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2019 Waegwoltic Club Policy Manual Flipbook PDF
2019 Waegwoltic Club Policy Manual
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E V E R Y T H I N G Y O U‘V E A L W A Y S W A N T E D T O K N O W
ABOUT
THE WAEGWOLTIC CLUB
2019 POLICY & PRACTICE GUIDE
Updated: Sept 2019
CONTENTS
CONTENTS ................................................................................................................................................................................................................................................................. 2 INTRODUCTION ...................................................................................................................................................................................................................................................... 4 MISSION STATEMENT .......................................................................................................................................................................................................................................... 5 MEMBERSHIP POLICIES ...................................................................................................................................................................................................................................... 5 ANNUAL GENERAL MEETING / SEMI ANNUAL GENERAL MEETING ........................................................................................................................................... 5 APPROVAL OF NEW MEMBER APPLICATIONS ...................................................................................................................................................................................... 5 CHANGE IN MEMBERSHIP CATEGORY ...................................................................................................................................................................................................... 5 CLUB ENTRY FOR MEMBERS – FRONT GATE SECURITY ................................................................................................................................................................... 6 DISCIPLINARY POLICY ......................................................................................................................................................................................................................................... 6 ENTRANCE FEES ...................................................................................................................................................................................................................................................... 6 GUEST PRIVILEGES FOR MEMBERS .............................................................................................................................................................................................................. 6 GUESTS – MEMBERS’ RESPONSIBILITY ....................................................................................................................................................................................................... 6 GUEST’S RESPONSIBILITY ................................................................................................................................................................................................................................... 6 LEAVE OF ABSENCE............................................................................................................................................................................................................................................... 7 LIMITATION ON MEMBERSHIP ....................................................................................................................................................................................................................... 7 MANAGER’S AUTHORITY .................................................................................................................................................................................................................................... 7 MEMBER CONDUCT ............................................................................................................................................................................................................................................. 7 MEMBERSHIP DUES .............................................................................................................................................................................................................................................. 7 MEMBERSHIP CARDS ........................................................................................................................................................................................................................................... 7 MEMBERSHIP CATEGORIES.............................................................................................................................................................................................................................. 8 MEMBERSHIP WAITLIST POLICY ................................................................................................................................................................................................................... 9 REINSTATEMENT OF MEMBERS ..................................................................................................................................................................................................................... 9 REPLACEMENT CARDS ........................................................................................................................................................................................................................................ 9 TREATMENT OF CLUB EMPLOYEES ............................................................................................................................................................................................................. 9 FINANCIAL POLICIES ......................................................................................................................................................................................................................................... 10 ANNUAL AUDIT .................................................................................................................................................................................................................................................... 10 CAPITAL ASSET IMPROVEMENT FEE ........................................................................................................................................................................................................ 10 CAPITAL LEVY ASSESSMENT FEE ................................................................................................................................................................................................................ 10 EXISTING CONTRACTS AND ANNUAL REVIEW .................................................................................................................................................................................. 10 FISCAL YEAR ........................................................................................................................................................................................................................................................... 10 MEMBER CHARGE ............................................................................................................................................................................................................................................... 11 MEMBERSHIP YEAR ............................................................................................................................................................................................................................................ 11 REGISTRATION POLICIES................................................................................................................................................................................................................................ 12 CANCELATION AND TRANSFER POLICY ................................................................................................................................................................................................ 12 EARLY REGISTRATION POLICY .................................................................................................................................................................................................................... 12 GENERAL REGISTRATION POLICY ............................................................................................................................................................................................................. 13 LIABILITY WAIVER............................................................................................................................................................................................................................................... 13 RAINY DAY POLICY ............................................................................................................................................................................................................................................. 13 SAFE CARE AND SUPERVISION POLICY .................................................................................................................................................................................................. 14 TENNIS POLICIES ................................................................................................................................................................................................................................................. 15
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COURT BOOKING POLICIES .......................................................................................................................................................................................................................... 15 COURT CONDITIONS & CLOSURES ........................................................................................................................................................................................................... 15 GENERAL TENNIS POLICIES ........................................................................................................................................................................................................................... 16 NS TENNIS OPEN .................................................................................................................................................................................................................................................. 16 AQUATICS POLICIES .......................................................................................................................................................................................................................................... 17 GENERAL POOL RULES ..................................................................................................................................................................................................................................... 17 INDEPENDENT SWIMMER GUIDELINES ................................................................................................................................................................................................. 18 SWIMMING EQUIPMENT................................................................................................................................................................................................................................. 18 TESTING OF THE POOL WATER ................................................................................................................................................................................................................... 18 WAEG WAVES ........................................................................................................................................................................................................................................................ 18 SWIMMING LESSONS ........................................................................................................................................................................................................................................ 18 SAILING POLICIES................................................................................................................................................................................................................................................ 20 CANSAIL PROGRAMMING .............................................................................................................................................................................................................................. 20 BOATHOUSE AND MOORING POLICIES................................................................................................................................................................................................. 21 BOATHOUSE POLICIES ..................................................................................................................................................................................................................................... 21 MOORING POLICY .............................................................................................................................................................................................................................................. 22 WINTER BOAT STORAGE POLICY ............................................................................................................................................................................................................... 23 GENERAL POLICIES ............................................................................................................................................................................................................................................ 24 ADVERTISING AND SOLICITING .................................................................................................................................................................................................................. 24 ALCOHOL POLICY AND NSLC COMPLIANCE ....................................................................................................................................................................................... 24 ANIMALS ................................................................................................................................................................................................................................................................... 24 BICYCLES, ROLLER BLADES, SCOOTERS AND SKATEBOARDS ................................................................................................................................................... 24 BASKETBALL USE ................................................................................................................................................................................................................................................. 25 CLUB PREMISES .................................................................................................................................................................................................................................................... 25 COOPERATION & COLLABORATION WITH MEMBER ENTERPRISE ........................................................................................................................................ 25 DROP-OFF SAFETY ............................................................................................................................................................................................................................................. 25 FOOD BROUGHT FROM OFF-SITE VENDORS ...................................................................................................................................................................................... 25 LOST, STOLEN OR DAMAGED ITEMS ........................................................................................................................................................................................................ 26 PHOTOGRAPHY AND VIDEOGRAPHY ..................................................................................................................................................................................................... 26 PRIVATE INSTRUCTOR POLICY.................................................................................................................................................................................................................... 26 PROHIBITED SUBSTANCES ............................................................................................................................................................................................................................ 26 RENTAL POLICY (FACILITY) - CLUBHOUSE/BLOOMINGDALE ANNEX ................................................................................................................................... 26 RENTAL POLICY - WATERCRAFT................................................................................................................................................................................................................. 27 SAND BOX AND PLAY AREAS ........................................................................................................................................................................................................................ 27 SPECIAL EVENTS RESERVATION POLICY ............................................................................................................................................................................................... 27 USE OF LOCKERS ................................................................................................................................................................................................................................................. 27 VOLUNTEERING AT THE WAEGWOLTIC CLUB ................................................................................................................................................................................... 27
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INTRODUCTION The Waegwoltic was founded in 1908 and was known as the "Bloomingdale". The name "Waegwoltic" was adopted in 1910 from a Mi'kmaq name meaning "end of the water".
