Clubhouse Information
Updated : 08/10/2010
 

This page consolidates several references sprinkled around the Bradfield Farms website.

 

Most Bradfield Farms residents know that we have a Clubhouse for meetings and that it can be rented for private parties and events. However, there seems to be a lot of confusion about who to call, how to rent it, responsibilities, etc., and this section addresses those concerns.   Click on the pictures to enlarge them.

 

          

 

The clubhouse address is 13200 Peacock Lane, Charlotte, NC 28215, and it was renovated in November, 2008, by Clubhouse Committee member Erin Foster, assisted by several other Bradfield Farms residents.  The Clubhouse and and both pools are Smoke-Free.  Please do not allow your guests to smoke in the Clubhouse.

 

Who can use it?
The clubhouse is available to all Bradfield Farms homeowners/renters in good standing for HOA-sponsored and approved events and for private functions normally occurring no more often than once a year. The facility may be reserved by Bradfield Farms residents only, for social events and non-commercial activities supporting functions that contribute to the general welfare of the Bradfield Farms community. Usage will be limited to groups of forty or fewer between the hours of 10:00 a.m. and 10:00 p.m. The normal rental use period is limited to four hours.

 

HOA Board-approved groups that meet in the clubhouse regularly will be asked to sign a rental agreement form and pay a one-time rental fee of $50 or more, depending on the nature and frequency of meetings, for use of the facility.  All rental fees will be used for general cleaning and periodic maintenance purposes in order to minimize or preclude the need to use HOA dues for this purpose. 

Click Here to Get the Rental Agreement

 

How do I know what dates & times are available? 
The Calendar of Events link on our website shows all of the clubhouse rentals and scheduled meetings that use the clubhouse. It also shows the dates that the clubhouse is not available, such as major holidays. Typically, the clubhouse hours are from 10:00 AM to 10:00 PM Mon-Sat, and 1:00 PM to 10:00 PM on Sunday, however provisions can be made to purchase an extra hour for clean-up to 11:00 PM.  During the 10-11 PM hour, all music must be off and noise kept to a minimum.

 

How do you reserve it?

Bradfield Farms residents, in good standing, may reserve use of the clubhouse through our property management company, AMG.  Call Randy Fann at 704-889-7500 to check for availability, then sign a rental/deposit agreement, pay a non-refundable rental fee of $50, and leave a deposit of $150.  Separate checks for the Rental and Deposit are to be made out to the Bradfield Farms HOA and mailed to:

      Association Management Group Of Charlotte, Inc.
          P.O. Box 472029
          Charlotte, NC 28247
          Phone:  (704) 889-7500
          Fax:  (704) 889-9500
 

Reservations and fees will not be accepted on less than 2 weeks notice or more than 60 days  in advance of an event scheduled by a private party.  The rental agreement and fee payment must be submitted to AMG at least two (2) weeks prior to the event, or the reservation will not be placed on the schedule. 

 

Depending on the event, the required deposit may be greater, but it is refundable if the facility is properly cleaned and restored.   Rental and deposit fees will not be required for HOA Board or Committee meetings, but members are liable for any damages they may incur.

 

I sent the form in last week, and will send the payment later this week.  How come my reservation isn’t on the calendar? 

Your reservation is not complete until AMG receives your payment (fee & deposit).  When it’s received, AMG sends the info to the webmaster each Monday to update the calendar.

 

Does that include the use of the pool?

If the clubhouse rental occurs during the regular pool hours, there is no additional charge, however, a separate form must be completed indicating how many swimmers may be expected to use the pool.  This allows our pool management company to adequately staff the pool.  Renters wishing to use the pool outside the regularly scheduled hours will have to pay the cost for our pool management company to provide sufficient staff to cover the renter's needs.  In no case will the pool be available after 10:00 pm.

 

Who approves its use?

The Clubhouse Committee and the Board member with that committee's oversight responsibility review all applications for scheduling and completeness.  AMG will provide a check to see if the renter is a member in good standing, with all dues, fines and liens paid up and current.  

 

What's the alcohol policy?

Alcohol of any kind is NOT permitted.  Use of Alcohol on any Common Property of the Bradfield Farms Homeowners Association is strictly prohibited.  Alcohol use at the Clubhouse will result in the loss of deposit and future use of the facility. 

 

The HOA Board of Directors passed a Resolution in May of 1999 that prohibits alcohol on any HOA Common Property. Our insurance policy will not cover any alcohol related incidents.  Any previous statements that have been made concerning permissibility of Alcohol were rendered null and void by the Board's Resolution.

 

How much time do I get? 

The standard block of time is four (4) hours which INCLUDES your setup and cleanup time and the rental period normally ends at 10:00 PM.  Extra time is available at extra cost , should you need it, BUT you MUST be out by 11PM if you have purchased extra time for cleanup. The doors will be unlocked at your start time and locked at the ending time stated on your agreement.

 

What can I use?

The Clubhouse has 55 folding chairs, seven 6' folding-leg tables, one 8' folding leg table, limited cleaning supplies, broom, mop & vacuum cleaner.  Please do not take the cleaning supplies home with you, as the next folks will need them also.  You are responsible for setting up and taking down the tables and chairs, placing all trash in the outside garbage cans, and sweeping, mopping, and vacuuming to a condition at least as clean as it was when you walked in.  Some days are booked solid, with one event right after the other, and the next folks after you deserve to have clean & tidy facilities.

 

What about music? 

Yes, but keep it down so you don’t disturb or annoy the neighbors.  The clubhouse’s elevated location makes it easy to “broadcast” sound, and it always seems louder at night when everything else is quiet.  No music after 10:00 PM in any case.

 

Please Remember

Upon completion of use, renters must clean and restore the clubhouse to the condition in which they found it. The facility may not be used again by any individual or group failing to comply or failing to fully compensate the Homeowners Association for any cleanup/damage costs exceeding the deposit amount.