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Property Reservation Policy

Owned by Joe Leone
Last updated: Mar 31, 2024 by HOA Trustee Account
4 min read

Effective April, 2022

Situation

The common areas of our community (lots owned by the HOA) are for the enjoyment of all homeowners of our community. More and more often the HOA is receiving requests from homeowners to reserve a section of the common areas for a special event, like a wedding reception, birthday or graduation party, etc. The Board of Trustees want to grant permission with little or no liability for the attendees of the party. With that in mind, the following Policy addresses the usage of the Common Areas for special events.

The section of the VAC HOA Deed Restrictions that apply to this policy are:

  • Section 6.03

The Owners’ Association shall keep and maintain insurance on commonly owned facilities in such amount as the Owners’ Association may deem reasonable

  • Section 6.04

The Owners’ Association reserves the right to enact at any time and from time to time reasonable rules and regulations for the use of the commonly owned facilities. Each Owner agrees to abide and comply with any such rules and regulations.

Policy

 

  1. The Common Areas are defined as those sections of The Village at Alum Creek that are specifically owned and maintained by The Village at Alum Creek Homeowners Association.

  2. The Village at Alum Creek Homeowners Association will maintain an insurance policy that covers liability as well as other coverages.

  3. The Common Areas are for the exclusive use of homeowners within The Village at Alum Creek and anyone renting a home within the community.

  4. Anyone can use the Common Areas at anytime for various non-organized leisure/sporting activities without obtaining permission from the HOA. This includes but is not limited to:

    1. a pickup game of football, volleyball, soccer, etc.

    2. walking through the common area or sitting on available park benches.

    3. generally enjoying the park-like setting of our community’s common areas

    4. fishing in the ponds (catch and release only)

    5. activities must be legal

The following is specifically regarding reserving a section of the Common Areas for an event.

  1. Anyone wanting to reserve a small section of the Common Areas must adhere to the following steps/regulations

    1. Your request must be received no later than 30 days prior to the event date.

    2. Using the Contact Us button on the main menu, submit your request to the HOA Board of Trustees. Do NOT contact Vaughan Group Limited for reservations of Common Areas.

      1. Indicate the date and time of the reservation.

      2. Indicate exactly what section of what common area you wish to reserve

        1. For example, June 6th, 2022 from 4:00 pm to 8:00 pm, the southeast quadrant of the Beaumont Square Common Area.

    3. The HOA Board of Trustees will review your request making sure there is no conflict with other pending events.

    4. Once you receive approval you will be required to complete, sign and submit the Liability Waiver and Release Form. This form must be completed and returned to the HOA Board of Trustees 7 days prior to the event.

    5. (for Board Use Only) The Board Member designated to review these requests (probably the Secretary) will scan all communications and the waiver form related to the request and store them under the HOA/Properties/address of person requesting reservation. These documents should be named YYYY-MM-DD Common Area Reservation and stored on the website forever.

  2. Other general regulations regarding your reserved event:

    1. Only legal activities are permitted

    2. Reservations are for one-day events only. No multiple day or recurring events will be approved

    3. Reservations are on a first come first serve basis. Do not wait until the last moment to obtain approval for your event.

    4. Waiver Form must be completed and submitted.

    5. The HOA Board of Trustees cannot guarantee there won’t be competing activities. The Common Areas are for the general use of the Homeowners within our community. The HOA Board will not take steps to prevent the enjoyment of these spaces. It is up to everyone to respect the participants of a reserved space and event.

      1. The HOA Board will communicate the event via email and Facebook as soon as possible. There will be no mass mailings for these events. It is up to every homeowner to provide their email address to the Board via the Subscribe button, or join the Village at Alum Creek Community and HOA Facebook Group in order to stay current on news and information regarding their homeowners association.

    6. The HOA waives all liability for any accidents that might happen during a scheduled event.

    7. All participants of an event are expected to observe all local laws. These may include laws regarding the consumption of alcohol, noise, etc.

    8. All participants of an event should park their vehicles on the street in designated areas, minimizing the impact on other homeowners in the community. Driveways and mailboxes will NOT be blocked.

    9. The organizers of the event will clean up any trash created by the event and generally return the common area back to its original condition. Any expenses incurred by the Homeowners Association to return the common area back to its original condition will be assessed against the homeowner that made the reservation.