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Facilities and Amenities Use Policy Flipbook PDF
This document was approved July 2014.
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EASTMAN FACILITIES and AMENITIES RULES & REGULATIONS
July 29, 2014 Board Approved on July 22, 2014
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RULES AND REGULATIONS All Eastman members in good standing and their guests have access to the many wonderful amenities and facilities within our community. Along with that access comes the responsibility to be aware of the relevant rules necessary to ensure the safety and well‐being of yourself and others. Access also imposes a shared reasonability and obligation to respect the rights of our neighbors, friends and others with whom we share our beautiful community. Our enjoyment of all that Eastman has to offer will be that much greater if we know and adhere to the rules outlined in this booklet.
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TABLE OF CONTENTS Section 1 – General Rules Audio Alcohol Animals Beaches Commercial Activities Fireworks Minors Motorized Recreational Vehicles Rope Swings Sledding Smoking Solicitations Weapons
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Section 2 – Recreational Activities Pool Fitness Center Tennis Winter Sports Hiking Trails Section 3 – Golf Tee Times Minors Driving Range Course Attire Play Section 4 – South Cove Alcohol Parking Reservations and Scheduling Section 5 – The Center Reservations and Scheduling Alcohol Section 6 – Policy Adherence Enforcement Consequences for Violation of Policies Appeals Process
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GENERAL AUDIO Audio broadcasting of electronic devices is not allowed; the use of ear buds is required so as not to disturb others. Exceptions will be allowed only for devices used in an ECA sponsored event or rental with approval from the Recreation Director. ALCOHOL No alcohol is allowed on any ECA property except in the following circumstances private non‐ECA sponsored events when the alcohol is provided by the facility renter, and the renter has signed a waiver of liability and provided ECA staff with a certificate of liability insurance indicating minimum coverage of $1 million and naming ECA as an additional insured; BYOB events that are for ECA‐recognized groups and that are scheduled through Recreation and ECA sponsored events; a catered event when the caterer has a liquor license and has provided ECA staff with proof of liability insurance indicating minimum coverage of $1 million and naming ECA as an additional insured party; a copy of the license; and a copy of the application to the NH Liquor Commission for the catered event. ANIMALS Live animals, with the exception of certified service animals, are prohibited in and on all ECA facilities, including the golf course, cross country trails, tennis courts, community garden, South Cove Activity Center and beaches. Dogs are permitted at the public boat launch and hiking trails. Dogs may be permitted during designated walking times on the golf course and on designated cross country trails when specifically authorized. In all cases owners must have their dogs under control and clean up after them. If uncertain whether walking is permitted, check with the Golf & Ski shop before taking the dog on the golf course or ski trial. BEACHES: Beaches are open only during daylight hours. The following are prohibited at all beaches: dogs glass alcoholic beverages soap or shampoo in the water throwing of balls or other objects feeding geese or ducks boating in the swim area fishing in the swim area smoking weapons (except those carried by law enforcement personnel and Security) fireworks loud music or other audio electronic broadcast 4
COMMERCIAL ACTIVITIES ECA employs specific professionals for training and teaching purposes. No other persons will be allowed to utilize any ECA facilities to conduct activities which could involve similar teaching or training. An exception to this is that members may bring their personal trainer to the weight room to assist with training. All trainers must check in with staff, sign a waiver form and provide proof of certification and insurance. FIREWORKS Setting off fireworks is not permitted on any ECA property. MINORS Parents or guardians are responsible for the supervision and behavior of their minor children while at Eastman Facilities. The ECA staff will not be responsible for children who are dropped off or who are waiting to be picked up at any Eastman facility. MOTORIZED RECREATIONAL VEHICLES All motorized recreational vehicles (e.g., snowmobiles, dirt bikes, all‐terrain vehicles, etc.) are prohibited on Eastman property, except those operated by ECA staff when performing official duties. A golf cart is not to be used as a vehicle for purposes of general transportation on the roads of Eastman. ROPE SWINGS Rope swings are not permitted anywhere on or around the lake. If installed, the ropes will be removed by ECA staff. SLEDDING Public sledding on ECA properties is only allowed in the designated area on the ninth fairway or as otherwise posted. SMOKING Eastman is a smoke‐free environment. The use of tobacco products is not permitted in or around Eastman facilities. This includes the immediate vicinity outside all ECA buildings and beaches. SOLICITATIONS All door‐to‐door solicitations s are prohibited at Eastman. This includes but is not limited to: Salespersons Political campaigns and issues Business promotions and advertising Charitable fundraising Religious organizations 5