“The success of The Waegwoltic Club, now celebrating its ninety-sixth anniversary, can be easily discovered. It has been successful because it has been flexible enough to go modern, without permitting its founders’ traditional values to slip away.” Written by: Ms. E.A. Macdonald This policy and procedures guidebook is a live document and will serve as the primary resource for members questions regarding the Club, its policies, procedures, and—in some cases, as necessary—the fundamental thinking behind these policies and procedures. Whereas the Club’s Bylaws are—by their nature—broad and overarching, this document is intended to be more specific and highly detailed. This guide provides the details of policies and procedures for the Club. The contents of this guide have been formally approved by The Waegwoltic Club Board of Directors (“the Board”). Decisions made by the Board should be consistent with the Club’s Bylaws, its Mission Statement, and the long term objectives of the club. These policies and procedures will be updated on a continual basis as our operations and usage of the Club change. Policy changes affecting our Club membership will be communicated through correspondence to the members as well as website updates.
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MISSION STATEMENT
Established in 1908, The Waegwoltic is a not-for-profit, membership-focused, familyoriented club offering quality aquatics, sailing, and tennis programming, and dining and social activities designed to meet the needs of a diverse membership. The Club embraces the tenets of financial sustainability, environmental conservation, and cultural heritage where all members of the community are welcomed.
MEMBERSHIP POLICIES The Waegwoltic adheres to the following membership policies for all members, without exception:
ANNUAL GENERAL MEETING / SEMI ANNUAL GENERAL MEETING The Annual General Meeting of the Club shall be held no later than the last day of June each year. The Semi-Annual Meeting shall be held no later than the last day of November each year. Seven days' notice of a meeting, specifying the place, day and hour of the meeting and, in the case of special business, the nature of such business, shall be given to the members. Notice shall be given via email or in writing and sent via mail in a prepaid letter addressed to each member at his or her last address recorded in the Club’s database. Any notice shall be deemed to have been given at the time when the email is sent or the letter containing the same would be delivered in the ordinary course of post and in proving such service it shall be sufficient to prove that the envelope containing the notice was properly addressed and placed in the post office. The non-receipt of any notice by any member shall not invalidate the proceedings at any general meeting. Notice of an ancillary meeting may also be given by electronic mail or through the post as provided for above or by posting on the Club's website provided the last advertisement is no later than seven days before the date of the meeting.
APPROVAL OF NEW MEMBER APPLICATIONS All new member applications are presented to the Board for approval at the monthly Board of Directors meeting.
CHANGE IN MEMBERSHIP CATEGORY When the category of the member is no longer suited to his / her circumstances, it is the responsibility of the member to contact the Manager’s Office to request the change. Management must review and approve all change of category requests prior to category change.
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CLUB ENTRY FOR MEMBERS – FRONT GATE SECURITY When entering the Club property, all members must show their Waegwoltic membership ID card to the front gate security. Each card will be entered into the Waegwoltic database to ensure the member is active, and to keep record of their visit. If a member cannot produce their Waegwoltic ID card, the front gate security has the right to refuse entry at their discretion.
DISCIPLINARY POLICY Suspension or Expulsion - a member who violates the by-laws or policies and procedures of the Club, or acts in an inappropriate way on the Club premises, may be: • •
suspended for a period not exceeding fourteen days by the Manager, or suspended or expelled from the Club by the Board of Directors.
ENTRANCE FEES The entrance fee is applicable to all adult members upon admission to the Club, or those members returning to the Club after a period of five years of resignation. The entrance fee is in addition to annual dues and activity fees and is payable at the time of admission. Entrance fees are not refundable or transferable.
GUEST PRIVILEGES FOR MEMBERS Four complimentary guest passes are issued for each membership. A guest pass shall authorize the entry of one person, for one day, to use the privileges of the Club. Guest Passes are valid only in the year they are issued. Each guest can have access to the Club a maximum of five times per season. Additional guest passes may be purchased at the front gate or at the administration office for a fee. All guests must be accompanied by an adult member at the time of entry into the Club.
GUESTS – MEMBERS’ RESPONSIBILITY Members are responsible for their children and guests while on the property. The member must accompany his / her guest while on the property unless the member has been given special permission by the Manager for the guest to be unaccompanied. All children ten years old or under must be accompanied and supervised at all times by an adult or caregiver while at the Club. Front gate security has the right to refuse entry to any guest for any valid reason if, in their assessment, the safety of our club and/or our membership may be jeopardized.
GUEST’S RESPONSIBILITY All guests are required to maintain their receipt as proof of purchase. All guests must comply with the policies, procedures and by-laws of the Club. If any guest fails to do so, the Manager reserves the right to revoke that guest’s privileges.
