Clubhouse Use Form – For Committees/Clubs/Activities/Sub-Associations

Clubhouse Use Form – For Resident Private Events



The Clubhouse and its facilities are intended for use by residents of Summerfield.  The Clubhouse Committee is charged with administering the policies for the use of these facilities. The Committee also has the responsibility of recommending [or not] any group applying as a “recognized club” to the SCA Board. To qualify, the group must be open to all dues-paying residents, but may have minimum practical restrictions for participation such as ability or gender. It is the Board’s intent that a Club membership and/or enrollment in classes be open to all residents.  When a group applies for listing as a “Recognized Club,” the Clubhouse Committee must forward along the group’s application with its comments and/or recommendations to the Board within 30 days.  Recognition shall be by the Board of the Summerfield Civic Association.

Unless an emergency arises, the Board will deal with requests concerning major projects only after consideration by the Clubhouse Committee. It should be understood that all final decisions on major projects will be made by the SCA Board. 



The Committee will meet in the Clubhouse conference room each month 10 days to 2 weeks prior to the SCA Board Meeting. A simple majority of the membership will constitute a quorum, provided they include the Chair or Vice Chair and the Secretary or his/her designee.



The Committee will consist of a minimum of seven (7) Summerfield residents, all in good standing with the Association.  Each member of the Committee must not miss more that two (2) consecutive meetings in a row in order to maintain membership on the Committee.  Each member will serve a two-year term with an option for a third year. Every prospective new member should receive a copy of the Policies and Procedures before being elected as a member so they will know what is expected. Once the Clubhouse Committee approves each prospective member, their name is submitted to the SCA Board for final approval.

Members should be open to sharing tasks of the committee as needed, such as those listed under Officers or Responsibilities. In the event a member resigns or is unable to complete a two-year term, a new member will be appointed to complete that term, thus keeping proper rotation in effect. The SCA Board provides a Director to serve as liaison.

Officers shall consist of a Chair, Vice-Chair and Secretary. Committee members and officers will be selected by the Committee.

  • The Chair shall be elected by the Committee members for a term of one year. His/her one-year term will commence at the September meeting. In addition to presiding at all Committee meetings, the Committee Chair shall – in cooperation with the Administrator and the SCA Board – consider large repairs or projects currently under way or that may be identified by the Clubhouse Committee in the future.  Small purchases may be made by the Chair to keep supplies on hand, with approval of the Administrator.  
  • The Vice-Chair shall preside in the absence of the Chair and provide a mentor to all new members.
  • The Secretary shall keep the minutes of the meetings, read any correspondence; and if asked, read the minutes of the previous meeting.  All committee members will receive a copy of the minutes, as will the Administrator and Liaison member to the SCA Board.


  • Special Event Supervision: Each applicant using the Lakeview, Ballroom and Kitchen areas will meet with the Special Event Advisor to go over guidelines for using these areas and equipment.  The Advisor will review the Policies and Procedures with all applicants prior to their event and Monitors will be secured at the applicant’s  expense if the Advisor and/or Committee Chair or Calendar Coordinator deem there is a need. Special attention will be paid to any problems reported by the Committee member inspector who inspects after the event with regard to condition of the facility. Any identified problems will be addressed by the Advisor or Calendar Coordinator before the Summerfield office refunds any deposit, if applicable.

Kitchen Management:  A committee member will take the position of Kitchen Coordinator to see that the premises are up to standard and in cooperation with the SCA Administrator.  

A semi-annual inventory is made, with copies given to the Administrator (along with a list of needed equipment) and to the Committee Chair, Special Event Advisor and Calendar Coordinator.

Bid Procurement: Upon the direction from the SCA Board and after writing a set of specifications to perform identified work, a member will contact potential contractors for bids.  All contracts will be approved and signed by the SCA Administrator or SCA Board President.


Fitness Centers: The Committee will see that equipment in each room is maintained in safe working order, rooms are kept clean and repaired and there are no safety features that need to be addressed.

Flag Management The Committee will be responsible for displaying the American flags on the appropriate days.


Ad Display Board:  The Committee will arrange information on the ad display (most often a bulletin) board by dating each ad and removing after a 30-day period.  The size of ads shall not exceed 5 X 7 inches.  Supervision shall be on a regular basis, keeping it neat and orderly by removing over-sized pieces and outdated ads.

Holiday Decorations:  The Committee will supervise the installation and removal of decorations in the Clubhouse.  The Clubhouse decorating shall be completed by the Thursday following Thanksgiving, at the latest.  All clubs and committees that participate in the decorating will be notified when to decorate and remove decorations in their areas.  All holiday decorations will typically be taken down January 3rd.

Plant upkeep: This does not have to be done by a member of the Clubhouse Committee. This person keeps plants watered, trimmed, dusted and reports to the Committee if there is a problem or replacement needed.

The SCA Board will work with the Clubhouse Committee in making any changes in policy or the Clubhouse Use form.