Clubhouse Rental and Use

Clubhouse rental form (print and fill out prior to requesting reservation)

Authorized User shall mean and refer to either an owner, or persons to whom the owner has delegated the rights of enjoyment to the Common Area and facilities, as defined in Article 3 Section 2 of the CC&Rs.

Reservations for the clubhouse are made on a first-come, first-served basis up to 90 days in advance. Reservations are to be made through the HOA management company, EREM, Inc. They may be contacted at 256-880-1000. The form is also located on the website. The reservation gives the Authorized User exclusive use of the clubhouse and nonexclusive use of the pool areas and parking lot.

The clubhouse may only be rented by Authorized Users. Additionally, the Authorized User must be the host of the event and present for the entire event. If an owner has transferred their amenity access privileges over to a tenant, then the tenant is considered the Authorized User and may rent the clubhouse.

After approval of a reservation the Authorized User must meet with a member of the board for an orientation and review of the clubhouse use rules. The Authorized User must also meet after the event to confirm no damage was done to the clubhouse. A board member may show up to your event to verify rules are being followed and that the Authorized User is present.

The access card you currently use for entry into the pool area will also allow you to access the main area of the clubhouse on the day of the event. The interior portion of the clubhouse is accessed through the door located inside the exercise room (the card reader is just to the right of the door.) This means if your card has been deactivated you will not have access to the club house.

The usage fee is $50 (effective April 1, 2019) and the security deposit is $500. The fee and the security deposit must be paid with separate checks, by the Authorized User, and made out to Woodmill Trace HOA. The signed form and payments should be mailed to EREM no later than two weeks prior to the event - no exceptions. No third-party checks will be accepted. If the Authorized User cancels the reservation, the reservation fee and security deposit will be returned. If the Club house is left clean and undamaged the security deposit will be returned to the Authorized User. All reservations are subject to approval by the board of directors. The Authorized User must be in good standing with the HOA to have the privilege of renting the clubhouse.

The board reserves the right to cancel a reservation at any time. The clubhouse is not available for rental on holidays; rental of the clubhouse for commercial purposes is prohibited.

Vandalism will be reported to the HUNTSVILLE POLICE DEPARTMENT. Any Authorized User caught vandalizing will be held financially responsible for repairs and may be subject to fines issued by the HOA. Accidental damage should be reported to the HOA and the Authorized User may be held financially responsible for the damages. The Owner will be held financially responsible for any damages caused by rental of tenant.

Reservations can be made to through the US mail. Mailing address:

Woodmill Trace HOA c/o Executive Real Estate Management
3313 Memorial Parkway, Suite 127
Huntsville, AL 35801
Phone: 256-880-1000