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LEAVE OF ABSENCE A member may put his/her membership on leave of absence for one year only from the Club with payment of the associated fee. This will enable the member to return to the Club the following year in the same membership category as their previous membership and they will not be required to pay a reinstatement fee.
LIMITATION ON MEMBERSHIP The Board of Directors, at its discretion, may restrict the membership in any or all categories. In such cases where the membership limit has been reached, the Board shall establish—and the Manager shall maintain—a waiting list of those persons seeking membership.
MANAGER’S AUTHORITY The Manager of the Club has the full authority and responsibility for the enforcement of the regulations of the Club and for the day-to-day operation of the Club and its facilities.
MEMBER CONDUCT All of those using the Club’s premises and facilities are to conduct themselves, at all times, in a manner that is not disruptive to other members, and in compliance with the regulations of the Club. This includes using courteous language and showing respect for the Club property and staff. Any members who participate in, aid, or otherwise support the unauthorized entry of non-members to the club will have their membership suspended. Members of the Club accept that none of The Waegwoltic Club staff, members, directors, or officers will be liable for any damages or loss arising from loss of personal property or personal injury sustained on or about the property and facilities of the Club. All use of property and facilities and participation in any event or programming activities at the Club are voluntary, and all risks, loss or injury arising in any manner whatsoever is expressly assured by the user.
MEMBERSHIP DUES Invoices for annual dues and charges are to be sent out no later than January 10th each year and are due for payment on or before on the first day of March each year. Accrued interest on any balance outstanding will commence as of that date. A member whose dues or charges are in arrears shall not be entitled to enjoy the privileges of the Club including but not limited to entrance to the grounds, and/or registration to any Club programming until such account balances are paid in full.
MEMBERSHIP CARDS All current members must obtain a photo ID membership card from the Administration Office. Club members must present their membership card to the gate personnel to gain access to the property. The Club reserves the right to deny entry to any member who does not present their membership card, regardless of the reason.
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MEMBERSHIP CATEGORIES •
Family Membership: includes one or two adults (married or in a common-law relationship), plus all children of one or both of the adult member(s) up to and including the age of 24 (as of Jan 1st), as long as the children are currently full-time students*. This also includes any children for which the adult member(s) has legal guardianship. All individuals included in the family membership must reside at the same address.
*Children who are not full-time students are permissible under the Family Membership without charge until the age of 19 (before January 1st). •
Adult Membership: a person who is 30+ before January 1st during the year in which the individual joins. This membership does not include a spouse/partner or children.
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Adult Married Membership: a couple who are 30+ before January 1st during the year in which the individual joins and their spouse. This membership does not include children.
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Senior Membership: a person aged 60+ before January 1st. It is the responsibility of the member to notify the office once the 60 years of age provision applies. This membership does not include a spouse/partner.
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Senior Married Membership: one of the married adult members must be 60+ years of age before January 1st. It is the responsibility of the member to notify the office once the 60 years of age provision applies.
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Senior Loyalty Membership: A person aged 60+ before January 1st with 20 continuous years of membership. It is the responsibility of the member to notify the office once these provisions — 60 years of age and 20 years of membership — apply. This membership does not include a spouse/partner.
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Senior Loyalty Married Membership: one of the married adult members must be 60+ years of age before January 1st and have 20 continuous years of membership. It is the responsibility of the member to notify the office once these provisions — 60 years of age and 20 years of membership — spouse/partner apply.
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Intermediate Adult Membership: is a single person who is between the ages of 19 – 29 years of age before January 1st during the year in which the individual joins the Club.
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Family Add-On: is any additional member residing at the same address as the member who wishes to be added to a membership. Members shall not be required to obtain a Family Add-On for children who, as of January 1st, are three years of age and under.
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Caregiver: is a childcare provider of a member who will be accompanying the member’s child/children to the Club. The childcare provider will only be provided access to the Club when accompanied by the member's child/children.
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Student Membership: is a single person between the ages of 19 – 24 years of age during the year in which the individual joins the Club and who is a part-time or full-time student at a post-secondary institution. In order to qualify for this membership category the individual must provide a valid student ID.
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Out of Town Membership: All individuals included in this membership must maintain and demonstrate a permanent residence outside the province of Nova Scotia. Family can include one or two adults (married or in a common-law relationship), and all children up to and including the age of 24 (as of Jan 1st) who are currently full-time students. This membership is only valid for a continuous four-week period within a one year period.
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MEMBERSHIP WAITLIST POLICY Reinstated members are not subjected to the waitlist. Only persons who have submitted a written request and paid the prescribed fee shall be included on the waiting list. The waiting list is on a first-come, first-served basis.
REINSTATEMENT OF MEMBERS A person who has left the membership may return at any time within 2-5 years of resignation by paying a reinstatement fee for the category of membership in which he/she is to be reinstated. They will also be required to pay any outstanding hold fees and/or leave of absence fees before rejoining the membership.
REPLACEMENT CARDS If a membership card is lost or misplaced, a replacement card can be obtained for a fee at the administration office.
TREATMENT OF CLUB EMPLOYEES No member may reprimand or personally direct the actions of an employee of the Club. A member who wishes to lodge a staff complaint should do so in writing to the Manager. We strive at every interaction to create a lasting memory at every visit. Should you have specific suggestions for improving that experience, please contact the Manager directly.
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FINANCIAL POLICIES The Waegwoltic adheres to the following financial policies, without exception:
ANNUAL AUDIT The duty of the Auditor shall be to audit and report annually on the Club’s accounts. The annual audit occurs after January 1st for the previous fiscal year end. The audited financial statements for the previous year are then presented for approval at the June Annual General Meeting. At that same meeting the membership approves the selection of the Auditor for the upcoming year.
