HOA clubhouse: Tips, rules, and more

What is an HOA clubhouse?

An HOA clubhouse is a shared facility within a homeowners association that offers space for social, recreational, and community-related activities. HOA clubhouses may include a variety of rooms or areas designed for meetings, celebrations, classes, or quiet gatherings. They often serve as a central point of connection for residents and can contribute to a community’s overall appeal.

This article is not intended to and does not constitute legal advice or create an attorney-client relationship. Board members should consult their association’s attorney to discuss the legal implications of their decisions or actions prior to proceeding.
 

Purpose and use of an HOA clubhouse

The main purpose of an HOA clubhouse is to provide residents with a designated space for leisure and community interaction. HOA clubhouses in Pennsylvania are designed to accommodate a variety of uses:

• Social gatherings: Residents may use the HOA clubhouse for private parties, group events, or community-hosted functions.
   
• Recreation: Many clubhouses include amenities such as fitness rooms, lounges, or game tables that residents can use daily.
   
• Meetings: Boards may hold official HOA meetings at the clubhouse, and residents can often reserve meeting rooms for personal use.
   
• Events and programs: Community movie nights, holiday celebrations, and wellness classes may all take place at the HOA clubhouse.

Because HOA clubhouses serve such a wide range of purposes, it’s important for boards to clearly communicate usage guidelines to all residents.
 

Key features of an HOA clubhouse

A well-designed HOA clubhouse often includes features that make it functional and attractive for residents. While amenities vary by community, some common elements of an HOA clubhouse may include:

• A reservable event room with tables and chairs
   
• A fitness center or gym area
   
• Lounge or social seating areas
   
• Conference or board meeting rooms
   
• Bathrooms and storage areas
   
• Wi-Fi connectivity and AV equipment

Who is responsible for HOA clubhouse upkeep and maintenance?

The HOA board is generally responsible for the maintenance and upkeep of the HOA clubhouse, often with the help of a Pennsylvania property management company like FirstService Residential. This may include repairs, cleaning schedules, amenity upkeep, and safety checks.

In Pennsylvania, HOAs may allocate a portion of the annual budget specifically for clubhouse maintenance. Larger communities may hire on-site maintenance staff, while others work with vendors and management partners to handle upkeep.

Routine responsibilities might include HVAC checks, safety inspections, cleaning, and repairs. When significant repairs or renovations are needed, boards may have the authority to draw from reserve funds or consider special assessments, subject to applicable laws and their governing documents.

In addition to board responsibilities, there may be rules in place requiring residents to keep the clubhouse clean after use, especially if the space is rented for private events. These expectations are often outlined in the community’s governing documents or clubhouse reservation agreement.
 

Can you rent an HOA clubhouse in Pennsylvania?

Yes, in many cases, residents can rent their HOA clubhouse for private events. The process typically includes submitting a request form, paying a refundable security deposit, and agreeing to clubhouse usage terms. Rental policies may include a flat usage fee, advance notice, cleaning requirements, and vendor approvals. Renting an HOA clubhouse is a popular choice for birthday parties, bridal showers, and community interest group meetings.
 

Common HOA clubhouse rules

Rules for using an HOA clubhouse are generally set by the board of directors and outlined in the community’s governing documents. These rules can help keep the space safe, clean, and available for all residents.

Some common HOA clubhouse rules in Pennsylvania include:

• Reservation requirements: Residents may need to reserve the HOA clubhouse in advance and submit a request through a formal process.
   
• Guest limitations: Usage may be limited to residents and a certain number of guests per event.
   
• Cleaning responsibilities: Renters are often required to clean up the space after their reservation or risk forfeiting a deposit.
   
• Time restrictions: Clubhouse use may be limited to certain hours, with quiet times observed in the evening.
   
• Prohibited activities: Smoking, excessive noise, and commercial use are typically not allowed in an HOA clubhouse.

These policies may differ from one association to another, and residents should review their community’s specific rules before planning an event.
 

Are HOA clubhouse costs included in dues?

Typically, the cost of maintaining an HOA clubhouse is included in a resident’s monthly or annual HOA dues. These funds go toward general operations, which may include maintenance, staffing, utilities, and long-term reserve planning.

In some cases, associations may also charge an additional usage fee for specific clubhouse amenities or private rentals. These fees are typically nominal and may help offset the cost of cleaning and utilities for individual events.

Residents can usually find a breakdown of how their dues are allocated in the HOA’s budget, which is usually shared during the annual meeting or made available upon request.
 

How to improve or upgrade your HOA clubhouse

Many HOA clubhouses in Pennsylvania start with basic amenities, but over time, boards may choose to enhance the space based on resident feedback, wear and tear, or evolving community needs. Improvements might include upgrading furniture, adding technology like smart locks or booking systems, improving ADA accessibility, or investing in energy-efficient systems.

Before making upgrades, boards should review their reserve studies and consult their property management partner for estimates on pricing and timelines. Surveying residents can also help prioritize the features that will be most appreciated and widely used. Thoughtful improvements can help boost clubhouse usage and increase community satisfaction.
 

How a property management company can help

Partnering with an experienced property management company can simplify the day-to-day operations and long-term care of your HOA clubhouse. From coordinating maintenance and cleaning schedules to helping enforce rules and streamline resident reservations, the right support makes a big difference. At FirstService Residential, we work alongside HOA boards across Pennsylvania to enhance amenities, improve resident experiences, and protect property value. Our deep local expertise and hands-on approach can help your community get the most from its clubhouse and other shared spaces.

Contact us today to learn how we can support your board and simplify life for your residents.