Only Residents of The Villas at Hunton Park may reserve the Villas at Hunton Park Clubhouse.

By submitting your reservation, you agree that you have read, you understand, and you will comply with the Clubhouse Rental Agreement below.  The reservation button is located at the bottom of this agreement.

The Villas at Hunton Park Condominium Unit Owners Association Inc.

Clubhouse Rental Agreement

(Last revised and adopted May 2024)

This agreement is between The Villas at Hunton Park Condominium Unit Owners Association, Inc. (“Association”), and the below signed Unit Owner(s) of record, as member(s) in good standing of the “Association” for purpose of limited rental use of The Villas at Hunton Park Condominium Clubhouse located at 1 Siena Lane, Glen Allen, VA 23059 ("Clubhouse") to hold an exclusive use event (“Event”).

The “Association” and community are proud of the “Clubhouse” and want you to enjoy using it. We also expect you will treat it in a manner consistent with this “Clubhouse” Rental Agreement ("Agreement") and the applicable Rules and Regulations and help preserve it for the enjoyment of others. Failure to comply with any and all Rules and Procedures contained within this “Agreement” may result in partial or total loss of security deposit including possible suspension of privilege for future rentals of the “Clubhouse”. The “Association” further reserves the right to recover and assess additional charges for which the security deposit amount does not fully cover. Please contact The Villas clubhouse committee with any questions through the request portal at:

https://www.thevhp.cc

For police, fire, or medical emergencies at the “Clubhouse” call 911. The Henrico County non-emergency number is 804-501-5000 and CPVA Management, Inc. can be reached at (804) 378-5000. Prior to holding an “Event” at the “Clubhouse” it is recommended that the renter inspect the condition of the “Clubhouse” and immediately report any damages to the clubhouse committee and Community Partners of Virginia. The renter will be held responsible for all damages found after the “Event”. For the purposes of this “Agreement”, the "Event" will be the duration of the exclusive use of the “Clubhouse” granted to Unit Owner(s) by virtue of this “Agreement”.

Listed below are the Rules and Procedures adopted and constitute the “Agreement” for all who rent the “Clubhouse”, as follows:

• The “Clubhouse” may be rented by Unit Owner(s) in good standing with the “Association” between the hours of 9:00 AM and 11:00 PM and in accordance with the terms and conditions of this “Agreement”.

• The responsible Unit Owner(s) must be physically present during the entire “Event”.

• Clubhouse usage must be consistent with Henrico County Nuisance Ordinance. The County’s noise ordinance is found in Chapter 10 of the Henrico County Code. https://library.municode.com/va/henrico_county/codes/code_of_ordinances?nodeId=CD_ORD_CH10EN_ARTIIINO
  The ordinance prohibits certain noises based on time and distance criteria. No obnoxious or offensive activity shall be permitted, nor shall anything be done that annoys or is a nuisance to other Unit Owners. This includes fire crackers/works, whistles, and horns. All music and noise must be reduced by 10:00 PM to a level that is not detectable from fifty feet away from the “Clubhouse”.

• All cleanup and removal of decorations must be completed before 11:00 PM.

• An inspection will be performed by a member of the clubhouse committee or Board at the end of each rental “Event” and may also perform spot inspections at any time during “Event”.

• ”Clubhouse” renters and their guests are NOT permitted to reserve or use the swimming pool, deck around the pool, or the fitness room, at any time, which are off limits during your “Event”. These facilities are to be kept available for use by all authorized VHP residents during normal operating hours.

• Maximum occupancy permitted in the “Clubhouse” during your “Event” is limited to 60 people.

• Parking is very limited! Please take this into consideration when planning your “Event”. All guest vehicles must park in available valid marked parking spaces around the “Clubhouse” and observe all posted street and parking signs. All streets within the Villas community are posted by Henrico Fire as “Fire-Lanes”. No vehicles may be parked improperly or in the mailbox “5 Minute” parking spaces. If so, you may be asked to move the vehicles off-site and/or will be subject to being ticketed or towed without notice.

• The “Clubhouse” is not available for rent on holidays, including Christmas Eve, Christmas Day, New Year’s Eve, and New Year’s Day.

• Smoking is not permitted in the “Clubhouse” or outside in the pool area. Smoking is permitted in the parking area in front or side of the “Clubhouse” but all butts must be disposed of properly and not on the ground.