CAPITAL ASSET IMPROVEMENT FEE (LONG-TERM RESTRICTED FUND) The Club has aging facilities that requires regular maintenance. The Long-Term Restricted Capital Fund will be maintained in order to allow for capital enhancement projects that are not considered short-term in nature and would typically be larger in scale and expenditure. Funding of the Long-Term Fund emanates from the annual Capital Assessment Fee and any remaining surplus from the Club’s annual operations. All funds withdrawn from the Long-Term Fund are approved through the budget process approved by the membership.
CAPITAL LEVY ASSESSMENT FEE (SHORT-TERM RESERVE FUND) Along with the aging facilities, sometimes things happen throughout the year that we cannot anticipate at budget time. In these cases, we have a reserve fund to address these expenditures. Billed annually to an upper limit of $150,000 this restricted fund is for unanticipated capital requirements. Once at its limit, the asset reserve is to be used for capital purchases not anticipated as part of the annual budget process, and which reasonably could not wait for the next cycle. All withdrawals from the fund must be made with the approval of the executive committee.
EXISTING CONTRACTS AND ANNUAL REVIEW Any existing contract for services in excess of $5000 shall be reviewed on an annual basis. When appropriate, multiple quotes are to be obtained for each service at the renewal period to ensure that the cost and quality of service best meets the needs of the Club.
FISCAL YEAR The fiscal year for the Club shall run from the first day of January to the last day of December in any given year.
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MEMBER CHARGE Member Charge is an optional member service allowing your membership card to be swiped for payment of food and beverages, merchandise, or gatehouse purchases. To activate member charge, credit card or bank account information must be provided to the office along with a signed form authorizing such charges to be made. Once the main account is set up for each membership, it is up to the principal account member to maintain their account, including enabling/disabling the dependents access and charge limits. Any charges to the member’s account will be billed to the credit card or bank account supplied on the 15th of the subsequent month. Any disputes must be settled within 45 days of purchase.
MEMBERSHIP YEAR Membership in the Club shall run from the first day of January to the last day of December in any given year.
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REGISTRATION POLICIES The Waegwoltic Club is committed to the complete satisfaction of all our members enrolling in our club programming. To that end please, see the policies below to guide you in your enjoyment of the range of high quality programming offered. The following Registration Policy and Liability Waiver must be read and agreed to before registering for any program at The Waegwoltic Club. Members cannot proceed with online or in house booking until the policies have been read and agreed to. Confirmation of agreement is made in person by signature or online by electronic verification. The following Registration Policies and Liability Waiver apply to Adult and Youth programming from all departments of the Club including — but not limited to — Sailing, Aquatics, Recreation, Tennis, and special events.
CANCELATION AND TRANSFER POLICY Beginning on the opening day of registration and until the 15th day of April, any program registration can be cancelled with full refunds credited in the form that they were received. Effective the 1st day of May for each calendar year, all cancellations will result in a program credit to be used within the current calendar year. A notice of cancellation or transfer must be received a minimum of 7 days prior to the start date of the program for a full program credit. Any cancellations or transfers received within 6 days of the program start date will receive a credit for the full amount, less an administrative fee of 25% of the program fee. Transfers that may be accommodated up to the start date without the 25% admin fee include: • • •
Level transfers (example: Swim Kids 1 to Swim Kids 2); Time slot transfers; and Transfers between programs within the same session.
EARLY REGISTRATION POLICY Early registration is available for summer camp and sailing programming only. Early registration privileges are granted to those members who were enrolled in the programs during the previous year. Early Registration dates are set annually by the main office. Once early registration is closed, all remaining positions are open to the general membership. Positions in each program are available on a first come first serve basis. Early registration does not guarantee you a spot in the program. All early registrations are non-refundable and follow the remaining registration policies of The Waegwoltic Club as stated above. 12
GENERAL REGISTRATION POLICY All membership fees for the year must be paid in full, or you must be registered on the payment plan, before registering for any programming. Any additional outstanding fees must also be paid in full. Registration fees must be paid in full at the time of enrolment. Program registration is granted on a first-come, first-served basis. No spot will be held for any amount of time without payment. Partial payments or deposits will not be accepted to hold a spot. All Registrations are non-refundable unless: • •
A program is cancelled by the Club; or A participant cannot participate due to medical reasons substantiated by a medical note from a doctor.
Programming fees can be paid online, over the phone via credit card, or in person at the Main Office. Applying a fee for programming to a membership account is not considered as payment and cannot be used as a method of payment to secure a spot in a program or class. If a class is full, a waitlist option is available. There is no charge for a waitlist registration. If a position becomes available, the member will be contacted by the Registration Office and given 24 - 48 hours to enroll depending on the program. If the given time passes without payment, the spot will be offered to the next member on the waitlist. Prices for programs and classes are subject to change. The Club reserves the right to cancel programs or classes if a minimum registration number is not obtained prior to the start date. In this case, a full refund will be issued.
LIABILITY WAIVER By registering for programs and signing our liability waiver, you have confirmed participation for yourself, your child, or any participant for whom you are the registrant, and have acknowledged and agreed to the following: All programs organized by The Waegwoltic Club are run by experienced, certified (where applicable) instructors and supervised by (an) experienced assistant(s), as necessary. Every effort will be made to minimize risks that may arise as a result of program activities. I hereby acknowledge any and all risks, and I fully understand that The Waegwoltic Club’s members or staff, the program instructor(s) and assistant(s), and/or The Board, assume no responsibility for any injury or ailment that may occur while the member/registrant is under our care.
RAINY DAY POLICY Our Rainy Day plan is divided between fun group games for the younger participants and more athletic, physical literacy based activities for the older ones. For the older participants, we are focusing on providing activities promoting physical literacy. According to Physical and Health Education Canada, people who are physically literate “move 13
with competence and confidence in a wide variety of physical activities in multiple environments that benefit the healthy development of the whole person.”
