Reservations/rentals are available from the Highgrove Community Association for the following common areas:
- Clubhouse (60 MAXIMUM Capacity)
- Clubhouse patio areas -During pool season, this will not be an exclusive rental area.
- Pool Parties (Highgrove POOL MEMBERS only)- the pool is NOT closed to other members during the event.
The following General Rules apply to ALL areas:
1. Reservations are made in the order in which the completed paperwork and payment are received.
2. Annual dues and any special assessments levied must be current for any reservation/rental to be considered and the renter must not be engaged in any dispute with the Community Association at the time of the request or the rental.
3. All reservations must be made a minimum of 72 hours before the start of the reservation time.
4. The security deposit, rental fee, and pool party payments must be made payable to Highgrove Community Association. Payment in full is required before the rental. A refund check or credit card refund will be issued upon completion of your rental.
5. Reservations will be confirmed via email and within the Owner Portal (PayHOA.com).
6. Renters are required to inspect the rental area(s) before their rental period begins and leave the area(s) in the same or better condition.
7. Any fines assessed must be satisfied within 10 days of notification of the fines. Additional interest fees at the rate of 10% per annum will be added for any fine not satisfied within 30 days of notification. Legal action may be taken for the collection of the invoiced amount, plus interest and legal fees if fines are not satisfied within 30 days. Rental privileges for other events will be suspended until all fines are satisfied.
8. If fines are assessed equal to 90% or more of the Security Deposit, all future rental privileges will be denied.
9. Use of the requested area(s) beyond the time reserved will be considered a breach of the rental agreement and will result in loss of the full Security Deposit, plus a fine per hour or partial hour.
10. No Smoking or use of tobacco products in or on any Common Areas.
11. No driving or parking in any area beside the parking lot or street.
12. Fire extinguishers are provided in the kitchen and in the bathroom hallway.
13. Alcoholic beverages may not be served to anyone under the age of 21 or anyone who is intoxicated. They may not be sold. Alcoholic beverages are not permitted during pool parties or patio rentals.
14. Absolutely NO use of drugs or synthetic drugs by any individual.
15. Parties for groups under 21 must be supervised by at least 2 responsible adults.
16. The renter is responsible for the conduct of any person attending the event.
17. Any type of inflatables is not permitted in any area around the clubhouse.
18. Common areas may not be used for personal or private fund-raising events.
19. Events requiring any type of admission fee are not allowed. Any resident found to be reserving the clubhouse for any use other than their own personal social event will have their clubhouse privileges suspended. (No reserving for an event hosted by another person who is not a Highgrove resident.)
20. Parking, including for drop off and pick up, is limited to the parking lot and, only if required, along the street on the clubhouse side only, and from the pool sidewalk back toward the parking lot. There is NO PARKING in front of the clubhouse. (A sign is provided in the kitchen pantry to be placed by the curb.) Vehicles may park in front of the clubhouse for loading and unloading purposes only, and for a maximum of 10 minutes. Do Not Block or park in any driveways.
21. Music or other noise must be kept to a low level that does not disturb surrounding homes. If neighbors are disturbed, law enforcement may be called, and the event will be immediately ended.
22. The renter is responsible for securing the rental area(s) at the end of the event.
23. The renter is responsible for removing all trash from the event and placing the cans at the curb for pickup no earlier than 6 p.m. the evening before pick up (Sunday/Wednesday).
24. The renter assumes responsibility and liability for any and all claims or accidents resulting in injury, death, or damage to persons or property, real or personal, resulting from, or attributable to the renter’s event.
25. The renter agrees to indemnify and hold the Association harmless from any and all claims, demands, actions, suits, or proceedings made against the Association arising out of, or in any way related to, the use of the Common Area(s) by the renter and guests provided that this shall not obligate the renter to any liability for any gross negligence or willful misconduct of the Association or its authorized agents. This indemnity shall also include all sums payable or paid by the Association for legal fees or court costs. The selection of legal counsel shall be within the sole and absolute discretion of the Association.
