The Villages of Shady Hollow Amenity Center meeting room is available to VOSH Homeowners
Association members for exclusive reservations.
Amenity Center Facility Coordinator
Amanda Duncan Amanda.duncan7@gmail.com
Amenity Center Amenities
12 – 8’ rectangle folding tables
4 – 6’ rectangle folding tables
44 padded chairs
Refrigerator
Stove
Microwave
Amenity Center Scheduling Procedure
To rent the VOSH Amenity Center, please follow these steps:
1.
You must first join the VOSH Yahoo group by sending an email to VSHHOASUBSCRIBE@YAHOO.COM.
2.
Check availability - Use the Yahoo Groups "vshhoa" calendar to check if the desired
date and time is available. You must be a member of the VSHHOA user’s group to view
the calendar. Yahoo Groups vshhoa Calendar
3.
If the reservation time is available then submit your request to the reservation
coordinator using the online form. VOSH Amenity Center Reservation Request .
4.
The Amenity Center Coordinator will confirm your reservation via email within 48 hours.
Note the policy allows for reservations up to 3 months in advance, with no guarantees
for less than 3 days advance notice.
5.
You are responsible for contacting the Amenity Center Coordinator at least 3-5 days
prior to the event to schedule a time to meet at the Center and pick up the key unless
those arrangements were made when you submitted your reservation request.
6.
Fill out the Rental/Recreational Use Agreement and provide this with a $75 CASH (no
checks please) deposit to the facility coordinator at your scheduled meeting time. As of
November 15, 2012, there is a $25 fee for residents of VOSH to rent the facility. All
fees are due in cash at the time that the keys are picked up. Return your key when you
collect your deposit
7.
Under no circumstances should you enter the facility until your scheduled time.
Amenity Center Check in and Cleaning Procedure
When you arrive at the Amenity Center for the first time, check it over to verify the condition of the
property and furnishings inside. Your deposit will be returned and you will return the key once the facility’
s condition is approved by the Coordinator as agreed upon when you pick up the key,
If the rental party declines the opportunity to clean the center as detailed in the Cleaning Check List, a
janitorial company will be called out to professionally clean the center. You will forfeit your $75 deposit.
Do not take or let anyone take anything from the Amenity Center. You will be held responsible for it
(tables, chairs, ladder, etc.). Anything that is brought into the amenity center and left behind, (extra
chairs, tables etc.) will be disposed of if it is not removed before the next party. Any misuse of the
amenity center (scheduling the center for someone else, entering the center before your scheduled time,
not cleaning properly, etc.) will result in revocation of your privileges for up to one year (determined on an
individual basis) and lose of your deposit.
Cleaning Check List:
8. Floors are to be swept and mopped with the cleaning products provided.
9. Vacuum all carpets at the entrances
10. Clean all of the glass doors both inside and out
11. Sinks and counters should be cleaned with cleanser and free of food or debris. Run the garbage
disposal and be sure there isn’t any food left in it.
12. Walls should be free of tape and decorations
13. No staples or push pins to be used at all.
14. Check the chairs and the tables for tape and cleanliness from food.
15. All trash should be removed from the trash cans inside the facility and placed in the trash cans
outside in the enclosure. The key to the trash enclosure outside is hanging on the inside of
the supply room. Trash can liners should be replaced in the trash cans inside.
16. Please be sure to clean / empty the vacuum canister after using
17. Lights and fans must be turned off.
18. All doors should be checked and locked.
Damage Check List
Severe damage incurred to property or facility will be assessed and repair or replacement costs will be
levied. Please review this list with the coordinator prior to signing the agreement:
19. Fans in working order and turned off.
20. Tables in working order and clean. Folded and stacked neatly to the side. **
21. Chairs in good condition and clean. Hanging on chair dolly. If a chair is damaged during use, set
aside and report the incident to the Coordinator. **
** Some wear and tear is expected with normal use of the property and should not destroy the chairs
or tables – this damage policy applies to tables or chairs with broken legs or seats.
