Amenity Center

The Villages of Shady Hollow Amenity Center meeting room is available to VOSH home owners association members for exclusive reservations.

Amenity Center Facility Coordinators
Leah Salinas
Email: jett_austin@yahoo.com

Lori Demarco
Emaill: lori_demarco@hotmail.com

Amenity Center Scheduling Procedure

1. Check availability - Use the Yahoo Groups "vshhoa" calendar and check to see if the desired date and time is available.
   Yahoo Groups vshhoa Calendar
2. If the reservation time is available then submit your request to the reservation coordinator using the online form.
   VOSH Amenity Center Reservation Request
   
   The Amenity Center coordinator will confirm your reservation via emial within 48 hours. Note the policy allows for reservations up to 6 months in advance, with no guarantees for less than 3 days advance notice.
3. Fill out the Rental/Recreational Use Agreement and provide this with a $75 cash deposit to the facility coordinator per the instructions in the confirmation email you receive.
4. Contact the facility coordinator at least 3-5 days prior to the event to schedule a time to meet at the Center and pick up the key.

Under no circumstances should you enter the facility until your scheduled time.

Amenity Center Use Policy
Amenity Center Scheduling Procedure

Amenity Center Check-in and Cleaning Procedure
Pool Parties
Pool Rules and Regulations

VOSH Amenity Center Reservation Request

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. 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 $25 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 and community events. The HOA member who reserves the center must be present throughout the entire event, including set up and clean up time. 

4. Homeowners / VOSH residents may use the facility once a month.  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.
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 10:30 PM.  On the rental agreement the type of event must be specified – i.e. scout meeting (2-4), Pampered Chef party (3-6) 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.
13. 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 Amenities 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).

THE AMENITY CENTER IS FOR THE USE OF THE VILLAGES OF SHADY HOLLOW RESIDENTS AND THEIR INVITED GUESTS ONLY. THESE POLICIES GOVERN USE OF THE RECREATION AREAS OF THE VILLAGES OF SHADY HOLLOW. THE BOARD MAY MODIFY THESE POLICIES AT ANYTIME.  

Amenity Center Check-in and Cleaning Procedure

When you arrive at the Amenity Center for the first time, check it over with the coordinator to verify the condition of the property and furnishings inside. Schedule your Facility inspection with the coordinator when you secure the key.  Once the facility is inspected and the Coordinator approves the condition your deposit will be returned.
If the rental party declines the opportunity to clean the center, 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. Return the key to the coordinator when you meet to check out the center.  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).
Cleaning Check List:

• Floors are to be swept and mopped with the cleaning products provided.
• Sinks and counters should be cleaned with cleanser and free of food or debris.
• Walls should be free of tape and decorations
• No staples or push pins to be used at all.
• Check the chairs and the tables for tape and cleanliness from food.
• AC temperature should be returned to 80 degrees in the summer and 70 degrees in the winter and fan set to AUTO.
• 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 inside the facility.
• Clean / empty the Vacuum canister.
• Lights and fans must be turned off.
• 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:

• Fans in working order and turned off.
• Tables in working order and clean.  Folded and stacked neatly to the side. **
• 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.  **
• Floor to be clean – free of food or debris.

** 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.

Pool Parties

1. Please call the Amenities Center Coordinator to schedule all pool parties.
2. A $75 deposit, a Rental/Recreational Use Agreement plus the Pool Party Policy forms are required.
3. Non-private parties (i.e. children�s birthday parties, Boy/Girl Scout troops, etc.) may be held at the pool between the hours of 11:00 AM and 6:00 PM Monday through Friday or between 12:00PM � 4:00PM Saturdays during the summer session.
4. THERE SHALL BE NO MORE THAN 15 GUESTS PER PARTY
5. Non-private parties must be scheduled by a Villages of Shady Hollow homeowners member over the age of 18 at least 2 weeks in advance on a first come, first served basis.
6. A minimum of 5 to 1 child to adult ratio is required.
7. The sponsoring member must be in attendance the entire length of the party. The sponsoring member will be responsible for any damages caused by party patrons. A Recreational Use Agreement must be executed at the time the party is scheduled. The sponsoring member will be responsible for any damages caused by the party patrons that occur during the party. There are no private pool parties.

Pool Party Policy (pdf)