WEAPONS No weapons are allowed in or on ECA property, except those carried by law enforcement officials and Eastman Security. While not limited to the following, these items are specifically prohibited: Guns Machetes Knives Bows and arrows
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RECREATIONAL ACTIVITIES USAGE ECA recreational facilities and activities are for the use of ECA Members, extended family members, qualified renters and guests. The golf course, cross country skiing, snowshoeing, skating, tennis, The Center at Eastman, hiking trails are open to the public upon payment of applicable fee. POOL Children under the age of 15 must be accompanied by an adult. Users are required to shower before entering the pool. No street shoes are allowed in the pool area. No toys or flotation devices are allowed, except those used as swimming aids. Absolutely no diapers are allowed except those specifically designed for pool use. Food or drink is not permitted in the pool area, except for water in non‐glass, re‐sealable containers. Group pool parties are limited to no more than 10 persons. FITNESS CENTER No one under the age of 15 is allowed in the fitness center. An orientation on use of the equipment is mandatory for ages 15‐17 before using the fitness center. No street shoes, open‐toed shoes, boots, sandals or casual shoes are allowed in the fitness center. Use of chalk is not permitted. All users are required to wipe down equipment with disinfectant spray and paper towels after use. Food or drink is not permitted in the fitness center, except for water in a non‐glass, re‐sealable containers. TENNIS COURTS Day passes or ECA IDs must be displayed when using a court. On Har‐Tru courts, sneakers suitable for soft courts are required. Departing players must drag the Har‐Tru courts and sweep the lines after play. Har Tru courts are for tennis play only. WINTER SPORTS An ECA ID or day pass must be displayed when skiing or snowshoeing. Walking on groomed trails is not permitted. Dogs are not allowed on groomed trails unless posted otherwise. All users must check in with the Cross Country Center prior to skiing, skating, sledding or snowshoeing. Checking in allows the staff to track and manage the usage of those amenities. 7
HIKING TRAILS Hiking trails are open to owners, guests and the general public. However, parking for the public is limited to designated public parking areas (i.e. Alpine Vista, End of Clearwater Drive or The Center).
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GOLF TEE TIMES Eastman Golf Links Members may reserve tee times up to 14 days in advance; Eastman owners and long‐term renters may reserve up to seven days in advance. Members of the public may reserve up to five days in advance. Cancellation of tee times and reduction in numbers of players must be communicated to the Pro Shop as soon as possible. No‐shows will be warned, and continued abuse will result in tee time reservation privileges being suspended. All players, regardless of their membership status, must check in with the Pro Shop before commencing play. Start times and starting hole will be determined by the Pro Shop. MINORS Minors under the age of 15 are not allowed to play on weekends and holidays prior to 2:00 pm: they may play after 2:00 pm if accompanied by an adult. Exceptions to this policy may be made at the discretion of the golf pro. DRIVING RANGE Persons are limited to hitting no more than one bucket of balls if another person is waiting. Minors under the age of 15 using the driving range must be accompanied by an adult. WALKING ON THE GOLF COURSE The golf course is reserved for golfers only during the golf season during daylight hours with the following exception: Walkers should check in with the Pro Shop prior to walking to ensure the schedule has not been modified. Recreational walking is allowed on holes 10 through 18 until 9:00 a.m. daily. ATTIRE Proper golf attire is required at all times on the golf course. Mandatory dress for all players is: Men: Polo shirts, turtlenecks or mock turtle neck shirts, slacks or Bermuda‐length shorts Women: Polo shirts with collars or other suitable shirts or blouses with or without collars, slacks, skirts or Bermuda‐length shorts Jeans are not permitted. 9
PLAY Players must maintain a reasonable pace of play based on Eastman standards, which is no more than 4 hours and 30 minutes for 18 holes. All golfers must play with their own set of clubs. Cell phones are permitted at Eastman Golf Links, but they must at all times be kept in silent or vibrate mode.