26. This Contract shall be construed under and in accordance with the laws of the State of Georgia, and all obligations of the parties created hereunder are performable in Columbia County, Georgia. This Contract constitutes the sole and only agreement of the parties and supersedes any prior understandings or written or oral agreements between the parties with respect to the Renter’s use of the Common Area(s) reserved.
Clubhouse Rules:
- Priority for Clubhouse scheduling will be-
-
- Highgrove Community Association use
- Highgrove Association Social events
- Highgrove resident social*
- May be pre-empted by any of the previously listed priorities with 72-hour notice.
- Reservations may be made for any amount of time, but they must not begin before 7:00 a.m. and must conclude before 12:00 a.m. (midnight). Reservation times must include set up and clean up.
- The Association representative will provide the renter with the access code for the clubhouse at least 4 hours prior to the reserved time. This notification will be sent via email.
- The renter should inspect the clubhouse just before their rental begins, using the checklist supplied in the kitchen drawer. The completed checklist should be returned to the same drawer for the Association representative to use during the post-rental inspection. A fine will be assessed if the form is not completed and left in the drop box.
- Fans and fan lights are not to be adjusted. You may use the switches to turn them off or on only. Please do not use the pull chains.
- Shutters may be opened or closed using the vertical bars in the middle of each section. At the conclusion of the rental all sections should be closed with the slats slanting upward. Nothing may be attached to the shutters.
- ONLY painters’ tape or removable “Command” type hooks may be used to hang anything from the walls or outer window frames. Any damage occurring to the walls or frames will result in a fine being assessed.
- The temperature on the thermostat may be temporarily raised or lowered using the arrows on the front of the control box. DO NOT put the control on “Hold”.
- Furniture is to be returned to its original spot if moved during the rental. Any furniture moved between the front room and the main room must be lifted up over the wooden strips at the entrances to each area. Fines may be assessed for any damages from moving furniture.
- The renter is responsible for clean-up of all areas included in the reservation, including the kitchen and rest rooms as well as the floors. Clean-up supplies are provided. Most supplies are located in the kitchen, under the sink or in the pantry. A vacuum is located in the foyer closet near the entrance rug.
- The wood-look vinyl floor is to be swept (wide dry mop provided) and cleaned ONLY with water or Windex, when mopping is needed. This floor should be left spotless.
- Tile floors should be cleaned with an all-purpose cleaner. Rinsing may be needed. They should not be left sticky.
- Restroom floors and fixtures may be cleaned with the all-purpose cleaner, again, not left sticky.
- Extra cleaner, dry mops and brooms, extra paper towels, trash bags, and toilet paper are all located in the kitchen pantry. Please be conservative in the use of these supplies.
- The renter must ensure that all windows and doors are closed and locked at the end of the rental time.
- An Association representative will complete a post-rental inspection using the Inspection Form with the pre-rental renter’s inspection completed.
- NO Frying of ANY kind is allowed on the premises, at the fire marshal’s order.
- Any fines assessed will be at the sole discretion of the representative.
Patio/Porch Rules:
- Residents may utilize the patio/porch for group events first come basis.
- Fans and fan lights may be controlled by the light switches only. They must be turned off at the end of the reservation time.
- Use of the patio/porch areas does not constitute agreement for use of the pool or ANY of the indoor facilities in the clubhouse.
- Patio/porch areas may not be reserved exclusively during pool season. Others using the pool may be present.
- If use of the grill is needed, the Association must be informed a minimum of 1 week prior to the event to ensure the gas tank is adequately filled.
- The grill must be moved off the porch area when in use and returned to the space between the outdoor rest rooms at the end of the reservation time. It must be left clean with the gas turned off. The cover should be put back on after the grill is cool to the touch.
- Table must be lifted to be moved, not scooted.
- If the rectangular tables are moved off the porch areas, they must be put back on the porches at the end of the reservation time. Round tables must be placed back on the pool deck area.
