In the event no activity is planned by the Association, the Clubhouse will be available for reservations.
  6. All activities shall be conducted at a reasonable noise level that does not disturb other residents. Clubhouse hours are until 10:00 P.M. Sunday through Thursday and until Midnight on Friday and Saturday.
  7. The resident is responsible for obtaining the key for the interior doors, if needed, from the Clubhouse Chairperson no earlier than 24 hours prior to the scheduled use. The key must be returned no later than 24 hours following the reservation. When two consecutive reservations occur, the pickup and delivery of the key shall be at the discretion of the Clubhouse Chairperson.
  8. Resident who have not paid their monthly homeowner’s fee or who have refused to pay for previous damages to the Clubhouse are not permitted to reserve the Clubhouse.
  9. Reservations include only the use of the upper level of the Clubhouse and restrooms. The pool and outdoor areas around the pool, the lower level of the Clubhouse and saunas may not be used by any guest attending a Clubhouse function.
  10. Residents may not reserve the Clubhouse on behalf of a person who is not a resident of BixbyHillGardens.

BIXBYHILLGARDENS

CHECKLIST FOR CLUBHOUSE CLEANUP AFTER USE

  1. Return heating and air conditioning to their original settings, if adjusted.
  2. Turn off bathroom lights and fans
  3. Ensure that refrigerators are turned off
  4. Clean off bars and tables
  5. Clean stove and oven, if used
  6. Return furniture to their original positions
  7. Empty waste baskets, including bathrooms, and take garbage bags back to your homes for disposal
  8. Turn out lights, except chandelier in the entry. Be sure exterior doors are locked when you leave.

LEAVE IT AS YOU FOUND IT

Your $100 deposit will be refunded if all of the above have been done, and there is no additional cleaning needed or damage done. You will be financially responsible for damage to any part of the clubhouse.

Please contact the Clubhouse Chairperson before your event so that an inspection of the Clubhouse can be made. If you want to go through the inspection with the Chairperson, the time will be at the convenience of the Chairperson.

Revised August 2011

BIXBYHILLGARDENS

CLUBHOUSE RESERVATION REQUEST

I request permission to use the Clubhouse of the Bixby Hill Gardens Homeowners Association on ______between the hours of ______and ______.

I have read the Clubhouse Rules and Regulations, included with this form, and agree to:

  1. Compensate the Association for any damages to rugs/flooring, furniture, walls, windows, appliances, and for any loss or damage to other items which occur during my use of the Clubhouse.
  2. Clean the Clubhouse after its scheduled use, returning it to the state of cleanliness existing before its use by me. I agree to compensate the Association for all cleaning costs incurred if the Clubhouse is not left in a satisfactory condition.

In the event of a disagreement concerning the charges for damages or cleaning, I agree that the Board of Directors of the Association is the final authority and grant the Board the right to determine and assess such charges. I further understand that if I refuse to pay for such damages, I will forfeit my privilege of reserving and using the Clubhouse in the future.

Enclosed, as a deposit, is a check for $100, payable to the Bixby Hill Gardens Homeowners Association. The deposit will be returned if the Clubhouse is left in a satisfactory condition.

Signature ______Date ______

Printed Name ______Unit # ______

PLEASE NOTE: The Clubhouse reservation includes both north and south rooms, unless otherwise indicated. The passageway from the front entrance to the rear must remain open and accessible to residents and their guests.