Athletic Field Rental Guidelines and Rules
Athletic Fields
Field Rental Guidelines and Rules
Residents and other groups will be allowed to reserve the softball field and large recreational field are for organized practices and/or games by calling the clubhouse office to request the same.
Non-residents may be required to pay an hourly fee for use of the fields, and must check with the BD/RD before using the facility.
Lining the rec field, use of portable goals and other field equipment normally required for soccer, lacrosse or similar games is permitted, provided approval for such use is given by the RD, the BD, and under certain circumstances, the Board of Directors.
RESERVATION OF THE FACILITIES
The Recreation Association facilities, (clubhouse, pool, athletic field), may be reserved for private functions by members of the Recreation Association (as defined in the covenants), their leaser, or groups that are approved by the Board of Directors. The facilities may be reserved without charge for functions sponsored by the BOD or the BD/RD. Committees and recognized clubs may use the facilities as defined by the BOD in the respective Charter Guidelines. Requests for reservations are processed by the BD/RD, who keeps a calendar of the scheduled events. They will also insure that multiple functions in the facilities are compatible. When scheduling, the BD/RD will give preference in the following order:
FIRST PRIORITY Official functions of the BOD, the BD/RD, or
committees of the Recreation or the Homeowners Associations
SECOND PRIORITY Recognized clubs or civic organizations
THIRD PRIORITY Private functions sponsored by a member or tenant
A reservation request may be submitted at any time prior to the date requested; however, the rental fee must be paid within seven (7) days of the request. If the rental is not confirmed by payment, it will be removed from the master calendar. Once a reservation is confirmed, no other function will preempt. If a private function sponsored by a member is preempted before the confirmation date, the function then takes second priority (before recognized clubs) for any open date. (Rev. 01/05)
I. RESPONSIBILITIES OF MEMBER RESERVING FACILITY
A. The member reserving the facility (reservee) must be in attendance at the function for the entire duration of the rental period, must agree to comply with all rules and regulations, and must take full responsibility for their guests' conduct and use of the facilities. Any infraction of any of the rules may result in the loss of the security deposit and / or suspension of all recreation privileges.
B. The Recreation Association (RA) simply rents the premises to the sponsoring member and takes no responsibility and accepts no liability for any occurrence on its premises.
C. The member reserving the facility is responsible for turning off lights, oven and burners; locking doors, windows and gates; and re-setting air conditioner/heater as directed by contract. Failure to do so may result in forfeiture of the deposit and/or privileges.
D. Alcoholic beverages may be present at the recreation facilities only after the sponsoring member has complied fully with the requirements of the Virginia Alcoholic Beverage Control Board, including the purchase of Banquet and Special Events Licenses, if needed. It is the responsibility of the reservee to find out if a license is needed.
E. The facility must be vacated no later than 1:00 a.m. The member reserving the facility assumes responsibility for any damages to the facility. In any case, the claim of the Four Seasons Recreation Association for damages shall prevail. Replacement costs or costs to repair damages, including materials and labor, will be deducted from the security deposit. Cost of damages shall also include any necessary labor costs in performing clean-up not done by reservee. If the facility is not returned in acceptable condition by the release time, an additional 25% of the total deposit will be forfeited.
In the event that charges resulting from damages and cleaning exceed the amount of the remaining deposit, the member who reserved the facility is personally liable for said charges and must make total payment on the charges remaining after the deposit is extracted, no later than 15 days following the private function, or determination by The RA that damages are warranted, whichever occurs later. Failure to do so will result in legal action being taken. The responsible member will assume all collection and legal fees of the Recreation Association if such action is necessary.
In the case of damages to the facilities, the following listing of penalties and costs will be charged to the reservee at the discretion of the RD/BD:
Charges to
Reservee Damage
Replacement cost Furnishings, fixtures, equipment or any other item in the facility damaged to the extent that it can no longer be used, at the discretion of the RD/BD. Replacement cost will include any installation, delivery or other cost necessary to replace item.
Repair cost Furnishings, fixtures, equipment or any other item in the facility damaged to the extent that it can be repaired, at the discretion of the RD/BD. Repair cost will include materials and labor.
25% of deposit Failure to return facility in pre-used condition.
25% of deposit Charge when damages to the facility or anything contained in the facility is damaged and replacement or repair is not feasible, at the discretion of the RD/BD. (example; burns to carpet; scratches, cracks, burns to furniture, etc.).
25% of deposit Failure to observe instructions for heating/air conditioning system and violation of General Rules.
25% of deposit Failure to turn off lights.
25% of deposit Failure to return any clubhouse key as instructed.
100% of deposit Failure to lock doors, windows or gates. Failure to turn off oven and/or burners. Violation of WARNINGS on last page. Use of fireplace.
$ 50.00 per hour Charge for any cleaning necessary to restore the facility to the pre-used condition. Cleaning will be charged with a 1 hour minimum.