- Any food or beverage spilled on the patio/porch areas must be rinsed away. A hose is provided at the side of the building.
- If accessed through the pool gate, the renter must ensure that the gate is closed completely after the last guest leaves.
- Trash may be temporarily placed in the trash cans on the porch during the event. At the end of the event, the regulations stated in General Rules #24 will apply.
TV Rental (limited to clubhouse only, may not be removed from the building)
1. Rental Item: The Lessor hereby rents to the Lessee, and the Lessee agrees to rent from the Lessor, one 85″ TV with accompanying remote control, rolling cart, 25ft extension cord, and one sandbag (“Rental Item”).
2. Rental Period: The rental period shall commence on [Start Date] and terminate on [End Date], unless otherwise terminated earlier in accordance with the terms of this Agreement.
3. Condition of Rental Item: The Rental Item is provided to the Lessee in good working condition. The Lessee acknowledges that they have inspected the Rental Item and found it to be in satisfactory condition.
4. Care of Rental Item: The Lessee agrees to exercise reasonable care in the use and operation of the Rental Item. The Lessee shall not use the Rental Item for any purpose other than its intended use.
5. Damage or Loss: The Lessee assumes all responsibility for any damage to the Rental Item that occurs during the rental period. In the event of damage to the Rental Item, the Lessee agrees to pay the Lessor the total cost of replacement of the Rental Item.
6. Lost Remote: If the remote control for the Rental Item is lost during the rental period, the Lessee agrees to pay the Lessor a fee of $250 to cover the cost of replacement.
Acknowledgment
I acknowledge that I have been given a copy of the rules and regulations governing the clubhouse, and I agree to abide by them. As the homeowner, I understand that if I am not present during the entire duration of the rental, the association has the power to shut down the event, ask all guests to leave, and withhold the entire security deposit.
The Renter assumes full risk and responsibility of his/her guests for damage to the Association property and/or personal injury that occurs during the rental. The Renter agrees that he/she will not hold the Association liable in any way, whether such accident occurs on the common ground, on any part of the recreational facilities, parking areas, or adjacent areas.
SCHEDULE OF FINES:
The following schedule of fines is in effect as of May 20, 2021 and may be changed at any time without prior notification by the Board of Directors. Fines are issued at the discretion of the Association Representative conducting the inspection or by the Board of Directors.
Area of Inspection, Clubhouse and/or Patio: Associated Fine:
| Rental area secured (windows, doors, and gate closed and locked) | $50-$100 |
| All lights and fans off. | $10 |
| Clubhouse thermostat in “Run” position, not on “Hold” | $10 |
| Indoor and patio trash cans emptied, with clean bags in place; trash removed from premises, or, with prior approval, can placed on curb and returned from curb on schedule; trash removed from sidewalks and grounds | $10-$50 |
| Clubhouse floors swept and mopped; patio swept | $10-$30 |
| Floors, walls, windows, pillars, doors, shutters, tables, chairs and any other furnishings clean and undamaged (tape or other approved holders removed, all decorations completely removed) and returned to their correct location if moveable | $20-replacement cost |
| Fans and fan lights undamaged; all pull chains in “On” position | $40-replacement cost |
| Clubhouse kitchen cleaned. Refrigerator, microwave, and oven emptied and cleaned. Faucets turned off. Floors mopped with no sticky residue left. | $20-$50 |
| Bathrooms cleaned (toilets, urinal, sinks, mirrors with glass cleaner, walls, stalls and floors). Faucets turned off. Paper goods holders filled as needed. | $30-$50 |
| Patio grill returned to patio, clean, gas off, cover on after cooling | $20-$50 |
| Fire extinguisher(s) discharged or missing | Replacement cost |
| Event ran over reservation time (including clean up) | $75 – $125 / hr. or partial hr. |
| Inspection form completed for pre-event inspection (by renter and clubhouse manager) and returned to kitchen drawer for Association representative post-inspection | $25-forfeiture of Security Deposit |
| Other:
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To be determined by the Board of Directors
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