Amenity Center Use Policy
1.
Members of the Villages of Shady Hollow Home Owners Association in good standing may request
to schedule the facility for use with a $75 cash deposit. As of November 15, 2012, there will be a $25
non refundable cash rental fee. However, members who have not paid damages assessed from
prior use may not schedule an event until damages are fully paid. A second occurrence of damages
not paid immediately will require the homeowners to pay $200 cash deposit. A third occurrence will
bar the homeowner from scheduling the Center for any event. A homeowner may appeal to the
Board to have scheduling privileges reinstated. The following rules for use shall be followed as
stated or deposit will be forfeited.
Business related meetings / seminars and conferences will be charged a $35 non-refundable rental
fee in addition to the $75 cash deposit.
2.
Absolutely nothing shall be taped, pinned, or otherwise affixed to the acoustic panels hanging on the
walls or to the center ceiling beam. Violation of this rule will result in the immediate loss of your
deposit. Decorations should be attached to walls, floors, or tables in such a way as to leave no holes
or marks. No decorations should be attached or suspended from the ceiling or fans. All decorations
must be removed from the Center upon exit of the Center. This includes tape or any other method of
attachment.
3.
The Amenity Center may be scheduled for social, community and business events. The HOA
member who reserves the center must be present throughout the entire event, including set up and
clean up time. The weekends (Friday 5PM until Sunday at 10PM) will not be available for regular
scheduled meetings such as scouts or networking events that meet on a regular basis.
4.
VOSH residents may use the facility once a month for private parties / events. Non-profit and
community service organizations (scouts, church events) are allowed to use the facility 2 times a
month. Business related functions are permitted to use the facility once a month.
Events are scheduled on a first-come, first-serve basis:
a.
If an event recurs weekly (scout meetings, prayer meetings) that event may be scheduled up to
6 months prior to the event. Scout troops will not be allowed to hold their regular meetings at
the Amenity Center from Friday at 5PM until Sunday at 10PM.
b.
Events will not be scheduled that extend for longer than a three-day period. If a group of
residents wish to schedule the Center for longer than a three-day period, they must submit
separate requests and deposits for each three-day event.
c.
Multiple events will not be scheduled on the same day unless all parties are in agreement on
shared times, and have each submitted separate requests and deposits.
5.
The time period for the requested event must include the time for set-up and clean up. Hours of
availability are 7:00 AM to 10:00 PM. On the rental agreement the type of event must be specified –
i.e. scout meeting (2-4), Pampered Chef party (3-6), Networking Assoc. and so on.
6.
Smoking is not permitted in the building.
7.
Glass containers and food are not allowed to be taken out of the Center into the pool area or on the
deck.
8.
Alcohol may be consumed at an event. The member making the reservation is responsible to ensure
that all applicable laws are adhered to in connection with the serving and consumption of alcohol. No
alcohol may be consumed in the pool area.
9.
Activities that are illegal or generally considered contrary to the public peace are not permitted and
may be halted in progress if necessary by law enforcement authorities or officers or agents of the
Association.
10. All events must have a responsible adult present at all times. This person must be an HOA member
and have been identified on the reservation application. That member must be present at all times.
Events for minors under 21 years of age require a minimum 10:1 minor:adult ratio.
a.
For pool parties, see the Pool Party Policy and sign/date policy to confirm that it has been read
and agreed upon.
11. Tables and chairs may not be removed from the center and placed outside around the pool area.
12. Do not stand on the tables and chairs – ladders are provided for this purpose.
13. Bands, DJs, or loud music must be located inside the center and all doors must be closed so as to
not disturb the neighbors.
14. Grills may be brought to the Amenity Center but must be used in the outside common areas. Coals
must be disposed of properly by the event organizer (in a metal container if they are placed in the
trash receptacles).