Clubhouse Rental Agreement
What changed and why
Updated October 22, 2026
The board approved a new Amenity Rental Agreement in early October 2026. It now applies to every Clubhouse and Patio rental. The goal is simple: protect the HOA from the cost and liability of private events, keep the space clean and available, and treat every renter the same way.
The association's attorney reviewed the agreement before the board approved it. This page explains what it says in plain terms and why each change was made.
The new agreement is designed so each rental pays its own way. The sanitation fee covers cleaning, the deposit and itemized billing cover damage, and event insurance takes liability off the HOA. The goal is rentals that cover their own costs and add a modest amount to the reserve to use for clubhouse repairs.
The basics
Any owner whose HOA account is current can rent. So can a tenant 18 or older whose name is on a lease on file with management. Reservations are made in person at the HOA office, first come, first served.
Your date is held once you turn in two things: the signed agreement (every section initialed) and the $350 refundable deposit. Everything else is due 14 days before the event.
| Space | Time slot | Rental fee | Sanitation fee | Refundable deposit |
|---|---|---|---|---|
| Patio | 10:00 AM to 4:00 PM | $100 | $175 | $350 |
| Clubhouse | 10:00 AM to 4:00 PM | $100 | $175 | $350 |
| Clubhouse | 5:00 PM to 11:00 PM | $220 | $175 | $350 |
| Clubhouse | 10:00 AM to 11:00 PM | $320 | $175 | $350 |
Your time slot includes setup and cleanup. Clubhouse rentals don't include the pool. A Patio rental includes the pool only if total attendance is 6 or fewer.
What changed and why
On September 1, 2026, after a rental left the clubhouse needing significant cleanup and some repairs, the board learned that there was no written rental agreement. Renters paid a deposit and were told the rules in person, but nothing was signed. That left the HOA with no clear way to recover costs or protect itself from liability.
| What changed | What it means for you | Why |
|---|---|---|
| Proof of event insurance | Show liability coverage naming the HOA as additional insured, 14 days before the event. Many homeowner policies offer a one-day rider, or you can buy a single-event policy. | The HOA's policy only covers members and official HOA events. A private party and its guests fall outside that coverage, so the renter's own policy has to fill the gap. |
| $175 sanitation fee | A flat fee on every rental, due with the rental fee. You still do the basic cleanup on the checklist. | Professional cleaning after a private party is now paid by the renter, not by all homeowners through dues. The next renter gets a clean space. |
| $350 refundable deposit | Due when you book. Returned within 5 business days of the post-event walkthrough if nothing is damaged or left dirty. | Covers typical damage so repair costs don't fall on the HOA budget. |
| Walkthroughs before and after | Staff checks the space with you at the start and again within 48 hours after. Any damage comes with an itemized bill. | A written record of the room's condition protects you and the HOA. No arguments later about what was already broken. |
| Alcohol rules | Alcohol requires a TABC-certified bartender and a licensed Class 4 security officer, hired and paid by you. Service ends 30 minutes before your slot ends. Never at the pool. | Texas law can hold whoever provides alcohol responsible for what happens after. Trained servers and security lower the risk of over-serving, underage drinking and fights. |
| Large events | Over 100 guests needs 1 security officer per 100, with or without alcohol. With alcohol, 1 more bartender per 75 guests. | Crowd size, not just alcohol, drives safety risk. |
| No standing reservations | One event per agreement. No weekly or monthly bookings. Hold at most 2 future dates, booked no more than 90 days out. | Keeps the clubhouse open to every resident instead of tied up by one group's regular schedule. |
| Same rules for every event | The "purpose of event" question is only for capacity and safety planning. Any lawful event is booked on the same terms. | The HOA can't pick favorites based on who is renting or what the event is about. One standard for everyone protects residents and the HOA. |
| Stronger liability language | The release and indemnity section is in bold capitals. You agree you're responsible for your guests and won't hold the HOA liable, even for claims of HOA negligence. | Texas courts only enforce this kind of clause if it is conspicuous and names negligence directly. The old wording likely would not have held up. |
| Unpaid damage | Pay within 9 business days of the bill. After that, it goes on the owner's HOA account. | Gives a clear, fair process instead of open-ended disputes. |
| Board notified of incidents | Management must tell the board within 1 business day of any incident, emergency call or damage claim tied to a rental. | The board needs to hear about problems right away, not weeks later. |
Does renting the clubhouse make money?
Rental income appears in our financials, which are produced on the 20th of each month and loaded to the portal. Rental income does not cover a quarter of the clubhouse janitorial, supplies and repair costs shown below.
| Period | Rental income | Clubhouse janitorial, supplies and repairs |
|---|---|---|
| 2025 (Mar to Dec) | $5,715 | $28,246 |
| 2026 (Jan to Aug) | $4,525 | $33,748 |
| 2027 proposed budget | $6,000 | $24,808 |
For scale, about $6,000 a year is roughly 0.37% of the HOA's $1.64 million 2026 revenue budget. Rentals are a convenience for residents, not a meaningful source of revenue.
- Refunds come out of the same income. Rental income went negative in August 2025 (-$1,030) and February 2026 (-$670).
- Cleaning was absorbed by the HOA. Before the $175 fee, post-event cleaning was paid out of the janitorial budget, which every homeowner funds.
- Wear and damage. Clubhouse repairs ran $7,921 from January to August 2026. The deposit was the only offset.
- Staff time. Bookings, deposits and walkthroughs are handled by on-site staff paid from the HOA's on-site management budget.
- Liability. The HOA's policy covers members and official HOA events only. Before the insurance requirement, an injury to a guest at a private party had no coverage. One claim could cost more than decades of rental income.
Cancellations and refunds
| When you cancel | What happens |
|---|---|
| 14 or more days before | Full refund of rental and sanitation fees. Deposit returned. |
| Less than 14 days before | You lose half the rental fee, or reschedule within 90 days at no charge. Deposit returned either way. |
| No-show | Rental fee, sanitation fee and deposit are all forfeited. |
| Missing insurance or paperwork at the 14-day deadline | Event is cancelled automatically. |
| HOA cancels (weather, facility damage, utility failure) | Full refund or free reschedule, your choice. |
To cancel or reschedule, call the FirstService Customer Care Center at 877-378-2388.
House rules at a glance
Most of these protect the building and keep deposits coming back in full.
- No nails, tacks, staples or tape on walls or fixtures.
- No glitter or confetti. Candles must be flameless, except a dripless cake candle lit briefly.
- Arches, balloons and elaborate decorations need management approval first. So do deliveries of cakes, props and band equipment.
- Kitchen is for warming and light prep only.
- Keep doors, aisles and fire exits clear.
- No pets inside the Clubhouse or pool area. Service animals are welcome.
- No grills in the pool area. No glass at the pool. No wet swimsuits or bare feet in the Clubhouse.
- Guests can't use the fitness equipment.
- Noise must follow the City of Fate ordinance.
- Smoking and vaping only in the designated outdoor area.
- The person who booked must stay for the whole event and is responsible for every guest.
- Security cameras record inside and around the Clubhouse and pool. Footage is kept 30 days and reviewed only if there's an incident or damage claim.
Questions? Contact the management office at 469-338-5210 or the board at board@williamsburgfatehoa.com.
This page summarizes the rental agreement. The signed agreement controls. Contact management for a copy and to confirm availability.