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SOUTH COVE The following are prohibited at South Cove open flames , including candles roller blades, roller skates, Heelys, bikes, skateboards and/or any other wheeled transport in the building, on the North Porch or in the pavilion ALCOHOL No alcohol is allowed at South Cove, including the ball field, except in the following circumstances:: Private non‐ECA sponsored events when the alcohol is provided by the facility renter, and the renter signs a waiver of liability and provides ECA staff with a certificate of liability insurance indicating minimum coverage of $1 million and naming ECA as an additional insured; BYOB events that are for ECA‐recognized groups and scheduled through Recreation and ECA sponsored events; Catered events when the caterer has a liquor license and has provided ECA staff with proof of liability insurance indicating minimum coverage of $1 million and naming ECA as an additional insured, a copy of the license and a copy of the application to the NH Liquor Commission for this catered event. PARKING All vehicles parked at South Cove must have a parking tag or Eastman sticker. Temporary parking tags for non‐ECA vehicles are available at the South Cove Customer Service Desk. It is the responsibility of the facility member to inform guests of any assigned parking locations and to ensure they have temporary tags. In order to assure sufficient parking for all members, off‐site parking may be required for facility renters and their guests, at the discretion of the Recreation Director. WHO CAN RENT The rooms and facilities at South Cove are available for rental only by Eastman members in good standing. Public rental of the facilities is not allowed. RESERVATIONS AND SCHEDULING Facility renters may reserve the South Cove facility no more than three months in advance; however, exceptions may be made in special circumstances (e.g. family reunions, wedding receptions, etc.) with the approval of the Recreation Director. South Cove events and activities will be scheduled in the following order of priority: Governance meetings Recreation function and activities Regularly scheduled Eastman functions and activities Eastman activities that do not occur on a regularly scheduled basis Member rental groups on a first‐come, first‐serve basis. 11
The Recreation Director will make the final decision in the resolution of all space and scheduling conflicts. On weekends (Friday, Saturday, Sunday) during the summer months, defined to be between Memorial Day weekend to Labor Day: Hemlock Hall and the pavilion are not available for rental. Member rentals will be limited to one room rental in any time period. IN GENERAL South Cove rooms are available for rental from 8:00 a.m. until 10:00 p.m., except as noted above. In consideration of all owners, any group larger than eight must have a prior reservation to use the pavilion on non‐weekend days during the summer months. All South Cove facility renters must be ECA Members in good standing. The facility renter must be in attendance for the duration of the rental event. Catering is permitted at South Cove. The Center restaurateur must be given the right of first refusal for any catered event. DEPOSIT AND DAMAGES A damage deposit must be made in cash or by personal check by all facility renters. The deposit cannot be put on an ECA member’s charge account.. Immediately prior to the rental time and date, the facility renter and a member of the ECA staff must make a visual inspection of the facilities and make note of all existing damage. Facility renter assumes full responsibility for all damage to the contents and structure of the rental area and common area, other than what was noted in the walk‐through. Renter will be advised of the cost of any damages incurred by the following business day. If damages incurred are less than the damage deposit, refunds of the balance will be issued within 21 days of the event. If damages incurred are greater than the damage deposit, the excess will be billed through the ECA accounts receivable process, including potential liens against an Eastman Member responsible for a rental non‐payment. EXCLUSIONS Rental of the South Cove rooms includes only the specific room rented and specifically excludes: waterfront beaches and amenities the game room the pool and fitness center the pavilion on weekends from Memorial Day to Labor Day. If the pavilion is rented for a weekday event, it must specifically be rented as part of event, but does not include the section of the 12