• No decorations may be attached to the walls or fixtures. No tape, thumbtacks, pins, or nails are permitted on walls, trim, or other painted surfaces. Weights are recommended to hold helium filled balloons or taping to unpainted/unstained surfaces or folding tables and chairs is permissible.

• No birdseed, rice, confetti or glitter may be used for decorations or thrown inside or out.

• No “Clubhouse” kitchen supplies, food, or drink are to be used by renters. Please provide your own supplies.

• Animals, other than personal service animals, are not allowed in the “Clubhouse” or on grounds.

• The “Association” is not responsible for any lost or stolen personal property.

• Absolutely no illegal activities will be permitted and renter agrees that all activities during the “Event” shall be in full compliance with applicable federal, state and local laws.

• When moving furniture please do not drag them across the floors. Return all furniture and items to their original configuration at end of your “Event”.

• We understand renters may want some privacy, and it is permissible to close the blinds. Please DO NOT CLOSE THE CURTAINS. They are very heavy and difficult to return to their original configuration.

• “Clubhouse” key(s) may not be loaned or given to another person by the Unit Owner(s). Doing so may result in being charged total cost to rekey all locks.

• Rental reservations are on a first-come, first-served basis, based upon reservation and rental fee submitted online at time of the reservation.

• Reservations cannot be made more than 12 months in advance of requested date. Confirmed reservations must be cancelled prior to five (5) days of the scheduled “Event” date or the rental fee shall be forfeited.

• Rental Fee is $150 per day.

• Available rental calendar dates may be viewed via the “Community Calendar” on our website, https://www.thevhp.cc
  Note: Click the icon at the top right of our calendar there to open the full calendar.

• Reservations and payment of the rental fee can be made by using these instructions. When we receive your confirmation number, we will lock-in a reservation date for you and set a generic placeholder for your event on the community calendar. Others have the opportunity to confirm their reservation before you. To avoid rescheduling your date, please remit payment and reply to this request with confirmation information at your earliest convenience.

  • Payment Methods:

    • PREFERRED PAYMENT METHOD: Payment online via the link below.

      • https://home.cpvamanagement.com/billing/account-overview

      • Add your confirmation number or a screen capture of your account showing the payment to your request in our portal.

    • Alternate Payment Method: Payment by check

      • Write your account number on the check along with the words “Clubhouse Rental” in the memo field.

      • Mail your check to:
        The Villas at Hunton Park Condo Assoc.
        CPVA Management, Inc.
        P.O. Box 375
        Emerson, NJ 07630-0375

    • For account issues or questions, please contact Kelly Miranowicz at:
      kmiranowicz@cpvamanagement.com 

• In addition to the rental fee, a reimbursable SECURITY DEPOSIT in the amount of $150 must be paid by check when meeting the clubhouse committee member prior to the reservation start date. The amount of deposit returned will depend on result of the after “Event” inspection for compliance with the full terms of this “Agreement”. Upon receipt of rental “Agreement” and deposit check, the renter will sign the “Agreement” in the presence of the clubhouse committee member, who will then grant the Unit Owner(s) access to the “Clubhouse”. Unit Owner(s) should schedule a time in advance of the scheduled “Event” to ensure both the Unit Owner(s) and clubhouse committee member agree to the condition of the “Clubhouse”. Please make deposit check payable to The Villas at Hunton Park COA and in the memo section enter “Clubhouse Deposit” and date of “Event”.

• It is the renter’s responsibility to return the “Clubhouse” to its original configuration and all countertops, floors, carpet cleaned to the same level of cleanliness before the event start. Cleaning supplies are either under the sink or in one of the closets. All windows are to be closed and secured. The vacuum cleaner in the closet is there for your use. All items on the below checkout list must be completed by the renting Unit Owner(s) before “Clubhouse” is returned to the clubhouse committee member at the end of rental period, but not later than 11:00 PM on the last day of rental.

• Additional charges, if any, may be assessed against or in addition to rental security deposit and to the responsible renting Unit Owner(s) account, within ten (10) days of receipt of written explanation of charges through the “Association”. Any remaining deposit will be returned to the Unit Owner(s) through the “Association”.