SAFE CARE AND SUPERVISION POLICY The Waegwoltic Club believes in fostering individuality, self-worth and self-esteem for all who are in our care. All of our campers will be treated respectfully, listened to, and encouraged to share their perspectives, life experiences, and values. In the event that — through the course of daily interaction with our participants — we become privy to information that could reasonably be concluded as harmful or threatening behaviour towards the well-being of a child by a parent/legal guardian/caregiver, our staff is trained to recognize and report the situation to their supervisor and, as necessary, to the appropriate child protection agency. This is not just our duty, but our responsibility under the law. A protocol is in place to address, document and report emergency situations (both lifethreatening and non-life-threatening). All emergency situations, whether life-threatening or not, are immediately reported to a supervisor after the incident, and put into writing within an hour (examples: lost child; injury). Vulnerable Sector (VS) police checks and Child Abuse Registry checks are conducted for any staff that comes in contact with children at The Waegwoltic Club. The Waegwoltic Club policies regarding child safety follow the guiding principles outlined in “Quest 1” of HIGH FIVE®’s quality standard for children’s sport and recreation. Founded by Parks & Recreation Ontario, HIGH FIVE® provides policy guidelines that ensure that your child's experience with sport and recreation will be safe, properly-supervised, and ageappropriate. It also ensures your child will have a positive experience and leave the program smiling. For more information about HIGH FIVE®, visit www.highfive.org.
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TENNIS POLICIES The Waegwoltic Club Tennis Department adheres to the following policies for all participants, without exception. Any member found to be intentionally circumventing this policy will lose her/his pre-booking privileges for 2 weeks, and should there be a 2nd occurrence that same privilege will be revoked for the balance of the season.
COURT BOOKING POLICIES Players must arrive 5 minutes before their booking begins; All courts can be booked by members 16 years and over, or by those playing at a high performance tennis level for one hour for singles, or one and a half hours for doubles; The tennis staff will inspect all shoes to ensure they are appropriate for play on the soft courts; Members are required to sweep their court 5 minutes before their court time ends; Members can book online, at the hut, or over the phone at 902- 429-2822; Pre-booking courts is available for courts 1-4; Pre-bookings can be made 2 days in advance. Same day bookings can be made on courts 1-4 as well based on availability; Pre-bookings must be cancelled within two hours of the booking start time; If a member is a ―no-show’ for two pre-bookings, they will be reported to the General Manager; Members may only pre-book one court per day. Members wishing for additional play can book another court at the Tennis Hut only after completing their pre-booked game. Additionally the same member can “walk on” any available court at any time; If the pre-booked court is unoccupied for 15 minutes, players forfeit their court time; Walk-on bookings can be made for courts 5-10; All playing parties must be present to book a court time for Courts 5-10; Walk-on bookings can be made to the nearest 15 minutes; No player can make a second booking within the same day until their first booking has ended.
COURT CONDITIONS & CLOSURES Court conditions, court maintenance and major court disturbances will be communicated by The Waegwoltic Club through RecTimes and, as suitable, The Waegwoltic website and social media sites. 15
In the event of inclement weather that necessitates court closures, every effort will be made to monitor and reopen courts in such a manner that will prevent a complete closure of our clay courts. Court closures will be communicated in the “court updates” section of our website, found on the pop-out tab on our website’s landing page, and in your online “member area”. Closed courts can also be identified as those for which the nets have been dropped during court closures.
GENERAL TENNIS POLICIES Non-member guest times for play are 9am through 10pm. All guests must have a valid guest pass and accompanied by a member; Tennis shoes are required on the court at all times for all players; Frequency and timing of private lessons are based on seasonal court availability and will be reported to the manager on a seasonal basis; Private Lessons can be given by any member of The Waegwoltic Tennis Staff and those approved by the Manager.
NS TENNIS OPEN Each year, The Waegwoltic Club is pleased to host the provincial tennis open at our club. During this event, all courts are dedicated for use by those involved in the Tennis Open. At the discretion of our staff and NS Tennis Open officials, courts may be made available in the evenings when not required for tournament play.
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AQUATICS POLICIES The Waegwoltic Club Aquatics Department adheres to the following policies for all participants, without exception:
GENERAL POOL RULES 1. Members must obey the Lifeguards instructions in the pool area. Lifeguards are entitled to use their discretion to enforce rules as they see fit, including anything affecting safety, sanitation, and protection of club facilities. 2. Lifeguards may close the pool areas without notice, in cases of thunder, pool fouling, cloudy water, etc. 3. No eating or drinking on any pool deck, including the immediate Lido deck. 4. Diving is prohibited in the Lauderdale and Bloomingdale. Members can dive along the far wall of the deep end in the Main Pool, or between the diving board and Lifeguard chair of the Lido. 5. Flutter boards are not permitted in the Bloomingdale, or the deep end of the Main Pool. They are to be used exclusively by lane swimmers. 6. Children must complete Swim Kids 5 or a Swim Test to swim unattended. A Swim Test must be monitored and approved by a lifeguard. 7. Do not swim under or over the lane lines in the Main Pool. 8. Do not sit or stand on the Lido wall. Members can move from the Little Lido to the Big Lido over the black line. 9. Strollers and unattended children are not permitted on the pool deck during Adult Swim. 10. Parents/Guardians are permitted on the Bloomingdale deck during Pre-School lessons. Parents are not permitted on the Main Pool deck during Swim Kids lessons. 11. No electronics on any pool deck. Members may use their phones at their own risk. 12. No pool entry if you have contracted a communicable disease, condition, or have a open wound. 13. Toys are not permitted in the pools or on the pool decks (inflatables, noodles, balls, sinkers, etc.) 14. No changing on pool deck. 15. No running. 16. No splashing. 17. Members must shower before entering any pool if they have previously been in the ocean. 18. Our pool schedule can be found by clicking “Pool Schedule” in the pop-out tab on our website. 19. No loose basketballs are allowed on the pool deck. Sport balls must be in a secure bag when not on court 17
INDEPENDENT SWIMMER GUIDELINES One of the following people must be in the pool within arm’s length of the child, if the child has not passed the swim test or obtained Swim Kids 5, (unless the child is in a swimming lesson): • • •
A parent; A responsible adult member designated by either parent; or A child caregiver between 12-14 years old (designated by either parent) if there is only 1 child, or 2 children if the caregiver is 15+ years old
The parent, designated adult or childcare giver must have a level of comfort in water to be able to react to an emergency of their child in the water. If the age of the child is unsure, a lifeguard may ask to determine the age.