pavilion located between the fireplace and Peppermint Patty's. Exceptions may be made with prior approval of the Recreation Director. CANCELLATIONS Notice of cancellation must be given to the Recreation Department at least 48 hours prior to the scheduled date of an event. Failure to comply may result in forfeiture of the rental deposit and, at the discretion of the Recreation Director, the responsible individual may not be allowed to rent facilities in the future. SET‐UP, BREAK‐DOWN AND STORAGE Facility users are responsible to set‐up, break‐down, and put away chairs and tables. MINORS All events for minors must be properly supervised by a minimum of one adult per 10 minors. COMMERCIAL ACTIVITIES The only commercial activities permitted at South Cove are ECA‐sponsored activities that are specifically designated for a commercial purpose. ECA employs specific professionals for training/teaching purposes. No other individuals will be allowed to use any ECA facilities which might involve similar teaching/training. No member may rent a room at ECA for commercial activities. EVENT PUBLICITY Advertising and publicity for events held at South Cove must be limited to Eastman media (e.g., Channel 10, the Eastman website, Eastman bulletin boards, Highlights, etc.). Any advertising or publicity beyond Eastman, unless specifically approved by the Recreation Director or General Manager, may result in cancellation of the event. GRILLS Grills are permitted for ECA‐sponsored events, and for catered events when the caterer provides the grill. Grills are also permitted for other organized events, but permission to use grills for these events is subject to the following conditions: No charcoal grills The Pavilion must be reserved for the event, and the use of propane grills must be designated on the reservation form. A maximum of two propane grills The facility renter of the event must arrange for the grills to be available for the event and to be removed when the event is over. The grills may be used only in the designated area on the non‐lake side of the Pavilion at least 10 feet from all combustible surfaces. The facility renter is responsible for the event and assumes all liability for any claims of injury or damages arising from the use of grills at the South Cove facility. 13
THE CENTER RESERVATIONS AND SCHEDULING Facility renters may reserve the rooms at The Center through the concessionaire. DEPOSIT and DAMAGES A damage deposit must be made in cash or by personal check by all renters. The deposit cannot be put on an ECA member’s charge account. Immediately prior to the rental time and date, the facility renter and a member of The Center staff must make a visual inspection of the facilities and make note of all existing damage. The facility renter assumes full responsibility for all damage to the contents and structure of the rental area that was not noted in the walkthrough. A facility renter will be advised of the cost of any damages incurred by the following business day. If damages incurred are less than the damage deposit, refunds of the balance will be issued within 21 days of the event. If damages incurred are greater than the damage deposit, the excess will be billed through the ECA accounts receivable process, including potential liens against the Eastman Member responsible for the rental for non‐payment. ALCOHOL No alcohol is allowed at The Center, including the parking lot and golf course, except as provided by the restaurateur. Alcohol consumption at The Center is limited to that provided by the restaurateur and is to be consumed only in the restaurant areas and golf course.
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POLICY ADHERENCE The intent of these policies is to ensure that all Eastman owners and their guests can enjoy this wonderful environment in a peaceful and relaxed atmosphere. In the ideal world “common sense” would be the rule and stated rules and policies wouldn’t be necessary. However, we don’t live in an ideal world and sometimes forgetfulness overtakes “common sense.” If one has policies then there must be a process to ensure that they are followed and to judiciously remind those who forget. Since this is our community and we all want to live and play in a safe, well‐ maintained and relaxing environment, we all need to feel empowered to step up and remind a forgetful offender of the policy or rule involved. ENFORCEMENT Enforcement is a multi‐step process; Offender may be approached diplomatically by an owner to be reminded of the policy and rule. In cases where an owner doesn’t feel comfortable doing that, they should proceed to the next step. The owner should notify the appropriate staff person, who will speak to the offender and try to resolve the situation. If this fails, the staff person will contact Eastman Security, and Security will intervene to resolve the issue. In extreme cases in which lack of adherence creates significant danger to persons and/or property, and particularly when trespassing or threat of personal injury is involved, Eastman Security will contact local police for assistance. CONSEQUENCES FOR POLICY VIOLATIONS Any amenity user who violates these rules and regulations established for amenity use and/or fails to honor amenity and facility use restrictions that may be implemented by the General Manager or designee may be subject to the following:
First Violation: Notice of Infraction. Second Violation: 15 day suspension of Amenity Use. Third and each subsequent Violation: 30 day suspension of Amenity Use.
In those extreme cases where amenity suspension is not appropriate or where individuals continue to ignore rules after warnings and suspension these cases will be referred to the Board of Directors for action which may include but not are limited to monetary penalties. APPEAL PROCESS Any amenity user may appeal a violation to an Appeals Committee appointed by the President of the Board.
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