ESTATES CLUBHOUSE RULES & REGULATIONS
The following rules and regulations pertain to the Vinings
Estates Crescent Ridge and Summit Clubhouses. The clubhouse rules and regulations have been approved by the
Association Board and are required for clubhouse rental by Vinings Estates
Vinings Estates’ Crescent Ridge and Summit Clubhouses are
available for the use and enjoyment of Vinings Estates homeowners in good
standing. The rules and procedures
for clubhouse rental are set forth below.
No for-profit business activities or events are permitted if the intent
of the rental is for solicitation, promotion and/or sales of any kind. This restriction applies to Vinings
Estates residents, and any other person or entity, seeking to rent either
A Vinings Estates homeowner representing a non-profit
organization seeking to rent a clubhouse will be considered for rental
approval. Detailed information
about the organization and the intent of the rental will be required prior to
rental approval. The Rental Fee
will be required unless waived by Board action. To be considered for wavier of the rental fee, the event
· - be open
to all Vinings Estates homeowners;
· - be
announced in the Vinings Estates Newsletter at least one month prior to the
· -- the
renter has signed and submitted the liability waver.
The Vinings Estates Community Association will annually
provide civic, social and association-related meetings in the clubhouses
throughout the year. HOA Board meetings, civic meetings and social events are open
to all Vinings Estates residents and are announced at least one month in advance
of the meeting in the Vinings Estates Newsletter.
The maximum occupancy for the Crescent Ridge Clubhouse is 100 persons. The maximum occupancy for the Summit Clubhouse is 80 persons.
One adult must be
present for every eight (8) persons under the age of 16 to provide adequate
A security guard must
be hired for any group of thirty (30) or more in which the majority are between
the ages of 17 and 25.
Fees and Deposits
Fee (non-refundable) $150
Security Deposit (Refunded after satisfactory inspection) $400
Fees and the deposit must be received and successfully
deposited within two weeks following the reservation request in order for
the rental to be confirmed. If not received within the two week period,
the reservation will automatically be cancelled. Checks should be made to
the Vinings Estates Community
Association (VECA). Any
returned checks will automatically cancel the homeowner’s reservation and a
bill for any bank fees will be issued.
The homeowner may resubmit a request for a reservation, but the
reservation will not be processed until the full amount of the agreement, plus
any fees, have been successfully deposited.
If a reservation is canceled three (3) weeks or more before
the date of the event; all fees and the deposit will be remitted to the
The deposit will be remitted to the homeowner upon
successful inspection of the clubhouse following the event. The deposit check will be destroyed and
the homeowner will be notified by telephone or e-mail.
Any damages or missing furniture and/or equipment identified
during the inspection following the event will result in holding the deposit
until costs of repair or replacement are determined. This amount will be
deducted from the deposit. The homeowner will be given a detailed document of
the damages and a summary of the charges. The homeowner will be responsible for
paying any costs in excess of the deposit within ten (10) working days of
receipt of the bill. Non-payment
of these costs will be forward to the Associations attorney’s for action.
and Rental Periods
To check the availability of either clubhouse, go the
Vinings Estates Web site at www.viningestates.com,
log-in and go to the Social tab on
the top of the page. Click on it
and then on either the Crescent Ridge or Summit Clubhouse link to take you to
each clubhouse calendar.
Homeowners are not permitted to make reservations for an
event more than six (6) month prior to the event. The Vinings Estates Homeowners Association may reserve
clubhouses for community-wide events up to a year in advance of the event.
The Property Manager will notify the homeowner when the
rental application has been approved.
Clubhouse door access use a key fob will be provided by the Property
Manager for the time period of the rental.
No homeowner may make a reservation for more than two (2)
consecutive days and no more than four (4) days in any one month.
During the week (i.e. Sunday through Thursday), the
clubhouses may be used from 8:00 a.m. until 11:00 p.m. Music,
or other loud noise, must cease at 10:30 p.m. during the week. During the weekend (i.e. Friday and
Saturday), the clubhouses may be used from 8 a.m. until 1 a.m. Music, or loud noise, must cease at 12
prior to the event
The above rental periods include time for set-up. Homeowners may not begin preparation
activities or allow access to the clubhouse by guests or other participants of
the event prior to the stated periods. Diagrams of both clubhouses and
amenities lists are available on the Vinings Estates Web site. These are provided for homeowners,
catering companies and others involved in the event. Caters, and other non-residents, are not permitted in
the clubhouse without the homeowner’s presence.
and furniture arrangement following the event
It is the responsibility of the homeowner renting the
clubhouse to put all furniture in its original location, remove all trash and
clean as listed below. Homeowners must finish all tasks prior to the end of the
rental period. Homeowners must
remove all personal and rental property by the end of the rental period. The
homeowner renter should return the clubhouse to the condition it was in prior
to the homeowner’s event.