F. Members renting the facilities will observe the following pool safety and health requirements during rentals:
1. Pool safety and health requirements require at least two (2) guards be present with a maximum of 75 persons in attendance per guard. At least one guard will hold a current Fairfax County Pool Operator's Permit.
2. Occurrences deemed unsafe will be restricted by the guards on duty who will have the right to instruct corrections on these matters. Guards also will have the right to close pool sections or the entire pool at any time if unsafe conditions are not corrected. The pool may be re-opened upon correction of these conditions.
3. NO glass containers will be allowed on the pool deck.
4. Eating and drinking are not allowed within ten (10) feet of the pool edge. (4/86) Rev. 8/98
II. GENERAL RULES
A. No member can have more than one outstanding reservation at a time per facility.
B. The tennis courts cannot be reserved.
C. No furniture or equipment can be removed from the clubhouse or facilities unless approved by the BD/RD.
D. Only recognized clubs or committees may charge admission to open functions or activities.
E. Any exceptions to these rules must be approved by the Recreation Board of Directors.
F. The facilities may only be reserved when not scheduled for regular open hours.
G. The number of people attending a function will be limited to 51 for the clubhouse or 150 for the pool. These numbers include small children and infants.
H. Use of the fireplace is prohibited.
I. The use of any kind of combustible fluid, i.e., gasoline, charcoal lighter fluid, or kerosene inside the clubhouse or fireplace, or on the outside deck/stairs is prohibited.
J. The fireplace screen, or any other type of closure must remain in place at all times.
K. No cooking will be permitted on the sun deck. No grilling will be permitted on the outside deck/stairs or anywhere inside the clubhouse.
L. No glass containers (including drinking glasses) will be permitted on the sun deck.
M. Wet bathing suits will not be permitted at any time in the upstairs portion of the building.
N. Decorations must be approved by the BD/RD.
O. No animals will be allowed in the clubhouse or on its grounds, with the exception of Certified Service dogs.
P. Fire exits will be kept freely accessible at all times.
Q. Chaperones must be provided for private functions attended by persons under 18 years of age.
1. One adult chaperone is required for every 20 persons under 18 in attendance. No less than half of the chaperones shall be members of the Recreation Association.
2. "Chaperone" is defined as a person at least 21 years of age whose attendance is for the purpose of supervision of the activity and enforcement of the rules of the Recreation Association.
R. Clubhouse reservations must end at 12:00 a.m. and the facility be vacated by 1:00 a.m. Pool reservations must end at 12:00 a.m. and the facility be vacated by 12:30 a.m. The facility must be in release condition by 1:00 a m. the morning following the rental. ANY agreed upon exception(s) to this clause must be so noted on last page of this agreement.
S. No smoking is permitted in the clubhouse or on the clubhouse deck.
T. No smoke or vapor machines are permitted to be used in the clubhouse or on the clubhouse deck.
III. RENTAL FEES
A. General
1. The rental fee must be paid prior to the confirmation of the reservation request, and within seven (7) of the request or it will be removed from the master calendar. Pool reservations must be confirmed ten (10) days in advance of the rental date.
2. The return of the rental fee is subject to the rules under the Cancellation section.
3. The rental fee may be paid to the BD/RD in the form of cash, a check, or a money order.
4. A guest list, including names and addresses, must be submitted.
B. Clubhouse Rental Fee (rental fees revised 2/13/90)
Free If approved by the BOD. May be requested by any renter; however, is usually for functions that are open to all and only Four Seasons residents.
$ 25.00 If more than 2/3 of the guests are Rec. Assoc. members.
$ 75.00 If less than 2/3 of the guests are Rec. Assoc. members.
C. Pool Rental Fee - Includes use of facility and two (2) lifeguards for four (4) hours for up to 75 guests or as noted below.
Free If approved by the BOD. Guidelines are the same as for clubhouse rental. Additional fee for guards may be charged by BOD.
$ 100.00 If more than 2/3 of the guests are Rec. Assoc. members.
$ 125.00 If less than 2/3 of the guests are Rec. Assoc. members.
NOTE: $25.00 to $50.00 will be charged for each additional lifeguard if the number of guests will number greater than 60 and up to a maximum number of 150. (Rev. 01/05)
D. Athletic Field Rental Fee
1. $10.00 per hour for non-residents/teams; free to residents/teams and invited guests.
2. The athletic field is open for the use of our residents, when not reserved. When the field is being utilized in a non-reserved status and residents are waiting to use the field, there will be a one-hour limit for the users. (Rev. 4/00)
IV. SECURITY DEPOSIT
A. General
1. The security deposit must be paid prior to the reservation date.
2. There is a $ 500.00 security deposit required for clubhouse reservations.
3. The security deposit is payable in the form of cash, money order or certified check to the BD/RD Four Seasons Recreation Association.
4. The security deposit is retained by the Association for five business days following the reservation date, unless conditions described on page 1 of this agreement dictate otherwise.