SWIMMING EQUIPMENT The use of swimming equipment is at the discretion of the lifeguards. Only certified personal flotation devices are permitted in the pool. Inflatable aids and flotation devices are used only during instruction and as required by the Public Health Department for emergencies.
TESTING OF THE POOL WATER The water in all swimming pools will be tested for various forms of bacteria at the Queen Elizabeth II Life Sciences Centre. This testing will be completed once monthly in June, July, August and September. Our pools are also checked every two hours to ensure the best possible pH levels.
WAEG WAVES The Waegwoltic Club offers a competitive summer swim team named Waeg Waves. Waeg Waves are an independent swim team run by a parent’s association that takes care of registration, fee collection, event-planning and other team activities. Currently swimmers range in age from 6 - 18 from first timers to seasoned veterans. Strong team spirit is important to the Waves with a large emphasis on fun.
SWIMMING LESSONS The Waegwoltic Club is pleased to offer a variety of recreational swimming programs for children and adults of all ages. At The Waegwoltic Club a wide variety of Red Cross programs are offered as well as Lifesaving Society programs. Lessons take place throughout the summer in two-week sessions and occur every weekday during the times of 9:00 am - 12:00 pm. The Red Cross programs are a great way to start learning to swim and perfecting strokes and our Lifesaving Society programs develop advanced lifesaving skills and swimming endurance. Private lessons for adults or children who need one on one attention are offered directly through the lifeguarding department.
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PRIVATE SWIMMING LESSONS -
Private Lesson Packages expire on December 31st, 2019. Unused lessons from a package can not be refunded or credited.
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Individual lessons from a package can be used on any member listed on the membership account of the purchaser (You do not need to buy individual packages for each child).
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Private Lesson packages can not be shared or transferred to another member. Semiprivate lesson packages can be used in conjunction with another member of the same or similar level.
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Private lesson packages do not guarantee a level will be passed.
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Private lessons can only be booked during the times indicated on the booking sheet. These time blocks are approved by the Program Manager.
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Private lessons can be cancelled at any time up to 24 hours before the scheduled lesson time without penalty. Cancellations made within 24 hours of the lesson time will result in the forfeit of that lesson from the package purchased by the member.
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If a member does not show up for a scheduled lesson, the lesson is forfeited from their private lesson package.
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Private and Semi-private Lessons are 30 mins in duration.
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An assessment is a 15-20 minute evaluation of a child’s skills to determine the appropriate swim kids or preschool level. An assessment is not an instructive lesson.
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SAILING POLICIES
The Waegwoltic Club Sailing Department adheres to the following policies for all participants, without exception: No member should enter the sailing docks unless they have a child in the program. Parents are encouraged to use the back entrance to the sailing building and check in with the sailing office before going on the docks; Lifejackets must be worn by participants and instructors at all times when on the docks; Those members participating in regattas must sign an offsite waiver. This waiver is in addition to the Liability Waiver agreed to at the time of registration; Any boat that is brought by a student for his or her personal use is entirely the responsibility of the owner. The Waegwoltic assumes no responsibility for loss or damages or parts thereof from any cause whatsoever. Boats and / or equipment left or stored on club grounds are at the owner’s risk; Winter storage of private boats is to be arranged by the boat owner. Winter boat storage is not included in the cost of the program.
CANSAIL PROGRAMMING Our Sailing Programs are modeled after the CanSail program developed by Sail Canada (formerly known as the Canadian Yachting Association, CYA) and implemented in 2012. These programs prioritize hands-on, active learning on the water, and limits classroom learning to material that necessitates a classroom format for successful absorption and completion of the material. Our core sailing instructors and coaches have received training and certification based on Sail
Canada’s national standards.
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BOATHOUSE AND MOORING POLICIES The Waegwoltic Club adheres to the following boathouse and mooring policies for all participants, without exception:
BOATHOUSE POLICIES Boathouse services are offered from June 15th through October 15th; Members may store their small crafts (sea kayaks, canoes, paddle boards) in the Boathouse for an annual fee. Members must lock and secure their water crafts while in storage; Regular hours are in effect, with tender staff being on duty 8:00am through 10:00pm daily (weather permitting); Only those with a small craft in storage or a boat in our mooring field are permitted through the boathouse gate. If the member would like to have their boat out, the tender staff or maintenance staff is to be contacted for assistance. Tender staff and maintenance staff can be reached by cell phone at: (902) 476-6008. It is highly recommended that all boats be locked; The boat owner is to sign a waiver each year accepting all liability should something happen to their boat; The boat owner must provide proof of insurance before boat is stored; Once the boat owner has signed a waiver and made payment, they will be provided with an annual sticker that must be placed on the watercraft in a visible area; The member agrees that he/she is responsible for his/her boat, as well as persons making use of the boat, and any others injured while on or about the boat; Only the member/boat owner may take their craft out of the boathouse. If permission is given to another member to use the boat, the boat owner must give the permission in writing so as to allow the boathouse person to confirm that proper permission has been given; The member relinquishes and waives any claim or cause of action which he/she may have against the Club arising from any loss of or damage or injury to the member’s boat, and any other boat or watercraft, in which the member may have an interest at the time of such loss, injury or damage; In particular and for greater clarification, the member agrees to relinquish all claims and causes of action arising from any acts or omissions of the Club. The member agrees to indemnify and save harmless the Club in respect of all liability, fines, suits, claims and causes of action of any kind, for which the Club may become liable for reasons of such loss, injury or damage including any subrogated claim of any insurer;
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MOORING POLICY The boat owner is to sign a waiver annually, accepting all liability should something happen to their boat; Once the boat owner has signed a waiver and made payment they will be provided with an annual sticker to must be placed on the starboard side of the bow; The boat owner must provide proof of insurance before the boat is stored; If the Club must remove any boat from the dock or mooring, the Club takes no responsibility for any damage that may occur in the process; The Waegwoltic Club will inspect the mooring field annually; The boat owner is to ensure to their satisfaction the safety of their own boat; Tie-off on the Boathouse dock shall be no longer than 2 hours, after which the boat will be moved and tender privileges will be suspended for 1 week; If the Club must remove a boat from the dock or a mooring, the Club takes no responsibility for damage that may occur; The member agrees that he/she is responsible for his/her boat, as well as persons making use of the boat and all others injured on or about the boat; The member relinquishes and waives any claim or cause of action which he/she may have against the Club arising from any loss of or damage or injury to the member’s boat, and any other boat or watercraft, in which the member may have an interest at the time of such loss, injury or damage; In particular and for greater clarification, the member agrees to relinquish all claims and causes of action arising from any acts or omissions of the Club (whether negligent or intentional) including all acts of nature; The member agrees to indemnify and save harmless the Club in respect of all liability, fines, suits, claims and causes of action of any kind, for which the Club may become liable for reasons of such loss, injury or damage including any subrogated claim of any insurer; The following storm prep guidelines as prescribed by the Club must be followed: • • • • •
Add extra lines and ensure lines are reinforced; Turn on automatic bilges; ensure batteries are in a safe location where they will not short out; It is also recommended that sails be removed and masts taken down if possible. Motors should also be removed where possible; Do not tie boats to the docks as they are safer in the field; and Ensure that you have a thorough removal plan should it become necessary to remove the boat from our field, well prior to any major event;
Boats shall be removed from the mooring for the winter no later than October 31st each year.