The following checkout list of items MUST be completed before checkout inspection:

$75 (or 50%) loss of deposit if any one or more below items occur or not completed:

1. Blinds not closed and any windows or doors left unlocked (including door to side hallway)

2. Front decorative curtains have been moved out of place at any time

3. Failure to remove all cigarette butts and trash from parking lot and other outside areas

4. All trash has not been bagged, tied, and placed in large outside trash bins

5. Thermostat has not been reset to original setting (79 summer, 60 winter)

6. All interior and exterior lights and fans not turned off

$150 (or 100%) loss of deposit if any one or more below items occur or not completed:

1. All furniture and decorations have not been put back in original place and configuration

2. All floors have not been swept clean and thoroughly mopped removing all debris and spills

3. All carpeting and area rugs have not been vacuumed

4. Restrooms have not been left clean with toilets flushed, lights and fans turned off

5. Tables, sink, and countertops have not been wiped clean

6. Refrigerator & microwave not clean (inside and out), or warming ovens not turned off

7. Complaints of noise or disorderly complaints are received

8. Unit Owner(s) found to sub-lease or rent on behalf of others may also be prohibited from renting “Clubhouse” for 1 year upon review by the Board to suspend such privilege.

$150+ (Total Repair/Replacement Cost) loss of deposit + total cost if any one or more below items occur:

1. Tape, thumbtack, pin, or nail damage to walls, trim, or other painted surfaces

2. Damages to furniture or other “Clubhouse” property

3. Furniture or other items missing

4. Loss of or failure to return “Clubhouse” key(s) (total cost to rekey all keyed locks)

Notwithstanding the foregoing, the “Association” reserves the right to seek recovery of any and all damages related to the “Event” to which it reasonably had no notice of within the ten (10) day period.

• I/We assume all responsibility, risks, liabilities and hazards incidental to the activities applied for (including, but not limited to, the serving of alcoholic beverages. I/We agree to indemnify and hold harmless the “Association”, its officers, directors, employees, agents, and committee members present, past and future from any and all charges, claims, costs, causes of action, damages and liabilities, including, but not limited to, attorneys’ fees for any and all injuries to either person or property, which arise from or are in anyway related to the above activity, rental or use of the “Clubhouse”.

• I/We agree all responsibility for the actions and behavior of all persons present at, attending, or in any other way related to my rental “Event” and agree to be personally responsible for causing all such persons to comply with the association’s protective covenants, bylaws, and rules and regulations. Failure to comply will result in partial or total loss of security deposit.

• I/We agree that no alcoholic beverages will be served to anyone under the age of twenty-one (21) years of age. If the “Association” determines or observes intoxicated guests or minors being served alcohol, the “Association” or clubhouse committee member reserves the right to terminate function and ask all guests to leave. Renter(s) are responsible for compliance with all Virginia ABC laws and obtaining any and all liquor licenses.

• I/We understand that I am being granted exclusive use of the “Clubhouse” for the time requested and within the time period described above, subject to the right herein reserved by the “Association” to enter the facility and terminate my use thereof should the conduct of any person using the facility endanger the health, safety or well-being of any person or a threat to any property.

• I/We am at least twenty-one (21) years of age and will be in attendance at the rental “Event”. I/We agree that the rented facility will be used for lawful purposes only and that if any conduct that violates federal, state, or local laws or ordinances, my rights to use the “Clubhouse” under this “Agreement” shall terminate and the “Association” shall have right to terminate and ask guests to leave.

• I/We agree that all fees and expenses incurred by the “Association” as a result of the use of the “Clubhouse” under this rental “Agreement” shall be considered an assessment and constitute a lien against my Unit and shall be fully collectable as provided for by the “Association” bylaws and relevant Virginia law.

• I/We understand that my reservation of the “Clubhouse” facility on the aforementioned date will not be confirmed, nor will this “Agreement” be binding, until such time as the “Association” or its agent has executed this “Agreement”.

• I/We agree that any and all persons lawfully permitted to use the “Clubhouse” during the “Event” do so at their own risk.

• I/We agree that this “Agreement” shall be interpreted in accordance with the laws of the Commonwealth of Virginia and that any and all legal action taken to enforce any provision of this “Agreement” shall be brought in Henrico County, Virginia and that the prevailing party shall be entitled to recover his reasonable attorneys' fees and costs.

By submitting this reservation, I/We agree with all terms of this agreement.