B. Pre - Inspection
1. Conducted by the member reserving the facility along with the BD/RD to determine the facility conditions prior to the function. Will be conducted by the BD/RD only in the absence of the member; however, the member will be required to sign a Pre-Inspection Waiver. A check list must be completed. It is the responsibility of the reservee to make note of any existing damages on the checklist.
2. Determine the use of the television.
3. The FIOS/TV cabinet may not be disconnected and/or moved without prior approval from management.
C. Post - Inspection
1. The facility must be in release order at 1:00 a.m. the following day, or time specified on the Rental Request Form by the BD/RD.
2. The BD/RD will conduct an inspection with the member reserving, if available, following the release time.
3. The BD/RD will authorize complete refund of security deposit, if condition of the premises is determined to be satisfactory.
D. Refund
1. Refunds will be made by the BD/RD.
2. All of the security deposit will be refunded if the facility is returned in the pre-used condition by the release time.
3. Any charges incurred as a result of damage or clean-up will be deducted from the amount of deposit. See Responsibility of Member Reserving Facility section for information regarding damages.
4. If it becomes necessary for the Police or Fire Department to be called during the rental, the entire deposit may be at risk depending on the circumstances and / or reason for the call. This is at the discretion of the BD/RD in consultation with the Board of Directors.
V. CANCELLATION
A. Refund of the Rental Fee is based on the date of the cancellation prior to the reserved date for the function.
1. None....If canceled 5 days or less prior to the confirmed reservation date.
2. 50%.....If canceled 14 days or less but more than 5 days prior to the confirmed reservation date.
3. 100%..If canceled 15 or more days prior to the confirmed reservation date.
B. A 100% refund may be awarded by the BD/RD if the reservation date was not utilized due to inclement weather.
FOUR SEASONS RECREATION ASSOCIATION
CONDUCT GUIDELINES
Members and/or their guests may lose their recreation privileges through suspension and/or expulsion from association premises, for inappropriate conduct on association property, while engaged in or attending association activities. Prohibited conduct that will result in disciplinary action includes but is not limited to the following:
A. Willful and continued disobedience or open defiance of the authority of any association officer, director, the Business Director, the Recreation Director, or staff members in charge, or the disruption of any association activity.
B. Conduct, including fights, threats, or intimidation that endangers the well-being of any other member or guest.
C. Oral or written vulgar or patently offensive language, sometimes referred to as “curse” words or profanity. Cursing, gesturing, or verbally abusing any person, including but not limited to abuse or harassment based on that person’s race, religion, gender, creed, national origin, personal or physical attributes, disability, or intellectual ability, and matters pertaining to sexuality is expressly prohibited.
D. Possessing of smoking materials or using tobacco products by any minor resident or guest under the legal age of eighteen (18) years in association buildings or on association grounds.
E. Possessing, using, distributing, or being under the influence of a controlled or legalized substances, including but not limited to, drugs, intoxicants, prescription or nonprescription drugs not authorized as medication, or drug paraphernalia. Possession or consumption of alcoholic beverages by any persons under the age of 21. (Please refer to the Association’s rules within this document concerning alcoholic beverages.)
F. Use or possession of fireworks, explosives, firearms, knives, or any other device which may be construed as and used as a weapon in association buildings, or on association grounds.
G. Destruction of property, vandalism, arson, or any threat to bomb, burn or destroy in any manner an association building or association property. Criminal charges and financial restitution will be sought by the Association against anyone willfully causing, attempting to cause, or coercing another to cause damage to association property.
I. Theft of, taking, or trying to take another person’s property or money, or any property or money belonging to the association, by illegal entry, force, fear or other means.
J. Displaying any apparel, jewelry, accessory, tattoo, or manner of grooming, which, by virtue of its color, arrangement, trademark, or any other attribute, is noxious and offensive and/or denotes membership in a gang that advocates illegal or disruptive behavior.
K. Unauthorized presence in any association facility, upon association grounds, or failure to leave promptly after being told to do so by the association officers or directors, Business Director, Recreation Director or its staff members in charge.
L. Violation of any law of the town, county, state or nation, or regulation of the association, while on association grounds.
The following guideline will be adhered to in determining the length of time a resident patron may have their privileges suspended. Guests are not afforded the same suspension privileges; with repeat offenses, guests will be vacated from the premises with no-trespassing letters issued if necessary to prevent their further return.
First Occurrence Three day dismissal from facility
Second Occurrence One week dismissal from facility
Third Occurrence One month dismissal from facility, or remainder of season, depending on type of offense and time frame
When appropriate, the Association may, at its discretion, offer residents community service hours when behavioral problems occur. If minors have their pool privileges suspended for any reason, they may re-enter the facility during their suspension period when accompanied by a parent or legal guardian, with the approval of the RD and/or the BOD. If adults have their pool privileges suspended for any reason, they must come before the board of directors to have recreation privileges reinstated. All occurrences will be reviewed on a case-by-case basis, the severity of the offense, upon an individual’s interest in constructive alternatives to suspension, and as approved by the RD and/or the BOD. (Rev. 01/05)
Rev. 2/2017