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WINTER BOAT STORAGE POLICY The boat owner is to sign a waiver each year accepting all liability should something happen to their boat; Once the boat owner has signed a waiver and made payment, they will be provided with a sticker that must be placed on the neck of the trailer where it is visible; The Club administration office must be notified in advance before a boat is brought to the Club for storage; The member agrees that he/she is solely responsible for his/her boat. For the purposes of clarity, the member relinquishes and waives any claim or cause of action, which he/she may have against the Club arising from any loss of or damage or injury to the member’s boat, and any other boat, or watercraft, in which the member may have an interest at the time of such loss, injury or damage. The Club will not accept any responsibility for fire, injury, theft or damage of any kind. In particular, the member agrees to relinquish all claims and causes of action arising from any acts or omissions of the Club regardless of circumstance; The member agrees to indemnify and save harmless the Club in respect of all liability, fines, suits, claims and causes of action of any kind, for which the Club may become liable for reasons of such loss, injury or damage including any subrogated claim of any insurer; The winter boat storage season will be from November 1st to May 15th of the following year; The boats will be a maximum of 40 feet long and will be stored in the parking lot; The boat owner must provide proof of insurance before any boat is stored; Each day after May 15th, the member will be charged a late removal fine amounting to $50.00 per day; There will be no guaranteed access to the boats during the winter months; those interested in accessing the boats during our off-season should contact our main office at 902-429-2822. There is to be absolutely NO MAINTENANCE (excepting winter preparation) TO BE DONE TO THE BOATS at any time that they are on the Club property; Storage will be for a maximum of 30 boats per year and will be on a first-come, first-served basis. If you have reserved a space for one year, this does not guarantee a spot for the following year; This waiver shall apply to the Club, its officers, directors, employees, servants, agents and independent contractors and each of their heirs, executors, administrators, successors and assigns.
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GENERAL POLICIES The Waegwoltic Club adheres to the following general policies, without exception:
ADVERTISING AND SOLICITING Unless authorized by the Board, members may not circulate, post, or distribute subscriptions, promotions, advertisements or announcements on Club premises. Advertising is for Club activities and events only. No articles shall be sold or advertised for sale on the Club premises unless sold by the Club or authorized by the Board. Soliciting for lottery or raffle tickets is prohibited on Club premises. Club membership lists may be used only for purposes related to the Club and Club activities and are not to be disclosed to non-members.
ALCOHOL POLICY AND NSLC COMPLIANCE The Waegwoltic Club is committed to excellent service for the membership. In the interest of their safety and that of fellow members, neighbours and the general public, all food and beverage managers and servers are “serve right” trained and fully authorized to independently determine a customer’s reaction to served alcoholic products. As such, any member or guest may have their service terminated and a ride called if in the server’s interpretation, they could reasonably pose a danger to themselves or others. The Waegwoltic Club is the sole seller of food and beverage permitted on the property. Members and their guests, under guidance provided by NSLC and these club policies, may consume alcoholic beverages served by the Club only in all licensed areas of the Club. Personal alcohol cannot be brought or consumed on the Club’s property. The consumption, sale, and/or distribution of alcoholic beverages on our property that is not purchased from The Waegwoltic Club are strictly prohibited under the regulations of the NSLC. This includes product that is donated under any circumstances to any event or activity taking place on Club property. The Waegwoltic also prohibits the distribution, possession, sale, transfer, or use of any controlled substances, including without limitation: cannabis, cannabis-derived materials, and all alcoholic product; any of these products that are not supplied by The Waegwoltic Club are explicitly prohibited on club property.
ANIMALS Animals cannot be brought onto Club property, left in cars parked in our parking lot, or left at the front gates unattended. Alternative arrangements will be made for members wanting to bring their animals onto their boats.
BICYCLES, ROLLER BLADES, SCOOTERS AND SKATEBOARDS Bicycles, roller blades, scooters and skateboards are strictly prohibited from all areas of the club except for the designated bicycle rack area. Members are asked to walk bicycles to stands, remove roller blades at the entrance of the Club, and dismount skateboards and scooters. All must be kept at the bicycle stands. 24
BASKETBALL USE For the safety of all members, basketballs are restricted to the basketball court. Use of basketballs is otherwise prohibited in all areas of the club property, excluding the courts. Basketballs are available through the administration office to borrow for day use. Balls brought from home can be left in the green bin behind the Bloomingdale Annex while not being used on the court.