Clubhouse rental is limited to the interior of the clubhouse
and the clubhouse deck. Restrictions include:
smoking is permitted in the clubhouse or on the deck.
events may not overflow onto the clubhouse lawn.
may not be erected outside the clubhouse.
paint, tape or tacks are permitted on walls, windows, fixtures molding,
fireplace, mantels or ceiling.
clubhouse furniture must remain in the clubhouse at all times.
animals are permitted in the clubhouse or on the deck.
furniture should remain on the deck.
chairs and tables may be used in the clubhouse or on the deck.
· Event participants are not permitted to
use the pool facilities.
participants are not permitted to wear wet bathing suits in the clubhouse.
is provided adjacent to the clubhouse and should be used by the participants of
the event. If parking is
inadequate, guests are requested to park on one side of the street.
Risks Liabilities and Hazards
The homeowner assumes all responsibilities, risks,
liabilities and hazards incidental to the activities for (including, but not
limited to, the serving of alcoholic beverages), and hereby release and forever
discharge the Association, its officers, directors, employees, agents and
members, past, present and future, from any and all claims, costs, causes of
action and liability for personal injury or death and damage to or destruction
of property arising from my use of the clubhouse and its appurtenances. Violations thereof by any person
setting up, serving at present at, attending, or in any other way related to
the function, may, at the sole discretion of the Association’s Board of
Directors, result in, but is not limited to, forfeiture of the refundable
The homeowner agrees that, if alcoholic beverages are served
during the function, then alcoholic beverages shall (1) not be sold at the function, (2) not be served or allowed to
be provided to minors at the function, and (3) shall only be provide to or
served to adults in a responsible manner. At any functions held on
community property, if alcoholic beverages are permitted, they are permitted on
a “bring your own” basis only and
are only to be consumed by persons 21
years of age or older, and the homeowner reserving the amenity is
responsible for ensuring that attendees at the function drink responsibly and
legally. At no time will the Association
provide or serve alcoholic beverages.
As a condition of use of the clubhouse, the homeowner agrees
to the terms of these rules and of the correlating Reservation Agreement, to
use the clubhouse subject to the right herein reserved by the Association to
enter the clubhouse and terminate the homeowner’s use thereof should any person
engage in conduct that endangers the health, safety or welfare of other persons
attending a function at the clubhouse, or if such conduct constitutes a threat
to the clubhouse property, then the Association will have the right to
immediately enter the clubhouse and terminate the member’s use of such property.
It is the homeowner’s responsibility to verify their key fob
is working prior to the event.
This can be done by checking it at any pool gate. If the key fob is not working, notify
the property manager Monday through Friday between the hours of 9-5. If the key fob does not work during
non-work hours thus requiring the property manager to come the clubhouse, it
will be considered non-emergency and the property manager is under no
obligation to assist.
The homeowner should not tamper or in any way use the
security system located in the clubhouse during or at the time of departure
following the event. Should the
property manager be required to come to the clubhouse during non-office hours
because of a non-emergency call or false alarm due to tampering or using the
security system, a fee of $75 will be incurred and deducted from the deposit.
The homeowner agrees to
indemnify and hold harmless the Association, its officers, directors,
employees, agents and members, past, present, and future, from any and all
charges, claims, costs, causes of action and liability (including, but not
limited to, attorneys’ fees) for any injury, to either person or property,
suffered by the homeowner, family members, employees, agents servants, guests,
invitees or any member of the Association or any other person which arise from
or are in any way related to the agreed upon function, activity, rental or use
of the clubhouse whether or not caused by the Association’s negligence.
Clubhouse Rental (please circle one) Crescent Ridge Summit
Date of Event: __________________________________________________
Event description: _______________________________________________
Number of attendees: _____________________________________________
Anticipated hours of event:_________________________________________
I, ______________________________________ (“homeowner”), have read and understand the Rules and Regulations and agree to abide by these rules.
____ (please initial) I have received a copy of the checklist items & associated fees and understand it is my responsibility to ensure the items noted are completed after my event. Otherwise, my security deposit will be deposited and appropriate fees deducted.
Extremely important: Check your key fob during the week prior to your event to ensure that it is working properly.
Signature __________________________________________ Date ______________
Telephone Number __________________________
E-Mail Address _____________________________