CLUB PREMISES The Club premises (which include the parking area) are for the exclusive use of members when they are using the Club. Guests must park their vehicles outside of the Club. Since parking space is limited, car owners should use the Club’s parking only while on Club premises. Cars should not be left overnight without pre-approval. Unauthorized vehicles will be towed at the owner’s expense.
COOPERATION & COLLABORATION WITH MEMBER ENTERPRISE The Waegwoltic Club strives to contribute to, participate in, and collaborate with local businesses whenever possible. In fairness to all members, our administration and operations allow no preferential treatment towards businesses, organizations, or enterprises that are owned by or an employer of our members, their families and relations.
DROP-OFF SAFETY When dropping off children at our gatehouse, parents are asked to pull left into our drop-off area so that camp staff can safely monitor and manage the hand-off of day camp children. This drop off area is designed to accommodate those who require 2-3 minutes to safely leave their children in the care of camp staff. Those parents who may spend 5 minutes or more when dropping of their children for day camp are requested to enter our parking lot and then walk their children to meet our camp counselors near the pedestrian entrance to the club. These protocols apply to those children arriving to our full-day Summer Camp program and Wet Feet program. Our lower parking lot (located between our Bloomingdale Annex & Clubhouse) is restricted for use only by those with a valid accessible parking permit, unless otherwise approved by our main office. This area is not available for those wishing to drop off passengers or unload gear.
FOOD BROUGHT FROM OFF-SITE VENDORS Families or individuals wishing to bring food onto club property (ie. pizzas, etc.) are directed to our Fairfield property, which is the most suitable area for picnics and other gatherings involving food consumption.
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LOST, STOLEN OR DAMAGED ITEMS Members who bring personal property onto Club premises do so at their own risk. The Club is not responsible for lost, stolen or damaged items, including personal belongings in locker rooms or on coat racks, or boats in the boathouse or in the mooring area. The Club is not responsible for any damage to or theft of members’ or guests’ vehicles while on our property.
PHOTOGRAPHY AND VIDEOGRAPHY The use of cameras/cell phone cameras and any video-enabled devices is strictly prohibited in change rooms and washrooms. In all other areas of our property, use of these devices is permitted provided that it is for personal use only, that permission has been granted by all subjects captured in the shot or video, that it does not disrupt the activity of others, and your actions are in accordance with The Club’s conduct and safety standards, as outlined in this guide. Please be respectful of others; avoid capturing others in the background of photos, and please conduct all phone calls and other potentially disruptive phone use away from areas of the property where programming or other Waegwoltic events may be occurring. Written permission from the Club’s administration office is required prior to capturing any images or video for professional or commercial use within the facility. At any time, our staff reserves the right to actively restrict members or guests from taking photos or video, at their discretion.
PRIVATE INSTRUCTOR POLICY All private instruction sessions being held on Club property must be led by current Waegwoltic staff. This policy ensures that all safety training required on behalf of the Club insurer is in place, and also to provide additional income for our employees. This policy applies to all aquatic, tennis, sailing and rec lessons.
PROHIBITED SUBSTANCES The entire property is smoke-free, including the use of vapor cigarettes. No illegal substances shall be permitted on Club property. The Waegwoltic also prohibits the distribution, possession, sale, transfer, or use of any controlled substances, including without limitation: cannabis, cannabis-derived materials, and all alcoholic product; any of these products that are not supplied by The Waegwoltic Club are explicitly prohibited on club property.
RENTAL POLICY (FACILITY) - CLUBHOUSE/BLOOMINGDALE ANNEX On application to the Manager, a Member or Member Sponsor may rent the clubhouse for private use between the 1st day of January and the 31st day of May and the 15th day of September and the 31st day of December or the Bloomingdale Annex/patio at the discretion of the Manager. Member or Member Sponsor shall sign an agreement with the Club detailing the fee and rules and policies associated with the rental.
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RENTAL POLICY - WATERCRAFT During the period of July 1st to September 2nd, Members are able to rent water equipment (canoes, kayaks and paddleboards) for personal use. A policy agreement must be signed by the Member prior to renting, signifying understanding of the policies of the rental, such as staying within the Northwest Arm, acknowledging the predetermined period of the rental, and the addition of a late fee if not returned at the designated time. Safety equipment will be provided with the rental package.
SAND BOX AND PLAY AREAS These areas are designated for children 12 and under unless otherwise approved by the manager. Parents or caregivers are required to directly supervise children in their care. Children are not permitted to throw sand or water regardless of circumstance.
SPECIAL EVENTS RESERVATION POLICY (Special event reservation eg. Mother’s Day, Easter Brunch or any special event created for member enjoyment that requires pre-reservation) Cancellation Policy: Any reservation cancelled less than 36 hours prior to the event opening time will be accessed a 50% surcharge applicable to number of guests reserved.
USE OF LOCKERS Members must not store alcoholic beverages, combustible or dangerous materials, illicit articles or weapons in lockers or elsewhere on the Club premises. Lockers will be allotted to members by the administration office and are not to be transferred by a member without the consent of the Manager. Locks must be removed from all lockers before November 1st each year. After this date, all locks will be removed by the Club. Day-use lockers are available in the Lido change house on a first-come, first-serve basis. Locks left on these lockers at the end of the day and their contents will be removed.
VOLUNTEERING AT THE WAEGWOLTIC CLUB The core of our Club has always been our volunteers. Each spring, we send out a request for committee volunteers for each of our central committees. These committees include: •
Aquatics; Sailing; Tennis; Dining and Social; and Membership Engagement;
Given the regularly active and engaged spirit of volunteerism at the Club, occasions arise when very few opening are available. Please don’t let that dissuade you in your enthusiasm. Please contact the manager to ensure you are placed on a list for the first openings available. The experience gained in serving on these committees is a foundational asset for those interested in serving as potential board members for the Club.
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